In short: Before you place a full order with a Chinese supplier, you should always request and evaluate a sample. Ask for the specific type of sample you need (a stock sample to check quality fast, or a custom/pre-production sample to confirm your exact specs), expect to pay the sample cost plus express shipping, and assess every sample against a written checklist — not just “it looks fine.” For Irish importers, a sample also lets you sanity-check materials, labelling, and packaging against EU and Irish requirements before thousands of units are made. A good sample process is the single cheapest way to avoid an expensive bad order.

Why do samples matter so much when importing from China?

A sample is the only way to verify, in your own hands, what a supplier can actually produce — before you commit your money to a full production run. Photos can be edited, specs can be misread across a language gap, and “yes, no problem” does not always mean the supplier understood your requirement. A physical sample turns assumptions into facts. For the price of one unit and a courier fee, you de-risk an order worth thousands of euro. Sampling works hand in hand with proper supplier checks — our 12-point checklist for vetting a Chinese manufacturer is the ideal companion step.

What types of samples can I request?

Knowing which sample to ask for saves time and money. The main types are:

Stock (existing) sample: An off-the-shelf product the supplier already makes. Cheap and fast, ideal for judging baseline quality and finish early in your search.

Custom or pre-production sample: Made to your exact specifications — your material, colour, size, logo, and packaging. This costs more and takes longer, but it is the one that actually confirms the supplier can build your product.

Golden (reference) sample: An approved sample that both you and the supplier sign off on and keep. It becomes the quality benchmark your production run is measured against during inspection — the same reference our quality control and factory audit team uses on the ground.

How much should a sample cost?

Expect to pay the unit cost of the sample plus express courier shipping (DHL, FedEx or UPS) to Ireland, which is often the larger line. Many reputable suppliers charge a sample fee and then credit it back against your first bulk order — a fair and common arrangement. Be cautious of suppliers who refuse to provide any sample, and equally cautious of “free sample, you just pay shipping” offers that quote suspiciously high freight.

What should I put in a sample request email?

Clarity prevents the back-and-forth that wastes a week. A strong request states exactly what you want, in writing, with specifications attached. Use this as a starting template:

“Hi [Supplier], we are an Irish business evaluating suppliers for [product]. Please prepare one custom sample to these specifications: [material, dimensions, colour/Pantone, weight, logo placement, packaging]. Please confirm: (1) total sample cost and whether it is credited against a bulk order, (2) express shipping cost to Ireland and lead time, (3) the material certificates or test reports you can provide. We plan an initial order of [quantity] once the sample is approved.”

Naming a realistic order quantity signals you are a serious buyer and usually gets you a faster, more careful sample.

How do I evaluate a sample once it arrives?

Score the sample against a written checklist so the decision is objective, not a gut feeling. Rate each area and only proceed when the important ones pass.

If a sample fails on something fixable, tell the supplier precisely what to change and request a second sample. How a supplier handles that revision tells you as much as the sample itself.

What are the red flags to watch for?

Stop and reconsider if a supplier refuses any sample, sends a stock item when you paid for a custom one, cannot provide material certificates or test reports, or goes quiet when you ask detailed specification questions. These behaviours rarely improve at production scale — they get worse.

What happens after I approve the sample?

Once your golden sample is signed off, you move to production, payment terms, and freight. If you are importing into Ireland for the first time, read our guide to importing from China to Ireland so duty and VAT do not catch you out — and if you sell into the US too, note the rules have changed since the Section 321 de minimis exemption ended.

Frequently asked questions

Should I get samples from more than one supplier?

Yes. Request samples from two or three shortlisted suppliers and compare them side by side against the same checklist. It is the fastest way to see real quality and price differences.

How long does a custom sample take?

Typically one to three weeks for production plus a few days for express shipping to Ireland, depending on complexity. Build this into your timeline before promising launch dates.

Do I need to worry about Irish customs on a sample?

Small samples usually arrive by courier with simple paperwork, but they are not automatically exempt from VAT or duty. Keep the commercial invoice accurate and check current thresholds with Irish Revenue if in doubt.

Can I skip samples if the supplier has good reviews?

Reviews help you shortlist, but they never replace a sample of your product to your spec. Even excellent suppliers can misread a requirement — the sample is your proof.

Can Epic Sourcing manage the sampling process for me?

Yes. Our bilingual team requests, collects, and inspects samples on the ground in China and Vietnam, then ships a vetted, approved sample to you in Ireland — so you only evaluate the ones worth your time.

How Epic Sourcing helps

Epic Sourcing helps Irish businesses source from China and Vietnam with bilingual teams on the ground at the factory. We handle supplier shortlisting, sample requests and revisions, and pre-shipment inspection against your golden sample — so the product that lands in Ireland is the product you approved. Thinking about your first order? Have a no-pressure chat with our team.

Last updated: 19 June 2026