A good sample proves a factory can make your product. Sample approval makes sure they make the same thing again thousands of times.
Evaluate samples properly
- Use them as your customers would — for days, not minutes.
- Measure critical dimensions and compare against the drawing.
- Check materials, color, finish, labels and packaging, not just function.
- Test samples from more than one supplier side by side.
Write down every change
Most samples need adjustments. List each change, get the supplier to confirm it in writing and request a revised sample when the change affects function or appearance.
Seal the golden sample
Once approved, keep two identical samples: one with you, one at the factory or with your inspection team. Sign and date them. This “golden sample” is the reference for production and inspection.
Link the sample to the contract
The purchase order should state that production must match the approved sample and specification. Without this, arguments about quality become opinion against opinion.
Types of samples
- Existing (stock) samples — what the factory already makes. Fast and cheap, good for judging general quality.
- Custom or prototype samples — made to your specification. Take longer and usually cost more.
- Pre-production (PP) samples — made with production materials and tooling just before mass production. This is the one to approve as the golden sample.
A sample evaluation checklist
- Measure every critical dimension and weigh the product.
- Check materials — feel, thickness, magnet test for stainless steel, smell for plastics and silicone.
- Use it the way your customers will, including the harsh cases.
- Check color under daylight (D65) against your reference.
- Inspect packaging, labels, barcodes and instructions.
- Photograph and write down every issue, then send one consolidated list to the supplier.
Sample costs and timing
Stock samples often cost US$0–100 plus express shipping; custom samples range from about US$50 to several hundred dollars, more if a temporary tool is needed. Many factories refund the sample cost against the first order. Allow one to three weeks per sampling round, and plan for at least two rounds on custom products.
Save time with consolidation
If you compare several suppliers, have all samples sent to one address in China. We check them, photograph them side by side and ship one parcel — see Sample Consolidation.
