PRACTICAL CHINA SOURCING
How should you evaluate samples before a first small China order?
The short answer
Evaluate the sample against an agreed written specification, record differences and approve a dated reference only after open issues are resolved. Then confirm the first order's exact configuration, quantity, costs and shipment checks. A good sample shows what was examined; it does not guarantee that every production unit will match.
Define what the sample is meant to prove
Before requesting it, list mandatory materials, dimensions, capacity, finish, components, packaging and intended use. Ask whether it is a stock item, prototype or sample from production, and identify any difference from the proposed order. A product photo is a reference, not a complete specification. Separate preferences from requirements that must pass.
Keep a sample record
Give each sample an ID and record the supplier, model, receipt date and specification version. Photograph the product and packaging, and retain the reference where practical. Confirm sample price, dispatch cost, timing and any agreed treatment of the sample fee before paying. Do not assume that a sample payment commits you to a production order.
Check the same things for every candidate
| Check | What to record |
|---|---|
| Specification | Measured dimensions and stated materials against the brief; unresolved material claims need separate evidence. |
| Workmanship | Visible damage, finish, fit, sharp edges and consistency of the examined pieces. |
| Function | The agreed practical test, conditions, result and limits; specialist safety testing is separate. |
| Configuration | Every component and its quantity per set, including accessories. |
| Packaging | Protection, labels, instructions and any difference from production packaging. |
Approve, revise or stop in writing
Record each issue with a photo or measurement and the correction requested. Agree whether a replacement sample is needed. When approving, identify the reference sample and specification version, plus any explicitly accepted variation. Silence is not approval. Any later material, design or packaging change needs a new documented decision. Keep questions requiring laboratory evidence open until that evidence is reviewed.
Define the first small order separately
Confirm units or sets per SKU, components per set, MOQ, seller, payment recipient, price validity, production timing and handover location. Ask which sample features will carry into production. Agree inspection timing and how discrepancies will be handled before release. A smaller order can limit the amount committed, but it does not establish compliance, demand or repeat-order performance.
- Budget separately for goods, samples, service fees, freight, tests and other agreed costs.
- Keep unconfirmed costs visible; a unit price is not a confirmed landed total.
- After receipt, log condition, completeness and functional issues before planning a repeat order.
Where does TruNexo fit?
The free fit check reviews feasibility and possible next scope; it excludes supplier names, negotiation and a sourcing report. Sample coordination needs an agreed scope. Sample consolidation is indicative from US$50 per accepted batch plus actual costs, subject to the agreed supplier count, package size and weight, holding period and dispatch method. Managed sourcing has a US$150 minimum; goods orders below US$1,000 are reviewed case by case. Paid work cannot begin until applicable readiness and contracting requirements are completed and approved.
Common questions
Does one approved sample verify the whole order?
No. It is an identified reference. Production and shipment checks address whether the actual order meets that reference and the written specifications.
Should I accept a different finish to meet a small MOQ?
Only after you understand the change and accept it in writing. A smaller MOQ does not make an unapproved substitution acceptable.
Does sending my sample brief start paid work?
No. It starts an inquiry. Any paid task requires completed applicable requirements and a separately accepted written scope and quotation.