What to ask before paying a sample fee to a China supplier

TL;DR: Before you pay a sample fee, confirm in writing the sample deliverable, shipping terms and who pays duties, whether the fee will be credited to production, the number of allowed revisions and their cost, and ownership of tooling and design rights. Use the checklist below to avoid surprises.

What does the sample fee actually buy you?

A sample fee pays for a defined sample version, not open-ended development. Ask the supplier to describe the deliverable in writing: model number, materials, dimensions, finish, and included accessories. Decide which category the sample fits: basic prototype, pre‑production sample (PP sample), or a mass-production benchmark sample. Each category has different costs and expectations.

Buyer actions:
– Require a written sample specification and one or two clear photos before you pay. If the supplier cannot provide these, treat the fee as higher risk.
– Confirm how many iterations the fee covers. If you expect multiple revisions, negotiate a staged fee schedule or an hourly development rate.
– Specify acceptable tolerances for critical dimensions and a pass/fail checklist for key functions to avoid post-delivery disputes.

Checklist for sample scope
– Sample type: prototype, PP sample, mass-production sample
– Materials and grades listed by name
– Colour codes and finish instructions
– Functional tests included and pass criteria
– Number of copies delivered
– Packaging included

For independent review of sample specifications and acceptance criteria, see Supplier Ally services.

Who pays shipping, and how will the sample be shipped?

Suppliers commonly charge the sample fee separately from shipping. Express courier costs and duties can exceed the sample fee.

Buyer actions:
– Ask for a shipping quote in the currency you will pay and request the airway bill number once shipped.
– Decide whether to use the supplier’s courier account or your freight forwarder. Using your forwarder reduces the risk of overcharging and gives you logistics control.
– Choose delivery terms. For small samples, DDP with the supplier handling duties simplifies receipt. For larger or sensitive shipments, DAP with your forwarder collecting at origin is often safer.

If you need help with freight options or consolidated logistics, include logistics coordination in your Supplier Ally services request.

Will the sample fee be credited against production?

The sample fee may be credited toward the first production order, but this must be explicit in writing. Do not assume automatic crediting.

Buyer actions:
– Negotiate a sample-credit clause: specify the credit amount, how it will appear on the proforma invoice, and any minimum order quantity that triggers the credit.
– Establish a time limit for credit eligibility; request a written expiry date if appropriate.
– Require the supplier to confirm the credit on the production proforma invoice before you transfer any sample funds.

What are your revision and approval rights?

Paying for a sample does not eliminate the need for controlled approvals. Define the feedback and approval process and the number of included revisions.

Buyer actions:
– Set a formal approval window. For example, allow three working days for visual inspection and seven working days for functional testing after receipt.
– Specify who signs off. Require documented acceptance from an approved buyer contact by email or in your procurement system.
– Clarify costs for revisions beyond the agreed number. Ask the supplier to quote revision fees up front and estimate lead times for each revision.

If you plan inspections or physical checks, consider a planned factory visit to confirm processes and sample consistency.

Who owns tooling, molds, and intellectual property after the sample?

Tooling, molds, and design ownership must be negotiated and recorded. A sample can expose technical and design details.

Buyer actions:
– Ask whether the supplier will charge for tooling and whether tooling is charged separately from the sample fee.
– Decide whether tooling will be paid for by you and whether tooling becomes your property or remains the supplier’s. Require written confirmation of ownership and access rights.
– If you need IP protections, require a non-disclosure agreement or a design ownership clause before sharing CAD files or technical drawings.

How to handle payment and proof of receipt

Create a clear audit trail for sample payments. Use traceable payment methods and request an itemised receipt.

Buyer actions:
– Prefer wire transfers with a proforma invoice or secure payment platforms that provide receipts. Avoid cash payments.
– Require the supplier to upload photos and a packing list before shipping. Ask for the airway bill or tracking number within 24 hours of shipment.
– Keep the payment and communication thread linked to the sample order in your procurement system.

Related Supplier Ally support

For project planning, see Supplier selection support, Supplier Ally sourcing services, and contact Supplier Ally when you need a second set of eyes on the supplier or production plan.

Next step

If you want help reviewing sample terms, credit clauses, or a supplier proforma, contact Supplier Ally. We can review sample scope, confirm logistics options, and advise on quality checkpoints or factory visit needs. See our Supplier Ally services, read about our quality control, and learn more about factory visits to decide what support you need.