Sample freight can create avoidable disputes when the product cost, courier charge, customs paperwork, packaging and credit terms are not agreed before dispatch. Record the arrangement in the sample request or quotation so the buyer and supplier know who pays and what happens after approval.
Key Takeaways
- Separate sample product cost from courier or freight charges.
- Agree whether a sample charge is refundable, creditable or non-creditable, and when.
- Confirm who prepares accurate shipment paperwork for the destination.
- Use packaging suited to the sample’s finish and transport route.
- Define tracking, damage reporting, sample ownership and return instructions.
Agree the Charges Before Dispatch
List the sample SKU, finish, quantity and any custom work. State the sample price, courier or freight payer, payment method and whether any amount will be credited against a later order. If a credit applies, define the qualifying order, claim process and expiry or timing according to the parties’ agreement.
Do not assume catalogue samples and customized samples have the same cost treatment. A new finish, modified component, special packaging or project-specific sample may require separate work. Quote the charge and approval steps before production begins.
Prepare the Shipment Documents and Pack
Confirm the destination and transport mode, then ask the carrier or broker which shipment documents and data are needed. Product descriptions, values and origin information should match the shipment and the applicable destination rules. Do not use a generic value or description without confirming it is appropriate.
Protect the finish and small parts with a pack suited to the sample. Record the tracking reference, carton contents and dispatch date. Agree who contacts the carrier if the pack is delayed, damaged or held for information.
Record Approval, Ownership and Return Steps
State whether the sample remains the supplier’s property, becomes the buyer’s property after payment or must be returned. Link the approved sample to its model, finish and revision, and keep the approval record with the order. Our sample approval and first-article guide covers how to record that decision.
If the sample is damaged or does not match the agreed specification, document the issue with photos and contact the responsible party under the agreed process. Keep freight claims separate from a product-fit or finish approval decision.
Frequently Asked Questions
Who should pay courier charges for a shower hardware sample?
The buyer and supplier should agree the payer in the quotation or sample request before dispatch.
Can a sample charge be credited to a later order?
It can be if both parties agree. State the qualifying order, amount or method, claim process and timing in writing.
Who prepares sample customs paperwork?
Confirm the responsible party with the carrier, broker and supplier for the destination and shipment arrangement. The paperwork should describe the actual shipment accurately.
What should happen if a sample arrives damaged?
Record the package and product condition, retain relevant photos and contact the carrier or supplier under the agreed freight and sample process.