How to ship samples from China: cost, customs, and what suppliers expect

Which shipping method to use for samples

For most sample shipments from China, express courier is the right choice. DHL, FedEx, and UPS operate directly between Chinese cities and US destinations with transit times of 3 to 7 business days and door-to-door tracking.

Why express courier rather than ocean freight for samples:

• Speed. Ocean freight takes 14 to 35 days port-to-port plus customs clearance time. Express courier delivers in 3 to 7 days.
• Simplicity. Express couriers handle customs clearance as part of the service. You do not need a separate customs broker.
• Cost per unit. For small quantities, express courier per-unit cost is much lower than the minimum charges on ocean or air freight bookings.
• Tracking. Door-to-door tracking with delivery confirmation.

Typical express courier cost from China to the US for a small sample shipment (1 to 3 kg): $30 to $80. Heavier samples or multiple items will cost more. Ask your supplier for a quote before committing -- many suppliers will ship samples at their cost or charge a flat fee as part of the supplier relationship.

For very large or heavy samples (machinery, furniture, large equipment): LCL ocean freight or air freight may be more appropriate. A freight forwarder can advise once you have dimensions and weight.

How customs treats sample shipments

From a US customs perspective, a sample from China is treated the same as any other imported goods. The same rules apply:

• Duty threshold: shipments under $800 in declared value enter as an informal de minimis entry with no duty. Note: as of 2025, de minimis treatment for Chinese-origin goods has been suspended. Samples from China valued under $800 may now be subject to duties and formal entry requirements. Verify current CBP guidance before your shipment departs.
• Value over $800: requires a formal customs entry filed by a licensed customs broker. Express couriers typically have brokerage divisions that handle this automatically and bill the clearance fee separately.
• Duties on samples: if duties are owed, they are assessed on the declared customs value of the sample -- not on any future bulk order value. Samples are imported at their market value, not at zero.
• Country of origin marking: samples must bear country of origin marking ('Made in China') on the item or its packaging, the same as any commercial import.
• Other agency requirements: FDA-regulated products (food, supplements, cosmetics, medical devices) require the same compliance for samples as for commercial shipments. Bringing in one sample unit of a medical device does not exempt it from FDA requirements.

What value to declare on a sample shipment

The declared customs value should be the fair market value of the goods -- what you would pay for them on the open market. This is true for samples even if your supplier is sending them for free.

Common mistakes:

• Declaring $0 or 'no commercial value.' CBP will assess duties on the fair market value regardless of what is written on the invoice. Declaring zero on goods that have value is a customs violation.
• Asking the supplier to undervalue. Undervaluing goods on a customs document is customs fraud. It applies to samples exactly as it applies to commercial orders.
• Marking as 'gift.' Samples sent between businesses are not gifts. CBP treats this as a misrepresentation and can assess duties on the real value.

The correct approach: have your supplier write a commercial invoice showing the actual unit cost. If the supplier is providing samples for free as part of a business negotiation, the invoice should show the market value with a note that the amount is waived for sample purposes. The value for customs is the market value, not the amount billed.

For low-value samples (under $800): before the 2025 China de minimis suspension, these entered duty-free. Under current rules, verify with your express courier or customs broker how your sample will be processed.

What to tell your supplier

Before your supplier ships the sample, confirm these things in writing:

• Correct declared value on the invoice. Tell the supplier the actual market value to declare. Do not let them guess or default to $0.
• Accurate description of goods. The description on the commercial invoice should be specific -- the actual product name and material, not 'sample' or 'merchandise.'
• Country of origin marking. Confirm the sample bears 'Made in China' on the item or packaging.
• Your full name and address as the consignee. Errors here cause delivery failures.
• Your contact phone number. Express couriers sometimes call about customs clearance issues. A wrong number causes delays.
• Tracking number. Ask for the tracking number as soon as the shipment is booked. Do not wait for the supplier to send it voluntarily.

If the supplier is shipping via their own express courier account (common for suppliers covering sample shipping costs), ask them to confirm the courier, tracking number, and estimated delivery date before the shipment departs.

Sample fees and supplier expectations

Different suppliers handle sample fees differently:

• Free samples with shipping paid by buyer. The supplier provides the sample at no product cost; you pay the courier fee. Common for suppliers confident in their product quality.
• Full sample cost plus shipping. You pay for both the sample and courier. Reasonable for custom or modified samples that require production work.
• Sample cost refunded against the first bulk order. The supplier charges for the sample upfront and credits the amount against a future order of a minimum size. Common for higher-value samples.
• No samples. Some suppliers, particularly factories with high minimum order quantities, do not send individual samples. In this case, consider ordering from a wholesaler or sourcing agent who can obtain a sample from the same factory.

Negotiate sample terms before placing the request, not after. Knowing the cost and whether it is refundable affects how you evaluate the supplier relationship.