Foreign trade sample fee to be charged / how to charge? How to follow up after sending samples?

In the foreign trade sales process, when order negotiations are nearing the end, many customers will request samples from the seller. How to handle sample costs and follow up after sending the samples often causes confusion for many in foreign trade. What is the correct way to approach this? Let’s explore in this article.


 
Types of Samples and Their Functions
 
A single order usually requires multiple samples, such as pre-production samples, confirmation samples, and bulk production samples. Different types of samples correspond to different stages of production. Understanding their functions can help us follow up more effectively.
 
1. Pre-production Sample
A pre-production sample is provided to the customer for confirmation before production begins. The main purpose is to allow the customer to inspect product details and quality. This sample ensures the customer has no objections to the product and that production can proceed.
 
2. Confirmation Sample
A confirmation sample is the version of the sample that the customer approves, including aspects like product functionality, appearance, and performance. Typically, at least two confirmation samples are prepared: one is kept as a reference, and the other is sent to the customer for approval.
 
3. Bulk Production Sample
Once the confirmation sample is approved, the bulk production sample will be made based on the confirmed sample, ensuring that mass production meets the customer's requirements.
 
Handling Sample Costs
 
Now that we understand the different types of samples, let’s look at how to handle sample costs. The handling of sample fees should be based on the value of the goods and the customer's situation. The common approaches are as follows:
 
1. Seller Pays for Sample and Shipping Fees
This option is usually suitable for low-value products or when the customer shows strong interest. Offering free samples can sometimes help secure an order, but it carries risks since the customer might not take any further action after receiving the sample. Therefore, this approach should be used cautiously, especially when the customer’s interest is not clearly established.
 
2. Sample Fees or Shipping Costs Split Between Both Parties
If the sample cost is lower than the shipping fee, the seller may choose to provide the sample for free but have the customer cover the shipping costs. Conversely, if the shipping cost is lower than the sample cost, the seller would cover the shipping, and the customer would pay for the sample. This approach can help filter out potential "freebie hunters."
 
If both the value of the goods and the shipping cost are high, it’s possible to negotiate with the customer to have them bear the full cost or a portion of the sample cost. The seller can offer a full refund of the sample cost if the order reaches a certain quantity later on.


 
3. Customer Pays for Sample and Shipping Costs
This approach is typically used when the product value is high, or the shipping cost is expensive. When communicating with the customer, it can be directly explained that due to the high value of the sample or shipping costs, the customer will need to cover the sample and shipping fees. If the customer agrees to this, it indicates a higher level of interest in the product, increasing the likelihood of a successful order.
 
Follow-up Strategy After Sending Samples
 
The key to improving conversion rates after sending samples is effective follow-up. Below is the follow-up process after sending samples:
 
Once the samples are shipped, inform the customer immediately by providing the tracking number. A common phrase would be: "Here is the DHL tracking number: 1234 for your checking. Please confirm receipt." This ensures the customer can track the sample and know the expected delivery date.
 
Once the system shows that the sample has been signed for, you can remind the customer and follow up with: "Please note that the sample has been received and signed by XXX. We are looking forward to your feedback soon."
 
If the customer is an intermediary rather than an end user, feedback may take longer as the customer needs to pass the sample to their own client. In this case, we should be patient and avoid frequent reminders. Too many follow-ups could add pressure on the customer and negatively affect their experience, especially if they’ve already paid for the sample.
 
If no feedback is received after 3-4 days, you can follow up again with: "How is the test run going? Do you need any further technical support from us?" or "Is the sample quality fine with you? Any improvements or changes needed based on the current sample?"
 
By expressing concern for the customer’s needs rather than merely urging for an order, you can improve the customer’s impression of the seller, thus increasing the chances of closing the deal.