A quick overview of what this article covers.
How to Request a Sample from a Chinese Makeup Bag Factory (With Email Templates)
A Step-by-Step Guide for Beauty Brands and Procurement Professionals
Why Your Sample Request Email Matters More Than You Think
You have found a few factories that look promising. Their websites are professional. Their Alibaba pages show good reviews. The MOQ fits your budget.
Now comes the moment that separates experienced buyers from beginners: requesting a sample.
A well-written sample request does three things:
- It gets you the right sample (not whatever they have sitting on a shelf)
- It signals that you are a serious buyer (not someone who is just asking around)
- It starts building a professional relationship before any money changes hands
A poorly written sample request does the opposite. It goes to the bottom of the queue. You wait two weeks for a reply. When the sample arrives, it is not what you asked for.
This guide walks you through exactly how to request a sample from a Chinese makeup bag factory — including email templates you can copy and use today.
Step 1: Before You Email – What You Need to Prepare
Do not send a blank “can you send me a sample?” email. Factories get dozens of these every day. Most are from people who never place an order.
To stand out, prepare these six things before you write:
1. Your product specifications
At a minimum, know: type of bag (pouch, train case, cosmetic organizer), approximate size (length x width x height), target material (600D polyester, PU leather, nylon, etc.)
2. Reference images or sketches
A picture is worth a thousand words. Even a rough sketch or a photo of a similar bag from Google Images helps the factory understand what you want.
3. Your target quantity
The factory needs to know if this sample is for a 300-piece test order or a 30,000-piece production run. The sample should use the same materials and processes as your bulk order.
4. Your timeline
When do you need the sample? Be realistic. Standard sampling takes 5-14 days plus shipping.
5. Your budget for the sample
Some factories charge for samples (typically $30-$100 plus shipping). Some refund the sample cost when you place a bulk order. Be prepared to pay.
6. Your company information
A factory is more likely to prioritize your sample request if they know who you are. Include your company name, website (if you have one), and a short introduction of your brand.
Step 2: The First Contact Email – Template
Send this email to 3-5 factories on your shortlist. Keep it clear, specific, and professional.
Subject: Sample Request – [Product Name] – [Your Company Name]
Dear [Name, if known, otherwise “Sales Team”],
My name is [Your Name] from [Company Name]. We are a [beauty brand / cosmetics company / importer] based in [Country].
We are developing a new [makeup bag / cosmetic case / travel organizer] and would like to request a sample from your factory.
Product details:
- Type: [e.g., cosmetic pouch with zipper closure]
- Size: [e.g., 20cm L x 12cm W x 5cm H]
- Material: [e.g., 600D polyester exterior, 210D nylon lining]
- Color: [e.g., black exterior with rose gold zipper]
- Logo: [e.g., screen printed logo on front, 5cm width]
- Estimated bulk quantity: [e.g., 500 pieces for first order, scaling to 3,000]
Attached: Reference images and rough sketch.
Sample request:
- Do you have a similar sample ready to send, or do you need to make one?
- What is the lead time for the sample?
- What is the cost for the sample (including shipping to [City, Country])?
- Can the sample cost be deducted from the bulk order?
About our company:[Company Name] is a [short description: e.g., fast-growing beauty brand focused on clean ingredients]. Our website: [URL]
Thank you for your time. I look forward to your reply.
Best regards,
[Your Name] [Title] [Company Name] [WhatsApp/WeChat number] [Email signature]
Step 3: What to Look for in Their Response
A factory’s response to your sample request tells you a lot about how they will handle your bulk order.
Good signs:
| What They Say | What It Means |
|---|---|
| “We can send photos of similar samples first” | They want to confirm alignment before spending money |
| “Sample lead time is 7-10 days” | Honest and realistic |
| “The sample cost is $50, refundable on bulk order” | Professional and confident in their product |
| “Can you confirm the zipper color and stitch density?” | Paying attention to details |
| “Here is our sample request form” | Organized and systematic |
Red flags:
| What They Say | What It Means |
|---|---|
| “We don’t make samples” | They are a trading company or not serious |
| “Sample is free but shipping is $200” | Hiding profit in shipping costs |
| “We can send you photos instead” | Avoiding physical inspection |
| “Sample will take 25 days” | Either very slow or stalling |
| “Minimum 500 pieces for sample” | They don’t understand sampling or do not want small orders |
Pro tip: A factory that answers all your questions clearly and quickly in the first email is likely to communicate well during production. A factory that ignores half your questions or takes a week to reply will be difficult to work with.
