Ordering product samples from China is the cheapest way to test a supplier before committing to production. Expect to pay from the unit price up to a few hundred euros per sample depending on customisation, plus express shipping, and use the best sample as a signed "golden sample" that sets the quality standard for your order.
Key takeaways
- Sample costs range from free or unit price for stock items to several hundred euros for custom samples with new materials or tooling.
- Express courier shipping from China to Europe typically takes 3-7 days and costs around 25-80 EUR for a small parcel.
- Ordering samples from 2 or 3 suppliers lets you compare quality, packaging and communication side by side.
- A golden sample, signed and kept by both parties, becomes the reference for production and inspections.
- Samples imported into the EU are generally subject to VAT and possibly duty, so declare a realistic value.
What types of samples can you order?
| Sample type | What it is | When to order | Typical lead time |
|---|
| Stock sample | Existing product from the supplier's range | Early comparison of suppliers | 2-5 days |
| Customised sample | Stock product with your logo, colour or packaging | Before a private label order | 1-2 weeks |
| Prototype | New design built for you | Custom product development | 2-6 weeks |
| Pre-production sample (PPS) | Made with final materials and process | Just before mass production | 1-3 weeks |
| Production sample | Taken from the mass production line | During or after production | Depends on schedule |
Many importers order stock samples from several suppliers first, then a pre-production sample from the chosen one.
How much do samples cost?
| Cost item | Typical range |
|---|
| Stock sample | Free to 2x unit price |
| Customised sample (logo, colour) | Around 30-150 EUR |
| Prototype with new parts | A few hundred EUR, more with tooling |
| Mould or tooling (if needed) | Several hundred to several thousand EUR |
| Express shipping to Europe (under 2 kg) | Around 25-80 EUR |
| VAT and possible duty on arrival | Depends on declared value |
Suppliers often refund the sample fee when you place a production order. Ask for this in writing. Be wary of suppliers who send expensive samples for free and then show much lower quality in production; this is why the golden sample matters.
How do you order samples step by step?
- Prepare a short specification: materials, dimensions, colour codes (Pantone where possible), logo files, packaging and certifications needed for the EU.
- Shortlist 2 or 3 suppliers using the steps in our guide to finding reliable suppliers in China.
- Request a sample quote including the sample fee, shipping cost, lead time and refund policy.
- Confirm the sample is representative: ask whether it comes from regular production or was specially made.
- Pay securely: small amounts by card or PayPal where possible, or through a platform like Alibaba.com.
- Choose the shipping method and provide your EORI number if importing as a business.
- Track the parcel and prepare to pay VAT or duties on arrival.
- Evaluate the samples with a checklist (see below) and give written feedback.
- Approve a golden sample and keep one signed unit with you and one at the factory.
Who pays for the sample?
Practices differ by industry and order potential. A supplier is more willing to waive sample fees when your request is precise, your projected volumes are credible and the sample is a stock item. For custom work, offering to pay the sample fee upfront shows you are serious and often speeds things up. A reasonable compromise is to pay the fee and the shipping, and ask for the fee to be credited against the first production order above an agreed value.
How should you ship samples?
| Method | Transit time to Europe | Cost | Notes |
|---|
| Express courier (DHL, FedEx, UPS) | Around 3-7 days | Higher | Reliable tracking, fast customs |
| Supplier's courier account | Around 3-7 days | Often discounted | Supplier may add a margin |
| Your own courier account | Around 3-7 days | Depends on your rates | Good control, you pay duties directly |
| Economy postal or e-commerce lines | Around 10-25 days | Lower | Slower, sometimes restricted for batteries |
| Consolidation via a warehouse in China | Depends on line | Lower per sample | Useful when sampling from several suppliers |
If you order samples from several suppliers, having them delivered to a warehouse in China for consolidation can save a lot compared with multiple express parcels.
Customs on samples
Under EU rules, samples are generally treated like other imported goods. Since 1 July 2026, low-value parcels up to 150 EUR are subject to a flat customs duty of 3 EUR per item as a transitional measure, plus VAT. Higher values follow normal duty and VAT rules. Labelling a parcel as a "free sample" with an unrealistic value can cause delays or penalties. For more detail, read EU customs clearance for China imports.
How do you evaluate a sample?
Use the same checklist for every supplier so the comparison is fair.
- Dimensions and weight against your specification
- Materials and finishing: feel, smell, colour accuracy, stitching, edges
- Function: does it work as intended, repeatedly?
- Durability: simple stress tests such as drops, washes or repeated use
- Packaging: protection, print quality, barcodes, labels
- Compliance: CE marking, warnings, language requirements, test reports
- Communication: how quickly and precisely did the supplier respond?
Take photos and measurements, and send structured feedback. If you plan independent lab tests (for example for REACH or EN 71), sample units can be sent directly to a lab.
What is a golden sample and why does it matter?
A golden sample is the approved reference that both you and the supplier agree represents acceptable quality. It protects you in several ways:
- It becomes a contract reference: mention it in your purchase order.
- It guides inspectors during pre-shipment checks; see quality inspection and AQL.
- It helps resolve disputes about colour, finish or materials.
Best practice is to seal or sign two identical samples, keep one yourself and leave one at the factory. Photograph both with a date.
How should you give feedback to the supplier?
Clear feedback turns a good sample into a great production run. Suppliers respond best to structured, visual comments rather than general impressions.
- Number each comment and attach a photo with the problem area circled.
- Give measurable targets: "handle 2 mm thicker" is better than "handle feels weak".
- Separate must-fix items from nice-to-have so the supplier knows priorities.
- Ask for a revised sample when changes affect materials, size or function.
- Confirm changes in writing and update your specification sheet before production.
A simple comparison table helps when you test samples from several suppliers:
| Criterion | Supplier A | Supplier B | Supplier C |
|---|
| Quality of materials | Good | Average | Good |
| Accuracy to specification | Minor gaps | Several gaps | Accurate |
| Packaging | Basic | Good | Good |
| Sample lead time | 5 days | 12 days | 7 days |
| Communication | Fast, clear | Slow | Fast, clear |
| Unit price quoted | 4.20 EUR | 3.60 EUR | 4.50 EUR |
Scoring each criterion from 1 to 5 makes the final decision more objective, especially when the cheapest supplier is not the best one.
Common mistakes when ordering samples
- Ordering from only one supplier, leaving nothing to compare with
- Approving a sample without written comments or measurements
- Not specifying that production must match the sample
- Skipping a pre-production sample after making changes
- Underestimating shipping and VAT costs on samples
- Paying large sample fees to unverified suppliers; check them first using our guide on how to verify a Chinese supplier
How Cina helps
Cina's templates and checklists guide in the Cina resources includes a sample request template and an evaluation checklist you can reuse for every supplier. The supplier directory helps you shortlist suppliers to request samples from, and the warehouses in China and freight forwarders directory help you consolidate and ship samples at a lower cost.
Conclusion
Samples are a small investment that tells you more about a supplier than any number of emails. Order from more than one supplier, evaluate them with a consistent checklist, and lock in quality with a signed golden sample before production starts. That discipline at the sample stage prevents most expensive surprises later.
