How do you send export samples?
The buyer asked for samples. The best products go out happily; then the sample gets stuck at customs, arrives late, or arrives and nothing is heard. 📦
The sample is one of the most critical moments in a sale: the buyer holds the product for the first time.
Short answer: send samples to qualified buyers, with a clear purpose, the right documents and a follow-up plan. A sample isn’t a gift but a sales step. 🎯
Note: foreign trade regulations, procedures and support schemes change; get current information from your customs broker, your bank and the Ministry of Trade.
Four questions before sending
Should it go at all? ❓
Sending correctly
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- Real production samples
- Documents
- Labels and info card
- Tracking number
Four rules. 📋
Real production samples
Samples representing series production, not specially made. 🏭
Documents
A sample invoice stating no commercial value; ask your broker. 📄
Labels and info card
Product code, specs, contact; the buyer recognises it. 🏷️
Tracking number
Shipping details shared with the buyer. 🔢
The sample pack
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- A short tech sheet
- Price information
- References
- A personal note
Four extras. 🎁
A short tech sheet
Sizes, materials, certificates; one page. 📘
Price information
A quote with or right after the sample; see the export quote guide. 🏷️
References
Current customers and certificates; trust. ⭐
A personal note
Brief thanks and a contact person; a human touch. ✍️
Follow-up
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- A feedback date
- Q&A
- Record
Four steps. 🔄
A feedback date
A reasonable evaluation date agreed. 📅
Q&A
Fast answers to technical questions. 💬
Record
Sample, date, outcome; logged in the buyer record. 📇
Four common mistakes
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- Samples for everyone
- Specially made samples
- Undocumented shipments
- No follow-up
All four waste samples. 🚧
Samples for everyone
Samples to unqualified buyers are a lost cost. 💸
Specially made samples
Samples unlike series production later become complaints. ⚠️
Undocumented shipments
Samples stuck at customs cool the buyer’s interest. 🛃
No follow-up
The sample was sent and forgotten; the buyer forgets too. 🔕
What should I do today?
BU BÖLÜMÜN ÖZETİ
- Step 1: a sample rule
- Step 2: a sample pack
- Step 3: chase pending samples
- If you want help
Three steps, one hour. 🪜
Step 1: a sample rule
Who, under what conditions, who pays; half a page. 📜
Step 2: a sample pack
Tech sheet, price, references, note; a ready template. 🎁
Step 3: chase pending samples
Samples sent without an outcome; message today. 📩
If you want help
Let us set up your sample process together: use the consult your expert form. For your current setup see the digital audit; the bigger picture sits on the foreign trade consultancy page. 🎯
Related reading from the archive: product photos · image library.
📝 Notes From the Field
A firm sent dozens of samples in a year and heard nothing back from most. A sample rule was written: only verified buyers, with a clear purpose and next step; a tech sheet and price were added to the pack and a follow-up calendar was set. Fewer samples went out, but sample-to-order conversion rose noticeably.
📖 Short Glossary
Sample: a product example sent for evaluation. Sample invoice: the document used when sending samples. Tech sheet: a document of product specifications. Qualified buyer: a buyer with real need and capacity.
⚡ Quick Summary
The sample is a critical sales moment. 📦 Before sending, check buyer qualification, purpose, next step and cost. Send production-representative samples with the right documents, an info card and tracking. Add a tech sheet, price, references and a personal note. Follow up with an arrival check, feedback date and records.
🎯 Next Step
Let us set up your sample process: use the consult your expert form. Trade fairs sit in the trade fair guide; for your setup see the digital audit.
Frequently Asked Questions
Sık Sorulan Sorular
Is the company real, and does it trade in your product? See the buyer vetting guide. 🔍
Quality testing, price talks, showing to customers; a clear purpose. 🎯
After the sample: an order, a meeting, a trial shipment? 👉
Sample and courier costs; for valuable samples, sharing is discussed. 💰
A short check-in after delivery. 📩
Low-value samples are usually free. For valuable ones, discuss cost-sharing or a fee credited against the order.
Missing documents are the usual cause. Consult your broker before sending and prepare documents fully.
Follow up politely on the agreed evaluation date. Without one, a few weeks is reasonable.