How to send samples for export: a 7-step method
Key takeaways
- A sample is a promise. The bulk shipment has to match it.
- Take it from a real lot. A hand-picked sample creates a problem at the first order.
- Agree the details first: product, grade, quantity, purpose and who pays.
- Keep a counter sample from the same lot, sealed and dated.
- Follow up with a question, such as when the lab result is due.
Why does the sample matter so much?
In this trade, the sample often decides the deal. CBI describes the spices and herbs trade as mainly face to face, relying on personal contact, factory visits and sample analyses [1]. When a buyer's lab tests your sample, it compares the result with your spec sheet. A mismatch costs you more than a late sample does.
So treat each sample as a small shipment, with its own record, not as a favour sent in a hurry.
How do you send samples for export? The 7 steps
1. Check the buyer. Confirm that the company is registered, that it has a working website, and that the email domain matches. A sample costs product and courier fees, so spend ten minutes first.
2. Agree the request in writing. Get these details by email:
- the product, form and grade;
- the quantity they need;
- the purpose, such as a lab test or a production trial;
- the delivery address and a named contact with a phone number.
3. Agree who pays. See the table in the next section. Settle this before you pack anything.
4. Take it from a real lot. Use product from a current production lot, and record the lot number. If you send your best material and then ship a standard grade, the buyer's lab will find out.
5. Pack and label it. Use clean, food-grade packing, and seal powders twice. Label each pack with:
- product name and grade;
- lot number and production date;
- net weight;
- your company name and contact;
- the words "Sample, not for sale".
6. Add the documents. Include the spec sheet for that product, and the lab report for that lot if you have one. Your courier will tell you which shipping documents they need. Ask your CHA or courier what to declare, because rules differ by product and destination. Also ask the buyer what they need in order to receive a food sample. Our spec sheet library shows the parameters buyers compare.
7. Ship, track and follow up. Send the tracking number the same day. Confirm delivery. Three days later, ask when the test result is due, and who will share it.
Keep a counter sample. Before you ship, seal an identical portion from the same lot, and store it with the date and buyer name. If the buyer's result differs from yours, you can test it again.
Should you charge for samples?
It depends on the value of the sample and how serious the buyer is.
| Option | When it fits | How to say it |
|---|---|---|
| Free sample, you pay courier | A small, low-value sample for a checked buyer | "We will send this free of charge" |
| Free sample, buyer pays courier | A heavier parcel, or a buyer you haven't checked fully | "Please share your courier account number" |
| Paid sample, credited on first order | A high-value product or a large quantity | "We will credit this against your first order" |
A serious buyer will not object to sharing the courier cost. A polite refusal to pay anything, combined with a request for large free samples, is a warning sign.
Template: sample confirmation
Send this before you ship, so both sides agree.
Subject: Sample of [product], [grade]: details to confirm
Dear [Name],
Thank you for your interest in [product]. Before we send the sample, please confirm:
- Quantity: [X] g
- Purpose: [lab test / production trial]
- Delivery address and contact: [details]
- Courier: [our account / your account number]
The sample will come from lot [number], and the spec sheet is attached. We will share the tracking number on the day of dispatch.
When do you expect to have your test results?
Regards,
[Your name], [Role], [Company]
What happens after the sample?
Stay close, without chasing. Labs take time, so ask for the expected date and write it down. If the buyer goes quiet after that date, send one short note, and use the timing in our follow-up templates.
If the sample is approved, confirm the specification in writing, and quote against that same grade. The approved lot becomes the reference for the first order.
If the sample fails, ask which parameter failed and by how much. Compare it with your counter sample. A clear, honest answer can win a second chance.
Record everything: date, lot, courier, cost and outcome. After a year, this log will show you which buyers and channels are worth a sample.
Next step. Before a buyer tests your sample, they usually check your company. Our free Buyer Check is a 1-page report on your Google listing, website and spec gaps, with the 3 fixes that matter most, within 24 hours.
Sources
Checked 5 November 2026. This guide is general information, not legal or tax advice.