How the Sample Programme Math Works
You want to qualify our material before committing to a 25 kg or 180 kg order. Here’s how our sample programme is structured — what the 1 kg sample costs, how the credit-back math actually works, what timeline you have, and what paperwork you get with the sample.
The sample programme in five sentences
- You request a 1 kg (or 5 kg, or 10 kg) sample — paid at sample-tier pricing.
- We dispatch within 5–7 working days with full COA + GC-MS chromatogram + retain-sample reference.
- You qualify in your lab / formulation — typical buyer-side lead time 1–4 weeks.
- You place a bulk order (≥25 kg) within 60 days of the sample dispatch.
- The full sample cost is credited 100% against your bulk PI invoice.
Worked example — the math
Let’s use Linalool as an example (illustrative numbers; real pricing depends on quarter):
| Step | Quantity | Unit cost | Total cost |
|---|---|---|---|
| Sample tier (1 kg) — paid | 1 kg | Sample-tier price | X |
| You qualify | — | — | — |
| Bulk PI (25 kg standard tier) | 25 kg | Standard-tier price | Y |
| Sample cost credit-back | — | — | −X |
| Net bulk invoice | 25 kg | — | Y − X |
The net you pay for the 25 kg is the standard-tier price minus the sample cost you already paid. Effectively: your sample is free if you place the bulk order within 60 days.
What the sample pack contains
- 1 kg HDPE / glass / aluminium-foil-lined pack (depends on SKU)
- COA — same parameters as production-lot COA
- GC-MS chromatogram (PDF)
- MSDS / SDS in your buyer-geography language
- Retain-sample reference number (we hold the matching retain in our QC lab for 36 months)
- Pharmacopoeia compliance statement (if applicable)
- Allergen-23 declaration (if a fragrance ingredient)
- Recommendation note from our in-house perfumer (on premium F&F isolates)
Timeline — dispatch to bulk order
| Stage | Time | What happens |
|---|---|---|
| Sample PI signed + payment | Day 0 | You confirm sample tier; we issue PI; you pay 100% advance |
| Sample dispatch | Day 3–7 | Sample packed with full paperwork pack; truck/air dispatch |
| Sample arrives at buyer’s lab | Day 7–14 (domestic) / Day 7–21 (international) | You receive + start qualification |
| Your in-lab qualification | Day 14–35 | Formulation + stability + sensory testing |
| Bulk PI confirmed | Day 35–55 | Locked tier pricing on bulk; sample credit-back applied |
| Bulk dispatch | Day 55–70 | Bulk lot reserved + produced + dispatched |
Why we charge for the sample (and most decent suppliers do too)
“Free samples” is a phrase you hear from traders and small-batch sellers. In a B2B bulk procurement context, free samples typically come with one of three hidden costs:
- Sample material is not from the production line — it’s a “demo grade” that’s slightly different from what you’ll receive in bulk
- The full paperwork pack (COA + GC-MS + retain) is not included; you get sample-only documentation
- The supplier prices the bulk slightly higher to absorb the free-sample cost across all buyers — so you actually pay for it anyway
Paid samples with credit-back align incentives: you only pay for the sample if you don’t move to bulk. We absorb the loss only on buyers who don’t convert.
What we ask from the sample buyer
- Honest qualification — let us know if the sample failed your test (we want the feedback for our QC)
- Confirmation of bulk-order intent within 60 days; if you need longer, ask and we extend the credit-back window case-by-case
- Email or WhatsApp acknowledgement when the sample arrives at your lab (helps us close the dispatch loop)
Start a sample programme — quote in 4 hours
List SKU + sample quantity + your in-lab qualification timeline. PI + dispatch schedule + COA template back same working day.