Sample fee questions to include in a supplier RFQ

A “free sample” can still require expensive freight or tooling, while a paid sample may credit the fee against a later order. Ask for a line-item sample proposal before comparing development offers.

Ask what the fee buys

Record the number of units, specification revision, materials, available tests, production method, and shipping method. Separate prototype tooling from production tooling. Ask who owns any mould or artwork, where it is stored, and what it would cost to revise it. If a sample fails, agree how many revisions are included and which costs recur.

Tie payment to evidence

Set an acceptance method before paying for another iteration: dimensions, function, appearance, and the person who signs off. A sample credit should state the minimum order and deadline that trigger it. Compare the full sample path, including likely revision and freight charges, rather than treating the first sample fee as the entire development budget.

Worked sample request

For a new bottle cap, enter “Cap drawing D-1, two samples, leak test required” in the RFQ builder specification and acceptance fields. In the copied request, ask for four distinct prices: sample units, prototype tool, test, and shipping. Ask whether a failed first sample includes a revised pair and whether a fee credit requires a later order. Common error: writing “sample free” in the comparison sheet when the tool, freight, or revision fee is still unknown.

Source context: Microsoft Learn — Requests for quotation (RFQs) overview supports this limited point: An RFQ can request prices, delivery times, incidental charges, and discounts. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.