An OEM sample is a decision tool. It should prove that the supplier and buyer interpret the product specification in the same way before materials, printing and labor are committed to bulk production.
Define what the sample must prove
Do not request a sample without written approval criteria. A visual prototype may confirm color and logo but not final material or packaging. State whether the sample is intended to verify dimensions, fit, function, appearance, retail pack or all of these.
Category-specific checks
| Category | Checks |
|---|---|
| Gloves | Hand orientation, size, fit, seams, stretch, grip area, logo and OPP bag |
| Chalk | Shape, dimensions, color, application reference, logo and package count |
| Cue cases | Capacity, dimensions, stitching, zipper, straps, padding and packing |
| Cue tips | Diameter, height, construction, hardness reference and retail pack |
| Cue extensions | Connection fit, alignment, length, weight, finish and protection |
Approve artwork separately
Check logo spelling, size, position, color and application method. Packaging artwork should include the final barcode, labels, languages and buyer-supplied destination-market wording. The buyer is responsible for the right to use trademarks and claims.
Sample timing and fees
Sample development normally takes 7-15 days after the technical brief and usable artwork are confirmed. The fee depends on materials, molds, printing and packaging. If the fee can be credited after bulk production is confirmed, record the amount and condition in writing.
Create an approval record
- Photograph the sample and key measurements
- Record the approved specification version
- List accepted differences or required corrections
- Identify the person authorized to approve
- Confirm packaging and artwork files
- Keep one approved reference where practical
Verbal approval is difficult to audit. A short written approval with dated files reduces disputes later.
When a second sample is justified
A revised sample may be necessary when a change affects fit, function, material, color, logo, packaging or legal wording. Minor administrative corrections may not require another physical sample, but the decision should be documented.
From sample to bulk production
The standard customized MOQ is 500 pcs. Normal bulk production is 30-35 days after sample, artwork, packaging and payment approval. The approved sample does not replace a production specification; both should be used during inspection.
Prepare the sample request
Send the product reference, approval criteria, quantity, artwork, packaging and destination through the inquiry form. Review the OEM quality-control checklist when defining inspection requirements.