Step 4: Follow-Up Email – Clarifying Details
Once the factory responds, you may need to clarify details before they make the sample.
Subject: RE: Sample Request – [Product Name] – [Your Company Name]
Dear [Name],
Thank you for your quick response.
To confirm, here are the specifications for the sample:
- Material: 600D polyester, black (please confirm if you have this in stock)
- Zipper: #5 reverse coil, silver teeth, with metal puller (YKK preferred, but open to equivalent quality)
- Lining: 210D nylon, black
- Logo: Screen printed, 5cm width, white ink, on front center
- Stitching: 8-10 stitches per inch, straight, no loose threads at start/stop points
Could you please send a photo or short video of the sample before shipping?
Also, please confirm the total cost including shipping to [City, Country] and the payment method you prefer.
Once I approve the sample, we will proceed with the bulk order.
Thank you.
Best regards,
[Your Name]Why this matters: Putting specifications in writing prevents misunderstandings. If the sample arrives with the wrong zipper or incorrect logo placement, you have a clear record of what was agreed.
Step 5: When the Sample Arrives – What to Check
You have waited 7-14 days. The package arrives. Now what?
Do not just look at the sample and say “looks good.” Use a systematic checklist.
What to check on every sample:
| Category | What to Check | How to Check |
|---|---|---|
| Dimensions | Length, width, height | Use a tape measure. Compare to your spec sheet. |
| Materials | Fabric weight, lining quality, zipper brand | Feel. Compare to what you requested. Check zipper for branding. |
| Construction | Stitching straightness, seam strength, loose threads | Pull gently on seams. Check corners and zipper ends. |
| Hardware | Zipper smoothness, puller attachment, snap buttons | Open and close 10-20 times. Feel for sticking or grinding. |
| Printing/Logo | Placement, color accuracy, sharpness | Measure placement. Compare color to your Pantone reference. |
| Smell | Any chemical or unusual odor | Smell the inside and outside. Strong smells can mean low-quality adhesives. |
| Packaging | How the sample was packed | A factory that packs samples well usually packs bulk orders well. |
Pro tip: Take photos and videos of the sample from every angle. You will need them to compare against the bulk order.
Red flag checklist:
- [ ] Dimensions are off by more than 5%
- [ ] Zipper sticks or catches
- [ ] Stitching is crooked or has loose threads
- [ ] Logo is crooked, faded, or wrong color
- [ ] Strong chemical smell
- [ ] Sample is damaged or dirty
If you see any of these on the sample, they will be worse on the bulk order. Do not approve production until the factory fixes these issues on a new sample.
Step 6: Sample Approval and Next Steps
Once you have inspected the sample and confirmed it meets your standards, send a formal approval email.
Subject: Sample Approved – Ready for Bulk Production – [Product Name]
Dear [Name],
The sample has been approved. Please proceed with bulk production based on this approved sample.
Confirm the following before production:
- Materials will match the approved sample (fabric, zipper, lining, hardware)
- Production lead time: [X] days after deposit
- MOQ: [X] pieces
- Price: $[X] per piece, [payment terms]
- Delivery: [Incoterms, e.g., FOB Shenzhen]
Please send a proforma invoice for the deposit.
Also, please confirm that you will keep one signed copy of the approved sample for reference, and we will keep the other.
Thank you. We look forward to a successful partnership.
Best regards,
[Your Name]Why this matters: This email creates a clear record of approval. Without it, the factory could later claim you approved a different specification.
Pro tip: Ask the factory to sign and date the sample itself (on a small sticker attached to the bag). Then take a photo. This “golden sample” becomes the reference for quality control during bulk production.
Sample Request Email Templates – Quick Reference
Template 1: First contact (no relationship yet)
Subject: Sample Request – [Product Name] – [Company Name]
Dear Sales Team,
I am [Name] from [Company], a [beauty brand] based in [Country]. We are developing a
and would like to request a sample.Specifications: [short list] Target bulk quantity: [number]
Please advise:
- Sample lead time
- Sample cost (including shipping to [City, Country])
- Whether sample cost is refundable on bulk order
Thank you.
