How to send a reference sample to a Chinese factory
Choose a replaceable reference, record its identity and condition, and agree what the factory may do with it and when it will return. Ask your customs agent to plan the UK export and reimport before dispatch. Coordinate the handover with Cambridge China Bridge.
Choose a reference you can replace
Send a reference whose loss or damage would not stop your business. Keep an equivalent item in the UK where practical. Avoid sending a customer's property, an irreplaceable original or your only approved production sample. If the useful feature can be demonstrated by a removable part or material swatch, ask whether that would be sufficient.
Check permission for the design elements you want reproduced. Use the reference-product briefing guide to define the features to retain, change or exclude. Attach that agreed brief to the shipment record; sending the physical item should not widen the copying instructions.
Record identity and condition before packing
Create a sample record with its identifier, source, owner, model, original markings and accompanying parts. Photograph scratches, wear, missing pieces and working condition as well as the overall item. Keep original photographs and describe any pre-existing fault so it cannot later be mistaken for transport damage.
Label the protective container without covering identifying marks or surfaces needed for comparison. Photograph the packed contents and record the parcel reference. Use packaging that protects shape, finish and moving parts. Send the record ahead and ask the named recipient to photograph the sample on arrival and report discrepancies before using it.
Agree handling, custody and return
Obtain written acknowledgement of permitted handling. Distinguish visual inspection and measurement from opening, dismantling, cutting, sanding, chemical testing or other destructive work. State which actions need fresh buyer approval. Ask the factory to preserve markings, retain removed parts and record every authorised change.
Name the custodian and storage location, and agree whether transfer to another workshop is permitted. Set a return date or an agreed trigger, such as completion of measurements. Confirm who books and pays for return transport, how loss or damage will be handled, and that retention or disposal needs your written approval. Cambridge China Bridge's staff in China can help coordinate receipt and handover records.
Arrange the UK outward paperwork
This customs checklist covers departure from and return to Great Britain. Goods moving in or out must be declared and any duty owed paid. Before booking, tell the courier or customs agent whether the reference will return unchanged, be altered or remain with the factory. Ask them to confirm the declaration route, business identification details and any UK export licence checks; flag a Northern Ireland departure separately.
Prepare an invoice or value document agreed with the agent, a packing list and the sample record. UK export guidance says to use market value when goods are not sold, so do not describe the item as valueless merely because it is a loan. Ask the agent to confirm the valuation basis and commodity code. Follow the UK export clearance guide for clearance and departure evidence, and keep those records linked to the sample.
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Plan the return before allowing changes
Ask your agent whether Returned Goods Relief fits the planned handling, customs history and return timing. Ask them to confirm how any alterations or work to maintain working order affect eligibility; import VAT relief requires the exporter and importer to be the same person. Use the Returned Goods Relief guide for eligibility. If repair or processing is proposed, have the agent review it before approval using the repair-and-return paperwork guide.
Before return collection, obtain photographs, the return invoice, packing list and a handling report identifying any changes or missing parts. Have the agent review the documents and give written reimport instructions, including any relief claim. Keep a newly made factory sample separate from the exported reference. On UK receipt, compare identity and condition with the departure record and save the reimport declaration, transport records and discrepancy report together.
Frequently asked questions
Should I send my only reference sample to China?
Choose a replaceable reference and keep an equivalent item where practical. If it is irreplaceable, ask whether photographs, a removable part or a swatch can demonstrate the agreed features.
Can the factory dismantle my reference sample?
Only allow the handling you have agreed in writing. Specify whether dismantling is permitted, require approval for destructive work, and ask your customs agent to review proposed changes before authorising them.
Can I put no value on a sample sent on loan?
UK export guidance says to use market value when goods are not sold. Ask your customs agent to confirm the valuation basis and document wording rather than treating a loan as valueless.
Will I pay duty or VAT when my sample comes back?
Ask your agent to assess Returned Goods Relief before dispatch and confirm how customs history, timing and condition affect eligibility. Import VAT relief also requires the exporter and importer to be the same person.