Sample & prototype management
Collect, compare and approve samples from several factories in one place
Yeni İpekyolu manages sample requests, prototype development and revisions with manufacturers in China in Chinese. We collect the samples at one address in China, review them and get them to Türkiye in a single shipment.
Sample and prototype management in China: setting the right reference for mass production
The sample is the contract of the order: sample etiquette in China
In China the strongest reference between manufacturer and buyer is the approved sample, more than the written specification. In mass production, “same as the sample” is where disputes get resolved. The sample stage is therefore not a formality but the foundation of the order. Chinese manufacturers usually ask for a sample fee and courier cost; this fee is sometimes deducted from the total when the order is placed. Expecting free samples or requesting samples from many factories at once with vague requests can weaken the buyer's credibility in the eyes of serious manufacturers.
At Yeni İpekyolu we pass sample requests to each factory with the same technical description and clear boundaries: which material, which colour, which size, which packaging. A serious, well-prepared request ensures the manufacturer prepares the sample to your requirements rather than from its standard stock. The sample fee, lead time and conditions for offsetting it against the order are also clarified in the first exchange. This transparency lays the foundation for a relationship of mutual trust with the manufacturer from the very first contact.
From prototype to approval: speeding up revision rounds
For custom-designed products, the first prototype is rarely the final version. Dimension corrections, colour shade, surface texture, logo printing or packaging details may require several revision rounds. Each round can take weeks if the sample is sent to Türkiye and feedback is awaited. Our team first reviews the sample in China and gives the factory immediate feedback on obvious errors; we forward to you only the versions you really need to decide on. By also sharing photos, videos and measurement results, we make it possible to take some decisions remotely.
So that revisions do not get lost, we record each round with a written list of changes. Details agreed verbally in WeChat conversations with the Chinese side can easily be forgotten later; that is why we keep every change in Chinese and Turkish in a single file. Even in the third or fourth round, nobody ends up saying “we already discussed this”, and the process keeps moving forward. At the approval stage, the file lets you see at a glance which changes the final sample contains.
Golden sample and sealing: the bridge to mass production
Once the sample is approved, we recommend the practice common in China known as “封样”, sealing the sample. Several pieces of the approved sample are prepared and marked with signed labels; one stays at the factory, one with you and, if needed, one with our team. During mass production and quality control all parties refer to the same benchmark. This simple step prevents the “this is the sample you approved” argument from the very start and also becomes the yardstick for the pre-shipment inspection.
There are also points to watch when shipping samples to Türkiye. Collecting samples from several factories at one address in China and sending them in a single parcel reduces courier cost and the customs workload. Since customs procedures for sample shipments can vary by product type, we confirm the current rules together with you. Because Yeni İpekyolu runs the sample process in the same file as supplier sourcing and production follow-up, the move from approval to order is seamless.
Who is sample and prototype support useful for?
Brands developing new products
If you want your own design manufactured in China, we manage the prototype and revision rounds on your behalf. We make sure your design intent reaches the factory correctly.
Buyers comparing several suppliers
We compare samples from shortlisted manufacturers side by side and report on them. You decide based on real product quality as well as price.
Those for whom packaging and print details matter
We follow pre-print and colour approval processes for details such as boxes, labels, print colours and logo application. We work with Pantone references.
What the sample management service includes
Sample request in Chinese
We render your technical description into Chinese and clarify sample fee, lead time and offset conditions. We send the same request to all factories.
Sample collection and pre-review
We receive the samples at our address in China, measure and photograph them. Obvious errors are reported to the manufacturer right away.
Comparison report
We compare samples from different manufacturers in terms of material, workmanship, dimensions and packaging. The report can be read together with the quote table.
Revision tracking
We record each revision round with a bilingual change list and follow the factory's implementation. We focus on shortening the time between rounds.
Golden sample and sealing
We seal the approved sample with signed labels and make sure copies stay with each party. This sample becomes the reference for quality control.
Consolidated sample shipment
We prepare samples from different factories to be sent to Türkiye in one parcel and coordinate with the courier. We check the required document details together.
Service summary and requirements
| Sample collection points | Our teams in the Guangzhou, Shenzhen, Yiwu and Shanghai areas |
|---|---|
| Working languages | Chinese with factories, Turkish with you |
| Pricing | Project-based quote by number of samples and revisions |
| Service languages | Turkish · Chinese · English |
| Cities served | Guangzhou · Shenzhen · Yiwu · Shanghai · Hangzhou · Beijing (coordinated from our Istanbul office) |
The final price and timeline depend on the scope; we send you a clear quote promptly.
What you need to provide
- Product description, drawing, reference images or existing sample
- List of factories to request samples from (if any)
- Logo, packaging design and colour codes
- Delivery address and recipient details in Türkiye
Stages of the sample process
- 1
Preparing the request
We clarify your product description, references and critical details together. We create the Chinese request text.
- 2
Sending to factories and following up
We send the request to the selected manufacturers and agree on sample fees and dates. We follow the preparation process regularly.
- 3
Review in China
We receive, measure and photograph the samples and make an initial assessment. If needed we start revisions before sending anything to Türkiye.
- 4
Shipment and your approval
We get the selected samples to you in a single parcel. We render your feedback into Chinese and manage the final revisions.
- 5
Sealing and moving to order
We seal the approved sample and recommend referencing it in the purchase contract. Then we move on to production follow-up.
Frequently asked questions
Do Chinese factories send samples free of charge?
Free samples are possible for some standard products, but a sample fee and courier cost are usually charged. We can often negotiate for this fee to be deducted from the order.
Why are samples sent to you rather than directly to me?
A pre-review in China lets obvious errors be fixed immediately and avoids unnecessary international shipments. Sending samples from different factories in one parcel is also more efficient in terms of cost and customs.
Is tooling cost needed for a prototype?
It depends on the product. Some prototypes can be made without moulds using 3D printing or handwork, while mass production usually requires tooling. We recommend clarifying in writing that the moulds belong to you.
How many revision rounds are normal?
For standard products one round is often enough; for custom designs several rounds are normal. Because we pre-review in China, we focus on reducing the number and duration of rounds.
What if mass production turns out different from the sample?
This is where the sealed golden sample comes in. During quality control, mass production is compared with this sample and differences are documented; we pass correction requests to the supplier with this reference.
Will samples get stuck at customs?
Sample shipments typically go smoothly through courier companies, but some product groups may require additional documents. Before shipping we confirm the current rules for your product type together.
I am worried about my design being copied, what can I do?
We recommend looking at trademark and design protection in China and a confidentiality agreement with the supplier before the sample stage. We coordinate these steps with licensed local agents and provide Chinese translations of the agreement texts.
Tell us what you need in China
Our consultant reviews your needs for free and gives you a clear price and timeline.
