Supplier samples
How to ask a Chinese supplier for a sample?
To ask a Chinese supplier for a sample, send a short message that names the exact product, asks for the sample cost and shipping cost separately, and requests a photo of the actual sample before it ships. Keep it polite, specific and in writing. This page shows you who pays for what, what to confirm, and the sentence that stops a different product arriving.
By Renata · October 6, 2026 · 7 min
Who pays for the sample and the shipping?
In most cases, you pay for the sample itself and you pay for the shipping. Suppliers rarely send free samples to new buyers, because they do not know you yet and the cost is real. Sometimes a supplier will refund the sample fee later if you place a bulk order, but that is not guaranteed and you should not assume it.
Shipping is usually the bigger surprise. A small sample can cost more to ship than the product itself, especially if it is sent by express courier. Ask for the shipping cost separately from the sample cost, so you can see both numbers clearly. If the supplier says the sample is free, ask who pays the courier.
You should also ask about the sample being retail-ready or just a production piece. A retail-ready sample may cost more because it includes packaging and labels. A production piece is often cheaper but may not show the final look.
- Sample cost: usually paid by you, sometimes refundable on a bulk order.
- Shipping cost: usually paid by you, and often higher than the sample price.
- Packaging: ask if the sample includes retail packaging or not.
What to confirm in writing before you pay
Before you send any money, confirm the exact product in writing. That means the model number, size, colour, material and any logo or label. If you only discussed it in a video call, send a short message that repeats what you agreed. This protects you if the wrong item arrives.
Ask for the sample cost, the shipping cost and the total in one message. Ask for the supplier's payment details in the same message. If the supplier uses a payment method you do not recognise, ask for the company name and bank account name. They should match the company you are talking to.
Also confirm the delivery time. Ask when the sample will be sent and how long the courier usually takes. If the supplier says 'soon', ask for a specific number of days. A written date is easier to follow up on.
- Product details: model, size, colour, material, logo.
- Costs: sample cost, shipping cost, total.
- Payment: company name and bank account name.
- Timing: dispatch date and estimated delivery days.
The sentence that stops a different product arriving
The sentence that stops a different product arriving is a request for a photo of the actual sample before it is shipped. In Chinese, you can write: 请先发一张样品的照片给我确认，然后再寄出。 (Qǐng xiān fā yī zhāng yàngpǐn de zhàopiàn gěi wǒ quèrèn, ránhòu zài jì chū.) This means: Please send me a photo of the sample for confirmation first, then send it out.
This works because it forces the supplier to show you the real item, not a catalogue image. If the photo shows the wrong colour or model, you can correct it before the sample leaves China. It also creates a written record of what you approved.
If the supplier refuses to send a photo, treat that as a warning sign. A serious supplier can usually take a phone photo in a few minutes. You can also ask for a short video if a photo is not clear enough.
| English | Chinese | Pinyin |
|---|---|---|
| Please send a photo of the sample first. | 请先发一张样品的照片。 | Qǐng xiān fā yī zhāng yàngpǐn de zhàopiàn. |
| Then send it out. | 然后再寄出。 | Ránhòu zài jì chū. |
| I need to confirm the colour. | 我需要确认颜色。 | Wǒ xūyào quèrèn yánsè. |
| This is not what I ordered. | 这不是我订的。 | Zhè bù shì wǒ dìng de. |
| Please check before shipping. | 寄出前请检查。 | Jì chū qián qǐng jiǎnchá. |
How to write the first message
Start with a greeting and say who you are. For example: 你好，我是[你的名字]，来自[你的公司]。 (Nǐ hǎo, wǒ shì [your name], láizì [your company].) This means: Hello, I am [your name] from [your company]. Then ask about the sample directly.
Keep the message short. Chinese suppliers are busy and they read many messages. Use simple sentences and avoid long paragraphs. If you can, use a translation tool for the first draft, but check the key words yourself or ask someone who reads Chinese.
If you do not read Chinese, you can write in English. Many suppliers can read basic English. But if you want to be sure, send both English and Chinese. That way there is less chance of a misunderstanding.
- Greet and introduce yourself.
- Name the exact product.
- Ask for sample cost and shipping cost.
- Ask for a photo before shipping.
What to do when the sample arrives
When the sample arrives, check it against what you confirmed in writing. Look at the colour, size, material and any logo. If something is wrong, take clear photos and send them to the supplier with a short message. Ask what they can do to fix it.
If the sample is correct, tell the supplier clearly. Then ask about the bulk order price, the minimum order quantity and the production time. Keep all of this in writing, because you will need it later if you place an order.
Do not assume that a good sample means every future order will be the same. A sample is one piece. Production can vary. If you order in bulk, you may want to discuss quality checks with the supplier or with a third party. That is outside what I do, but it is part of the normal import process.
Where I can help
I am Renata. I am Brazilian and I live near Lisbon. I studied in China at Hubei University and I hold HSK 4. That is solid everyday and operational business Chinese, not legal, medical, technical or sworn-translation level. I can help you read and write supplier messages, understand what an answer really means, and join live calls on video or WeChat.
I am not a sourcing agent. I do not audit factories, inspect quality, handle samples, arrange freight, clear customs or guarantee a supplier. I do not do sworn, certified, legal or medical document translation. I sit in on calls with Chinese suppliers and help with the language and the meaning.
My China service is live interpreting and message support between a Portuguese- or English-speaking buyer and a Chinese supplier. On location in the Lisbon area it is 45 EUR per hour, minimum 2 hours. Remote it is 25 EUR per half hour. You can reach me on WhatsApp at +351 935 328 206.
Common questions
Do I have to pay for a sample from a Chinese supplier?
Usually yes. Most suppliers charge for the sample itself and for the shipping. Sometimes the sample cost is refunded if you later place a bulk order, but that depends on the supplier. Always ask for the sample cost and the shipping cost separately so you can see both numbers.
What should I confirm in writing before paying for a sample?
Confirm the exact product details: model, size, colour, material and any logo. Confirm the sample cost, shipping cost and total. Confirm the payment details, including the company name and bank account name. Also confirm when the sample will be sent and how long delivery usually takes.
What is the sentence that stops a different product arriving?
Ask for a photo of the actual sample before it is shipped. In Chinese: 请先发一张样品的照片给我确认，然后再寄出。 (Qǐng xiān fā yī zhāng yàngpǐn de zhàopiàn gěi wǒ quèrèn, ránhòu zài jì chū.) This means: Please send me a photo of the sample for confirmation first, then send it out. It forces the supplier to show the real item.
Can I ask for a sample in English?
Yes, many Chinese suppliers can read basic English. But if you want to be sure, send both English and Chinese. That reduces the chance of a misunderstanding. If you do not read Chinese, you can use a translation tool for a first draft, but check the key words.
What if the sample is wrong when it arrives?
Take clear photos of the problem and send them to the supplier with a short message. Ask what they can do to fix it. Keep the message polite but clear. If the supplier does not respond well, that tells you something about working with them for a bulk order.
Can you help me talk to a Chinese supplier about a sample?
I can help with live interpreting and message support. I read and write supplier messages, explain what an answer really means, and join video or WeChat calls. I am not a sourcing agent and I do not handle samples, inspect quality or guarantee a supplier. My China service is 45 EUR per hour on location in the Lisbon area, minimum 2 hours, or 25 EUR per half hour remotely. WhatsApp +351 935 328 206.
Want someone on the call?
Renata joins the call with you and your supplier, reads and writes the Chinese messages, and tells you what the answer really meant. Remote it is 25 EUR per half hour. She is not a sourcing agent and does not do sworn translation.
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