How to send Samples to a Foreign Buyer

Sampling is the first step ahead on the journey of Exporting!

As an expert operating within the Foreign Trade business I even have witnessed tons of contemporary exporters delayed with tons of doubts, worries and considerations concerning causing out samples to a different Country, before the customer finalizes it. As before long as they notice a product and a number of prospective patrons across the border, the fear starts. the way to send? WHO shall pay? that messenger ought to I Choose? messenger agency i do know refused to hold it. currently what? however concerning GST? can i buy refund of GST? the way to send and what bill do I generate?

The new Exporters run for just getting themselves to send the product samples across the border. The process is very simple. All goes smooth if we follow the process.

We presume here that the customer across the border has nearly seen your product – a minimum of on the web site, you’ve got procured all of your registrations and quality certifications for the merchandise already and really significantly, you and therefore the vendee each ar clear on the evaluation just in case the order gets through. If all this can be in situ, allow us to move ahead.
There is a checklist, one need to understand and move step by step:

1. You as a businessman, first & foremost need to have an IEC – registration for Export Import under DGFT
2. You can also send / export freely “exportable” items on free of cost basis for export promotion subject to an annual limit set to a license ( IEC ). Well for a first timer, there should not be a problem. Later on you may consult your Chartered Accountant for this financial clause.
3. You and your buyer are clear on the exact H.S. Code and specifications of the product.
4. It is very important that you have detailed product knowledge. For example, lemons – now there are several different types of lemons growing in India and also very different types of them growing in Mexico, USA or Spain – you must have the product information to the extent which one the lemon that you are going to send to this buyer. For example : It should not be that you are talking of “Sour Lime” and the buyer in Dubai understands it as ‘Eureka Lemon”
5. Now is the packing time.
   1. Your product must be clean, without any dust, without any patches, and should be brand new,
   2. Ensure that whatever product you are packing, should remain fresh when it reaches the buyer too. Especially the agro products like fruits, vegetables, herbs etc.
   3. If you are getting the product from a supplier, supervise & inspect the sample that you send. Hands pick the items for sample.
   4. Packing should be such that the product itself does not touch and spoil each other.
   5. Properly pack in boxes or bags
   6. Label your product properly with Product name, quality, ingredients, quantity etc.
   7. Send in exact quantity and specification as per the buyer.
   8. Normally samples range from 1kg to 250kg.
6. Finally before your seal the pack prepare an Invoice.
   1. Take a format from Documents
   2. Invoice should mention Value of this material / product in USD
   3. Invoice must have clear mention “SAMPLE – NOT FOR SALE”
   4. Invoice must be printed & not hand written
7. GST Tax from India
   1. For the samples there is no GST
   2. However if you have bought your free sample from a manufacturer than GST is paid to the supplier / manufacturer.
8. Finally we come to the HOW to dispatch

You can send the samples through postal channel, Courier or air mail. They further divided into following 3 categories which are as follows:

• For the samples which have value up to Rs. 10,000/-, you have to file a simple declaration that it is not engage in foreign exchange and its value is less than 10,000/-.
• For the samples which have value less than Rs. 25,000/-, you have to acquire a value certificate from your bank and submit a commercial invoice certifying that it is not engage in foreign exchange and its value is up to 25,000/-.
• For the samples which have value more than Rs. 25,000/-, then you have to acquire a waiver from the Reserve Bank of India.

Send your samples as a GIFT Package, like giving ‘Gift’ to someone on his birthday / marriage / anniversary etc. This will create a lasting impression on your buyer. As you know first impression is last impression which is very important.

9. Choose the right Courier or IATA agency

• Courier companies can be DHL, TNT, FedEx, Blue Dart, Aramex, SpeedPost etc.
  You can also send a sample of 250kg via courier but it would be more costly, so better you do export procedure and send via IATA agent via air to save costing, for big sample you need to follow same export procedure like big cargoes.
• Take a proper receipt for the payment of the courier, speed post or whichever channel you chose.
• Airway Bill no. should be sent to the Buyer on the other side that he confirms when the parcel is received by him.
• Even you must track the parcel with the Courier channel.

10. Customs, may open your parcel, the tracking link will inform you. Not to worry, if happens and it is their duty to check if they want to or find something “different”, thus you are requested to enclose the Invoice with SAMPLE – NOT FOR SALE, and mention the product properly with description in Invoice.

11. Once the sample parcel is received by the buyer,

1. Give a courtesy call to the recipient / prospective buyer
2. Ask him how the product is, does it match his expectations
3. Talk about final pricing and
4. Close the order

After the sample is received, and approved they may ask for a larger quantity of samples.

Cost of sending out Samples across the Border to another country is only your business investment.

Please take it as a step forward towards closing a deal for Exporting your product.

Wising you the very best