Prepare sample references, evidence of value, documents and receiving details. Choose a service that accepts the goods and track the buyer’s approval by sample.
Send samples the buyer can identify and approve
Send only the versions the buyer needs to evaluate, with a separate reference and decision request for each one. For ordinary urgent sample cartons, consider express after checking the contents and receiving details. Resolve any questions about batteries, liquids or accessories before booking, and plan how to pass feedback to production.
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Identify the exact version being sent
Start by recording what the customer needs to evaluate in the sample. Note the model, version, colour, materials, quantity and specific points needing approval. If several samples look similar, give each a separate reference and connect that reference to a photograph.
Explain any differences from the intended production product, including provisional packaging, labels or accessories. This helps the recipient evaluate the samples without mistaking temporary details for the agreed production specification. Keep the same version record available to sales, product development and the packing team.
Describe free samples accurately
Whether a customer pays for a sample is separate from the information required to ship it. Do not replace the actual product description with a vague label such as gift, or invent a nominal value. Record the goods, materials, purpose, quantity, origin and a value supported by evidence, then confirm the required documents with the carrier.
Disclose batteries, magnetic components, liquids and other contents needing review before arranging collection. Provide the relevant product information early. A familiar product name does not mean every service can accept it. Check before collection, while there is time to resolve any issue.
Check the receiving details and availability
Confirm the complete address, postcode, named contact, working telephone number and normal receiving hours. A recipient may be accepting the sample at an office, factory or shared warehouse. Include any access instructions or department details the delivery operator needs.
Establish who will respond to import-information requests and who will receive any duty or other charge notifications. Tell the customer the expected delivery window as well as the tracking number. This gives them a chance to flag travel, holidays or a temporary receiving restriction before the parcel is already in transit.
Close the loop after delivery
Keep the tracking reference, packing list and sample photographs together in the project record. Assign one person to answer requests for additional information, so different colleagues do not send conflicting versions. Record what was submitted and the carrier's confirmation where available.
After receipt, ask the customer to comment against each sample reference on appearance, dimensions, function and packaging condition. Link the feedback to the version record and identify what is approved for production and what needs revision. Reusing that reference system for the next sample makes both shipping and development progress easier to follow.
Worked example: a sample record for buyer approval
Consider two non-powered stainless-steel furniture connectors sent for fit approval. The following is an illustrative preparation record, not a customs valuation ruling. Replace every example field with the actual goods information and confirm the document and valuation treatment for the destination.
| Field | Completed example | Check before dispatch |
|---|---|---|
| Product description | Stainless-steel connectors for furniture assembly; no battery or liquid | Match the invoice description to the actual material and use |
| Sample references | FC-20 Rev B: 1 piece; FC-25 Rev A: 1 piece | Photograph each version beside its reference |
| Reason for export | Product evaluation; supplied without charge; not for resale | Confirm whether a commercial or pro forma invoice is required |
| Value entry | Illustrative USD 25 per piece; USD 50 total | Retain supporting value information; confirm the applicable valuation basis |
| Parcel | 1 carton; 35 × 25 × 20 cm; 3.2 kg gross | Use final measurements and keep both items on the packing list |
| Buyer decision | Approve hole position and surface finish separately for each reference | Record requested decision date and receiving contact |
Turn delivery into a recorded approval
A delivery signature proves receipt, not product approval. Give the buyer a reply format such as “FC-20 Rev B: fit approved; surface finish requires revision; photo reference 03.” Record approval separately from requested changes, and identify whether the buyer tested the actual sample or reviewed photographs only.
If the buyer asks for a new colour or a revised hole position, create a new version reference. Do not overwrite the earlier sample record: production staff need to see which properties were approved and which changed. If the samples will be returned, discuss the return shipment and its documentation before dispatch; an outbound evaluation shipment does not automatically establish a duty-free return.
Separate the sample payment, declared value and approval decision
For the two-piece sample above, keep the commercial arrangement and the value evidence in separate fields. “Supplied without charge” describes what the buyer pays; it does not explain how the customs value was established. HMRC’s UK guidance says goods supplied without a sale cannot normally use transaction-value Method 1 and explains alternative valuation methods. Apply the rules of the importing market; do not automatically copy a UK method elsewhere.
The completed worksheet below is an original example. The USD 25 unit values need supporting evidence and the applicable valuation review; they are not a universal value for samples. Freight or other adjustments may also need to be addressed under that review.
- Before dispatch, match the model, quantity, currency and value evidence across the sample record and customs paperwork.
- On receipt, have the buyer confirm the two actual versions before evaluating their dimensions or finish.
- Before production, close every outstanding feature or record the agreed revision; preserve the approved sample reference for the production order.
| Record | Example entry | Evidence or next action |
|---|---|---|
| Commercial arrangement | Two evaluation pieces; product charge to buyer: USD 0 | Keep the email or order stating that they are supplied without charge |
| Goods value for review | FC-20 Rev B: 1 × USD 25; FC-25 Rev A: 1 × USD 25; goods total USD 50 | Attach the relevant price list or other evidence; record the valuation basis accepted for the shipment |
| Physical identity | Photograph each model and version beside its label before packing | Link the images to the two invoice and packing-list lines |
| Evaluation owner | Buyer’s named engineer receives both pieces and records receipt date | Send the drawing revision and the exact features requiring approval |
| Decision record | FC-20 Rev B: hole position accepted; finish awaiting review; FC-25 Rev A: review pending | Attach marked photographs and written decisions; do not treat partial approval as approval of both products |
Sources
This is a planning guide. Requirements vary by service and destination. Confirm cargo acceptance, charges, customs requirements and delivery arrangements with your provider before shipping.
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