By:Global OEMsIn international trade, sending samples is a critical step in building business relationships. When faced with high international shipping costs, how to reasonably share these expenses has become an essential skill for foreign trade professionals. This article will provide a detailed analysis of strategies for handling sample shipping costs, helping you easily navigate this business challenge.
Basic Process of Sending Samples
Sample shipments typically rely on international courier companies such as DHL, FedEx, and UPS, which offer fast delivery times and extensive coverage, making them suitable for urgent sample shipments. Before shipping, ensure the sample complies with the import regulations of the destination country, properly package and protect the sample, fill out the shipping documents accurately, and prepare the necessary customs declaration paperwork.
Three Common Approaches to Cost Sharing
Approach 1: Split Sample and Shipping Costs Equally
This is the fairest compromise, especially suitable for first-time collaborations with new clients. Both parties share the costs, demonstrating goodwill while managing expenses. This approach is recommended when the sample is high-value or shipping costs are significant.
Approach 2: Offer Samples for Free, Client Covers Shipping
When the sample itself is low-value (sample cost < shipping cost), the sample can be provided for free, but the client is expected to cover the shipping expenses. This approach showcases the supplier’s sincerity while filtering out clients who may not be genuinely interested. If a client is unwilling to cover the shipping costs, their commitment to collaboration may be questionable.
Approach 3: Deduct Sample Costs After Placing an Order
For high-value samples, request the client to pay the sample and shipping costs upfront but promise to deduct these costs from the payment after the official order is placed. This method safeguards the supplier’s interests while reassuring the client.
Adjust Strategies Based on Client Type
New Clients: It is advisable to establish a clear sample policy, requiring clients to cover shipping or part of the costs, with a promise of reimbursement upon placing an order. Confirm the cost-sharing arrangement via email or fax to maintain a documented record.
Existing or Key Clients: For small sample amounts, consider offering them for free. If costs are higher, negotiate a cost-sharing arrangement. For long-term or important clients, flexibility is key—even covering the full costs to maintain the relationship.
Custom-Made Samples: Clients should bear the sample costs, shipping fees, and additional expenses such as mold fees or handling charges. Given the higher costs of such samples, clarify the cost-sharing arrangement in advance.
Follow-Up Tips After Shipping
After sending the sample, promptly provide the tracking number to the client for easy monitoring of the shipment status. Follow up proactively once the sample is delivered to gather feedback and test results. Even if no immediate order is placed, maintain regular communication and periodically introduce new products to lay the groundwork for future collaboration.
