Sample Requests at the Canton Fair

Why samples matter

A sample lets you check quality, materials, stitching, finish and packaging in person before committing real money to a bulk order. Photos and even video calls cannot fully substitute for holding a product, and skipping samples in a rush to place an order is one of the most common and costly sourcing mistakes Indian importers make. A modest sample cost or wait is always cheaper than discovering a quality problem after a full container has already shipped.

What to expect

• Some samples are free, particularly for simple, standard catalogue items where the supplier expects a reasonable chance of winning your business.
• Others are charged, especially custom items, unique tooling, or products requiring materials the factory does not normally stock.
• Shipping the sample to India is usually paid by the buyer, whether by international courier or consolidated freight if you are collecting multiple samples.
• Custom or private label samples take noticeably longer to produce, since they often require new tooling, packaging design, or material sourcing on the factory's side.

Use samples well

Compare samples from several suppliers side by side rather than in isolation, keep written notes on price, lead time and any differences in quality, and only scale up to a trial order once a sample consistently meets your standard. Photograph each sample next to a note of the supplier name and booth number so you do not mix up which sample came from which factory once you are home and reviewing several products at once.

Negotiating sample costs

It is entirely reasonable to ask whether a sample fee can be waived or credited against a future order, and many suppliers will agree to this for a buyer who presents a credible order size and timeline. For custom or tooled samples, ask upfront what the fee covers and whether it includes any revisions if the first sample does not match your brief. Being clear about your expected order volume at this stage often results in more flexible terms on both the sample and the eventual production run.

Shipping samples back to India

For a handful of small samples, carrying them home in your luggage is usually the simplest approach and avoids customs and courier complications. For bulkier samples or when you are collecting from many suppliers across a multi day visit, consolidating everything and shipping via international courier at the end of the fair is more practical, and many logistics counters near the fair complex offer exactly this service. Keep your customs paperwork and invoices for each sample in case Indian customs requests documentation on arrival, particularly for higher value or branded items.

Turning a good sample into an order

Once a sample meets your standard, do not jump straight to a large order. Place a trial order sized to test not just the product but the supplier's consistency, packaging and shipping reliability at real production scale, since a hand made sample can sometimes differ from mass production output. Confirm the trial order matches the approved sample exactly before placing a full order, and keep the approved sample on hand as your quality reference for every future reorder. Our guide to finding wholesale suppliers at the Canton Fair and our guide to following up with suppliers after the fair both walk through this next stage in detail.

Labelling and organising samples on the go

As your sample collection grows through the day, label each one immediately with the supplier name, booth number and price discussed, either with a small tag or directly in your notes app alongside a photo. Waiting until the evening to organise a bag full of similar looking samples almost always leads to confusion about which came from which supplier, undoing much of the value of collecting them carefully in the first place.

Frequently asked questions

Are samples free at the Canton Fair?

Some are free and some are paid, particularly custom products. Shipping is usually extra.

Should I always ask for a sample?

Yes. Testing a sample before a large order protects you from quality problems.

How long does it take to receive a custom sample?

Custom or private label samples typically take one to three weeks to produce and ship, so factor this into your product launch timeline.

How many suppliers should I request samples from for one product?

Two to four is a practical range. It gives you a real comparison on quality and price without overwhelming your evaluation process.

Related Canton Fair guides

• Finding Wholesale Suppliers at the Canton Fair
• Do I Need an Invitation Letter to Attend the Canton Fair?
• Canton Fair Visa Requirements for Indian Visitors

Back to all Canton Fair guides