What is a product sample and why do I need to receive it?
A sample is a unit of the product you intend to import that is used by suppliers for the purpose of showing the quality standard and specifications of the product to possible buyers.
The “samples” are nothing more than leftovers of past productions (i.e. leftovers of productions carried out on behalf of other importers) it is the only way to “touch” the quality of the product.
With this article we will provide all the information you need to request a sample of the product, evaluate its quality and then be able to decide whether it is appropriate to sign a sales contract and start mass production or, on the contrary, discard the supplier and look for another one.
Let’s start by listing the three types of possible samples that you can request:
Factory Samples
A factory sample is a unit of the product made for a previous importer. As it has been manufactured according to the requirements of another customer, the product specifications may not fully meet our requirements. This factor can cause, especially among less experienced importers, many problems of misunderstanding.
Let’s assume that the sample was made for an importer in another country, complies with the dimensions and colors required by us but not the certification standards in force within the European Union.
If an “identical” product is ordered for the purpose of importing it into Italy, it would be seized upon arrival at customs as it does not comply with certification standards. It is always necessary to specify what kind of standard the goods will have to meet!
Once this is clear, ordering a factory sample is the best way to judge the production capacity and quality standards of a given supplier. However, a sample cannot replace a sales agreement, which is still important to prepare and have the supplier sign.
Factory samples tend to be cheap, but clearly the price depends on the product. Sometimes you can even get them for free, but you will still have to pay the shipping costs (which in most cases is done by air).
We also recommend ordering samples from several suppliers at the same time since, from experience, a good portion of the samples tend not to meet the quality standards or product specifications required of us. If you order several samples at the same time, you can therefore save several weeks.
Customized samples (ODM or OEM)
Let’s start by explaining the difference between ODM and OEM samples. An ODM, or Original Design Manufacturing, is a product based on the design proposed by the supplier on which our personalized brand is affixed.
An OEM, Original Equipment Manufacturing, on the other hand, is a completely customized product; i.e. that in addition to our logo it also contains particular specifications (design, colors, functionality, etc.) (i.e. that the supplier will implement only in our specific case).
For example: a bag made according to the design proposed by the supplier with your custom brand is an ODM. A bag made according to an original design proposed by us and with our brand is an OEM.
Why do I need to order a sample in case I am going to buy a stock of ODM or OEM products? The reason is that, without viewing a sample, there is no way to be sure that the supplier has the ability – or even the machinery – to make the product you want.
A few years ago we worked for a small company that wanted to import custom hats (OEM). Of the five suppliers we commissioned a sample from, three couldn’t even come close to the product the customer requested, while the last two took two months – and several sample reviews – before they were able to produce an acceptable product.
What is the moral of the story?
That if the customer had not ordered the samples before choosing the supplier and starting mass production, he would have ended up with a stock of unusable hats.
Our advice is therefore always to order some samples of the product before starting production. It is certainly a good investment.
Batch samples
A “batch” sample is a unit of the product made during the production of your goods. There is a big difference between samples made for another supplier and “batch” samples: the latter are in fact made with the materials, components and specifications with which all your goods will be made. So a “batch” sample best represents the quality and characteristics of our goods.
Ideally, you should have a “batch” sample sent to you at the initial stage of mass production so that you can correct any errors or even stop production (if the sample does not meet the requirements).
What happens if the “batch” samples do not meet the required specifications? This is a case that should be taken into consideration: it is certainly better to find out that the goods do not correspond to those you want before paying the final balance of the payment.
Although it is normal to receive a stock of goods that have a defect rate of 0.5 to 2%, the rest of the products should be up to specification. In the event of problems arising, the final balance must be refused until the supplier has repaired or replaced the entire lot.
Frequently asked questions
Will I have to pay to get the samples?
Yes, generally you will have to pay for samples. Factory samples are usually cheap or even free. However, you will still have to pay for shipping. Customized samples (ODM or OEM) can cost from ten to a thousand euros (depending on the product).
It must be considered that customized samples require a lot of work and, moreover, it is possible that several revisions are necessary before the supplier is able to create a product that meets all the required specifications. In our experience, the latter is a rather common case when importing clothes or textile products in general.
On plastic products or products that require molding machinery, suppliers tend to make a suitable sample faster.
What should I do if the supplier refuses to send me a sample?
It means that the supplier has something to hide. A good supplier should always be available to send you a sample.
When is the best time to order a sample?
The advice not to purchase samples until you have carried out a preliminary research of the prices and confirmed that the supplier can comply with the certification standards necessary to import our product into Europe.
Ordering samples from a supplier who doesn’t meet our price or certification budgets is a waste of time and money because, in the end, we’ll be forced to discard the supplier anyway.
We put suppliers in competition!
It can take weeks to receive factory samples. As mentioned above, it is possible that samples sent by some suppliers will not meet the required specifications. So to be sure to complete the selection process within a few weeks, you will have to order samples from several suppliers at the same time.
This concept is even more important if you require customized samples since the risk of receiving a sample that does not meet the specifications in this case is even higher. If our strategy does not include being able to choose between different suppliers, we will have to settle for the choice offered by the only supplier contacted!
Storing samples
When you receive a sample, it should be labeled with the name of the supplier and the date of arrival. Samples set the standard of quality of the goods, and you should always keep them on hand.
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