Best,[Name]
Template 2: Confirming specifications before sample production
Subject: Sample Spec Confirmation – [Product Name]
Dear [Name],
Please confirm the following specifications for the sample:
[List of specifications with measurements, colors, materials]Could you send a photo before shipping?
Thank you.
Best,[Name]
Template 3: Sample approval and bulk order confirmation
Subject: Sample Approved – Proceed with Bulk – [Product Name]
Dear [Name],
The sample has been approved. Please proceed with bulk production based on this approved sample.
Confirmed terms:
- MOQ: [X]
- Lead time: [X] days
- Price: $[X]
- Payment: [terms]
Please send the proforma invoice.
Best,[Name]
How KONCAI Handles Sample Requests
At KONCAI, we know that sampling is the most important step before bulk production. Our process is designed to be clear, fast, and reliable.
Our sampling commitment:
| Aspect | What We Offer |
|---|---|
| Sample lead time | 5-7 days for custom samples from our design library |
| Sample cost | $50-$100, fully refundable on bulk order |
| Sample types | Stock samples, custom ODM samples, full OEM development |
| Communication | We provide photos and videos during sampling |
| Golden sample | Both parties keep a signed reference sample |
What you can expect when you request a sample from KONCAI:
- You send your requirements (or fill out our sample request form)
- We confirm specifications and provide a quote within 24 hours
- We make the sample and send you photos before shipping
- You approve or request changes
- We ship the sample with tracking
- You inspect the sample upon arrival
- We keep a golden sample for bulk production reference
Ready to request a sample? Contact us:
- Website: https://koncai.com/
- Email: kcmakeupcase@koncai.com
- WhatsApp: +86 13798521621
Frequently Asked Questions
Q: Should I pay for samples?
A: Yes, expect to pay $30-$150 for a custom sample plus shipping. Professional factories charge for samples because they use materials and labor to make them. Be careful with “free samples” — they often come from trading companies who will send you whatever they have in stock, not what you actually need.
Q: How many samples should I request?
A: At least 3-5 pieces if the factory is making a custom sample. This allows you to check consistency. For a stock sample (existing design), one piece is usually enough.
Q: How long does sampling take?
A: For stock samples (existing design): 3-7 days. For custom samples (made to your specifications): 7-14 days. Add 3-7 days for shipping depending on your location.
Q: What if the sample is not what I asked for?
A: Do not approve it. Send clear feedback with photos showing the issues. Ask for a revised sample. A good factory will fix it. A bad factory will make excuses — that tells you everything you need to know.
Q: Can I request samples from multiple factories at the same time?
A: Yes, and you should. Request samples from 3-5 factories. Compare quality, communication, and lead times. The cost of multiple samples is small compared to the cost of choosing the wrong factory.
Q: What is the difference between a stock sample and a custom sample?
A: A stock sample is a product the factory already makes. You can put your logo on it, but you cannot change the design. A custom sample is made to your specifications — size, material, color, pockets, zipper type, logo placement. Custom samples take longer and cost more, but they are necessary for private label brands.
Q: How do I know if the sample quality will match the bulk order?
A: You cannot know for certain, but you can reduce risk. First, request “line samples” — samples taken from the actual production line, not the sample room. Second, schedule an inspection during production (at 20% and 80% completion). Third, work with a factory that has a documented QC process — ask to see their QC records from previous orders.
Conclusion: Sample Smart, Order Confident
Requesting a sample is not just a formality. It is your best chance to evaluate a factory before you commit thousands of dollars to a bulk order.
A well-written sample request:
- Gets you the right product
- Shows that you are a serious buyer
- Starts building a professional relationship
A thorough sample inspection:
- Catches problems before they become expensive
- Creates a clear quality benchmark for bulk production
- Gives you confidence in your supplier
Take the time to do it right. Send clear emails. Ask specific questions. Check every detail. Keep records.
The $50-$150 you spend on samples is the best insurance you will ever buy.
Your next step: Copy the email templates above, customize them for your product, and send them to 3-5 factories today.
If you want faster and more reliable sampling, contact KONCAI directly. We deliver samples in 5-7 days.