Sampling takes 7–10 working days, costs a fee quoted by design complexity, and the fee is credited against the mass-production order. Most tooling is not tooling at all: laser cutting and CNC need files, not moulds, so one-time items are print frames, cutting dies and packaging plates. This guide explains the four sample types, what drives the fee, which charges are genuinely one-time, and how to approve a sample so production matches it.
What a sample is actually proving
A sample has to answer four questions: does the geometry machine as drawn, does the finish look right on this wood, does the hardware hold, and does the packing protect the product.
That is why we separate a functional sample from a presentation mock-up. The functional sample is built from production material, hardware and finish.
The four sample types
| Sample type | Purpose | Typical lead time |
|---|---|---|
| Concept model | Shape and proportion, often 3D-printed or rough-cut | 5–7 days |
| Functional sample | Material, finish, hardware, tolerances | 7–10 days |
| Pre-production (PP) sample | Same as production, from production tooling and artwork | 5–7 days after tooling |
| Golden sample | Sealed reference for inspection | Same day as approval |
The concept model only makes sense for a genuinely new shape. For a variation of an existing product — new name, new colour, new layout — skip to the functional sample and save a week.
Timeline: 7–10 days, and what starts the clock
The 7–10 days count from two things being complete: the artwork or drawing is approved, and the sample fee is paid. Material sourcing can run in parallel if the board is already in the store; if the species or thickness is not held, add 3–5 days for the material to arrive.
Sample production is fast because the part count is one: cutting, sanding, painting, printing and assembly take a few days, with finish drying the longest. A multi-coat painted board often spends more time curing than being made.
What drives the sample fee, and what gets credited
Sample fees are quoted per design, not per unit. The drivers:
- Part count and assembly complexity. A 30-piece puzzle with a frame is a different job from a single engraved board.
- Finishing. Multiple paint colours, masked areas, and two-sided printing each add a pass.
- Print method. Silkscreen needs a frame per colour; UV printing needs a file and a jig; laser engraving needs only a file.
- Hardware sourcing. Off-the-shelf buckles and hinges are quick; a specified brand or an unusual size may need to be ordered in.
- Packaging mock-up. A printed dieline mock-up is a separate production step.
- Hand work. Sanding, fitting or colour matching by hand is time.
A simple engraved board and a busy board with twelve hardware items are at opposite ends of the same quotation sheet.
The sample fee is credited against the mass-production order for the same design. It is not a cash refund, and it does not cover:
- courier and customs charges on the sample shipment;
- dedicated print plates, cutting dies or frames made specially for your artwork, if any;
- a third round of revisions caused by a design change after approval.
Ask for the sample fee and tooling items as separate quote lines; a bundled number hides what you own and what you rent.
Tooling: what is one-time and what is not
| Item | One-time? | Typical trigger |
|---|---|---|
| Laser engraving | No tooling | Program file only |
| CNC cutting and milling | Fixtures and jigs, usually minor | Complex 3D shapes |
| Silkscreen printing | Yes, one frame per colour | Pad or screen print |
| UV flatbed printing | No plate, but a jig per part | Multi-colour graphics |
| Pad printing | Yes, one plate per colour | Small curved parts |
| Die-cut cutting die | Yes, one per box outline | Custom retail box |
| Box print plates | Yes, per colour | Offset-printed cartons |
| Blister or insert mould | Yes | Retail packs with shaped inserts |
| Sewing pattern | Yes, per component | Fabric parts on busy boards |
| Hardware | No | Bought-in buckles, hinges, magnets |
The pattern: wood-cutting tools are digital files, print tools are physical. A plain kraft box with laser engraving starts with almost no tooling cost; a six-colour printed box with pad-printed parts carries reusable tooling paid for once.
How many rounds to plan
Plan for one functional sample and one revision, which takes 5–7 days. A third round usually means the brief moved — new size, colour or age grade — and each move restarts part of the process.
The most common causes of extra rounds, in order: artwork supplied as a low-resolution image instead of vector, colours specified by name instead of by chip, tolerances left undefined until the sample is measured, and hardware that was never specified and got chosen by the factory.
What to check when the sample arrives
Measure, do not eyeball:
- Dimensions at the critical points, with callipers, against the drawing tolerance.
- Colour against the chip under D65 light, not office lighting.
- Edges — radius, no splinters, no sharp transition at the paint edge.
- Hardware — pull and twist by hand, check screw length and whether it can be backed out.
- Strength — a light drop onto a hard floor, a squeeze test on joints.
- Finish — paint coverage inside holes and on end grain, no tackiness.
- Packing — does the box close, does the product move inside, does the barcode sit flat.
Record what you measure. A comment like "slightly small" cannot be actioned; "letter cavity 31.8 mm vs 32.0 mm drawing" can.
From approval to a sealed sample
On approval we seal a signed, dated unit — one at the factory, one couriered to you — with the approved drawing and finish spec. That sealed unit is what the pre-shipment inspection is compared against. Without it, "same as sample" is an opinion, and opinions do not settle disputes.
FAQ
Do you charge for the first sample if the design is simple?
Yes, there is always a sample fee, but for a simple flat board it is small and it is credited against the order. The fee covers material, labour and finishing for one unit, not the design work — that is included in the quote.
Can I keep the tooling if I move production elsewhere?
The tooling paid for by your order belongs to your project; print plates, cutting dies and jigs can be shipped to you or to another supplier on request. Wood-cutting files are yours as well. We do not hold them hostage, and we do not reuse your custom artwork for other customers.
Does the sample need to be tested before approval?
Only if the market requires it before the order is placed. For most buyers, sample approval is visual and dimensional; testing happens on production-representative samples before mass production. For a new material or paint, test the sample first.
Frequently asked
Do you charge for the first sample if the design is simple?
Yes, there is always a sample fee, but for a simple flat board it is small and it is credited against the order. The fee covers material, labour and finishing for one unit, not the design work — that is included in the quote.
Can I keep the tooling if I move production elsewhere?
The tooling paid for by your order belongs to your project; print plates, cutting dies and jigs can be shipped to you or to another supplier on request. Wood-cutting files are yours as well. We do not hold them hostage, and we do not reuse your custom artwork for other customers.
Does the sample need to be tested before approval?
Only if the market requires it before the order is placed. For most buyers, sample approval is visual and dimensional; testing happens on production-representative samples before mass production. For a new material or paint, test the sample first.