How to Send Export Samples to Foreign Buyers: Cost, Courier and Paperwork
A sample is often the moment a buyer decides. A sample that arrives quickly, well packed and with clear paperwork makes a strong first impression. One that is stuck at customs or arrives damaged can lose the order.
Send samples by international courier for speed and tracking. Pack them as carefully as a real order, include a sample invoice that describes the goods accurately with a realistic value, and mark it as a sample. Agree in advance who pays courier charges and any import duty. Many exporters charge for samples and courier, then credit the cost against the first order.
Before sending: confirm the buyer and the sample
Confirm exactly which product, size, grade and quantity the buyer wants to test. Check the buyer is genuine before sending expensive samples. Our guide on spotting fake buyers lists simple checks. Send the same quality you will supply in production, and keep an identical reference sample so you can match the order later.
Choosing how to ship
- International courier: fastest and easiest to track, best for most samples
- Postal services: often cheaper for light parcels, but usually slower
- Buyer's courier account: some buyers give an account number so they pay the courier charges directly
Courier charges are usually based on volumetric weight, so compact packing saves money. See how volumetric weight works in our air vs sea freight guide.
Paperwork for samples
Include an invoice that describes the goods accurately, states that they are samples, and shows a realistic value. Declaring a value far below the real cost can cause problems at customs in the buyer's country. Mark it "sample, no commercial value" only where that is true. Include your contact details and the buyer's full address and phone number.
Who pays for samples?
For low-cost products, free samples are a reasonable sales expense. For higher-value products, it is common to charge the sample cost and courier fee, then credit the amount against the first order. A buyer who is willing to pay something for a sample is usually a serious buyer. Agree also who pays any import duty and taxes at the destination, so the parcel is not refused.
Follow up after delivery
Track the parcel and contact the buyer on the day it arrives. Ask for feedback within a set time, and be ready with a quotation and a proforma invoice. See our follow-up guide for a simple plan.
Frequently asked questions
Can I send samples without an IEC?
Small samples sent by courier for no commercial value are often handled without full export formalities, but rules depend on the item and value. Check with your courier, and use your IEC where it is required.
Should I send free samples?
For low-cost items, free samples are common. For expensive items, charge the cost and credit it against the first order, which also filters out buyers who are not serious.
How do I reduce courier costs for samples?
Pack compactly, because couriers charge on the higher of actual and volumetric weight, and compare rates between courier services. Some buyers will also provide their own courier account.
Find buyers who want samples
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See live requirements from importers and bulk buyers in India and abroad: what they want, how much, and where. Contact them directly with a BuyGenix membership.
