How do I order samples from 
China, who pays and what should I check? in detail
Agree the sample version, total charge and acceptance checks before paying. A good sample helps define the order, but does not prove that every bulk unit will match it or meet your country's rules.
- Applies to
- Overseas small-business buyers planning a first or small commercial order from China.
Dear friend,
Welcome! This letter sets out what you need to know, plainly and in order.
Ask for a sample with a purpose
Say whether you want to check appearance, material, fit, function, packaging or a regulated requirement. Distinguish an existing catalogue sample from a custom pre-production sample and a unit taken from a production batch.
There is no universal free-sample rule. Ask who pays for the sample, custom work, transport and import charges, and whether any amount is credited to a later order. Record the conditions in writing.
Send this request
"Please confirm the sample model and version, materials, dimensions, colour, packaging, price, dispatch plan and transport charge. Tell me any differences from the planned bulk goods and whether the sample charge is credited to an order."
Ask how the sample shipment will be accurately described and valued. A sample label is not, by itself, a tax exemption.
Use an acceptance record
| Check | What to record |
|---|---|
| Identity | Supplier, model, version, date and photographs |
| Measurements | Required dimension, allowed variation and result |
| Material and finish | Agreed evidence and any visible difference |
| Function | Intended-use test, method and result |
| Packaging | Protection, labels and condition after delivery |
| Compliance | Applicable product requirements and evidence still missing |
| Decision | Approve, reject or request a revised sample |
Keep an approved reference and the written specification together. If production uses different tooling or materials, require another approval. For hazardous, electrical, children's or other regulated products, seek appropriate testing advice before trying a potentially unsafe sample.
Before the bulk order
Agree what is checked during production or before dispatch, who selects the units and how results and remedies are recorded. Visual photos, inspection and laboratory testing answer different questions; none should be described as a universal guarantee.
Risk signals
- The supplier cannot identify the sample version.
- The bulk material may change "as available".
- You are pressured to approve before essential checks.
- A sample or inspection report is said to remove all importer responsibilities.
Official sources
FTC: textile and wool labelling guidance: an example of product-specific importer duties; not a rule for every product. Read October 26, 2026.
WCO: Harmonized System: classification framework, not sample tax relief.
The checklist and sample-order wording are editorial purchasing tools.
Still uncertain
Sample relief, duties, testing requirements, costs and any refund promise depend on your country and written order.
Next step
Save a dated sample approval and list every remaining check before authorising production.
Sources for this letter
Wishing you good business,
The mouwise team
Checked 2026-10-26
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