Ask each shortlisted supplier for samples against your written spec, labelled with the lot number and crop year, and sent by international courier. Most processors will send a small sample on request, though some charge for courier or for larger quantities.
The more reliable route is to have samples drawn and sealed at the factory by someone who works for you. A sample the supplier picks and packs shows you what they want you to see.
Before you ask
A sample is only useful if you know what you are comparing it with. Send the supplier your spec first, or at least the key points: product, form, grade, cleaning level, processing and pack. Our guide to writing an agri product specification can help.
- Say how much sample you need for your own tests and your customer's.
- Ask for the lot number, crop year and production date on each pack.
- Ask whether the sample comes from stock available now or from a past lot.
- Ask for any recent lab report on the same lot, if one exists.
Sending samples out of India
Small food samples usually go by international courier. Some products and destinations need extra paperwork, and some countries restrict seeds or plant material even in small amounts. Check your own country's import rules for samples, particularly for whole seeds that could be planted.
Delivery times vary by courier, destination and customs clearance. Allow for delays, and ask for the tracking number when it ships.
Sample size matters too. A few grams in a plastic pouch shows colour and look but is not enough for a full lab panel. Ask your lab how much they need for the tests in your spec, add a reference portion, and request that amount. For products sold by grade, ask for a sample of each grade you are considering from the same supplier, so you can see the difference for yourself.
What to do when samples arrive
- Check the packs are sealed and labelled as agreed.
- Compare look, colour, aroma and cleanliness side by side across suppliers.
- Send a portion to an accredited lab for the parameters in your spec.
- Keep part of each sample sealed and dated as a reference.
- Note which supplier sent what, so the approved sample can be matched to the contract.
Why the source of the sample matters
Samples are where many first orders go wrong. A supplier can send a hand-picked sample, or one from a better lot, or one bought from another factory. The goods that arrive later may be very different. That is one reason quality can drop after the first container.
Having an independent person visit the plant, draw the sample from stock in front of them and seal it removes most of that risk. It also tells you whether the supplier actually holds the product. Later, you will also need samples from the actual shipment lot. Read how pre-shipment samples differ from approval samples.
How we help
We visit shortlisted processors, draw and seal samples from stock, send them to you and have a set tested at an NABL-accredited lab, with the report shared directly. Ask for a free sourcing review.