Sample Request Policy Template

Template Series · 09

Sample Request Policy

Sample Policy

Operations Policy

From

________________

To

________________

Date

________________

Version

1.0

01Purpose & Scope

1.1. Policy PurposeThis policy governs how ________________ handles requests for product samples from retail buyers, press contacts, influencers, and wholesale prospects. It exists to protect sample inventory, set clear expectations, and ensure samples are used for genuine business evaluation.

1.2. Who This Applies ToThis policy applies to: wholesale buyers evaluating the line for stocking consideration, press and media requesting review product, influencers and content creators requesting gifted product, and trade show leads following up after event contact.

02Sample Availability

2.1. Available CategoriesSamples are available from current season inventory only. Samples from ________________ collection are available upon approval. Discontinued and archive SKUs are not available as samples.

2.2. Quantity LimitsStandard sample requests are limited to ______ units per request. Requests above this threshold require approval from ________________ and are reserved for key account prospects and major press placements.

2.3. Lead TimeSample dispatch takes ______ business days from approval confirmation. Rush requests may be accommodated at additional cost.

03Costs & Conditions

3.1. Wholesale BuyersSamples for verified wholesale buyers are provided at wholesale cost plus shipping. Sample cost is credited against the first qualifying purchase order of $______ or more, placed within ______ days of sample receipt.

3.2. Press & MediaComplimentary samples may be provided to verified press with a minimum circulation of ______ or a digital reach of ______. Samples must be returned within ______ days unless the editorial is confirmed.

3.3. Influencers & CreatorsGifted product is provided at our discretion for accounts with ______+ engaged followers. Content must be posted within ______ days of receipt and tagged per our social media guidelines.

04Request Process

4.1. How to RequestAll sample requests must be submitted to ________________ with the following: business name, contact name, website or social handle, intended use, specific SKUs requested, and ship-to address.

4.2. Response TimeWe confirm or decline all sample requests within ______ business days. Approved requests receive a sample invoice and tracking once dispatched.

4.3. Right to Decline________________ reserves the right to decline any sample request without explanation. We prioritize requests from accounts with a clear business fit and genuine stocking or editorial intent.