Most buyers won't order before seeing a sample, and few will commit to your full minimum order the first time. How you handle these two moments decides whether a promising conversation becomes a repeat customer.
Set a sample policy before anyone asks
| Decide | A sensible default |
|---|---|
| Who pays | Charge for samples and courier, and credit the cost against the first order. Serious buyers accept this; it filters out collectors. |
| What you send | Standard items from normal production, not specially made showpieces the factory can't repeat. |
| How fast | A committed dispatch time, for example within 10 working days. |
| What comes with it | Spec sheet, price sheet, and packing details, so the buyer can evaluate everything at once. |
Send samples that sell
- Pack them the way the bulk order will be packed, with proper labels.
- Declare them correctly on the courier paperwork, with the right description and value.
- Share the tracking number, and follow up the day they arrive.
- Ask for feedback against the specification, not just “do you like it?”
Negotiate the minimum order quantity
Your MOQ protects your production economics; the buyer's hesitation protects them from an untested supplier. Meet in the middle rather than refusing:
- Trial order below MOQ at a slightly higher unit price, with the regular price once volumes reach your MOQ.
- Mixed items in one order to reach the MOQ across several products or sizes.
- Standard items only for the trial, with custom versions once the relationship is established.
Agree the first order in writing
Send a pro forma invoice before production starts. It should state:
- Exact product description, specification and HS code
- Quantity, unit price, total, and currency
- Incoterm with named place and edition, for example FOB Nhava Sheva, Incoterms 2020
- Payment terms and bank details
- Packing: units per carton, cartons, labelling
- Delivery time from order confirmation or advance receipt
- Validity of the offer
- Any inspection, testing or certificate the buyer requires
For payment on a first order, see how to get paid safely. Advance or part-advance is normal.
Deliver the first order like it's an audition
- Keep a sealed reference sample from the production batch.
- Send production photos and, if the buyer asks, allow third-party inspection before shipping.
- Share documents early: invoice, packing list and bill of lading.
- Hit the promised date, or warn the buyer early if you can't. Silence costs more than a delay.
- After delivery, ask what to improve. That conversation is where the second order starts.
Questions
Should I give samples free?
For low-cost items or a buyer you've already qualified, free samples can make sense. Otherwise charge, and credit it on the first order. Many free-sample requests never turn into orders.
How big should a first order be?
Often smaller than your usual MOQ: a trial order lets the buyer test your quality and delivery. Agree a price for the trial and a clear path to regular volumes if it goes well.
What if the bulk order doesn't match the sample?
That's the fastest way to lose an export buyer. Keep a sealed reference sample from the same batch, and share photos or third-party inspection results before shipping.