Sample request reply templates
Eight ready-to-use replies to a sample request: confirming, asking for the spec, sending paid or free, declining politely and telling the buyer it has shipped.
By the PromptLab team6 November 20264 min read
A sample request is the best sign you get in product sales. It also arrives with almost no detail: "Please send a sample of your resin." If you ship that blindly you waste product and learn nothing. If you reply with six questions, the buyer may not answer.
These replies deal with the moment between the request and the parcel. They confirm quickly, ask for the few facts you need, set the terms and make sure the sample leads to a quote. For what happens after it ships, use sample follow-up email templates. For the whole process, read how to track product samples and how to turn samples into orders.
Confirming and qualifying
Subject: Your sample request for [Product]
Hi [First name], Thank you for asking about [Product]. I've logged your request and will send it as soon as I have a few details, so that the sample is the right one for your application. Could you tell me: the application, the volume you expect to buy per month, and the address and contact person for delivery? I'll ship within [Number] working days of your reply. [Your name]
Send it within an hour of the request. A fast reply tells the buyer what working with you is like.
Subject: Which grade of [Product]?
Hi [First name], To choose the right grade, I need to know a little more: - What are you making with it? - Any target specs, such as [Spec 1], [Spec 2] or a standard? - What are you using now? - What would make the test a pass? If you have a datasheet for the current product, send it and I'll match it. [Your name]
Use it when the request names a product family and not a grade.
Subject: A closer match for your application
Hi [First name], Based on what you told me about [Application], I'd suggest [Alternative product] instead of [Requested product]. It is [Reason: better suited to the temperature, a lower price, available from stock]. I can send either, or both. Which would you like? [Your name]
Use it when the request would not do the job. It earns trust before the sample arrives.
Setting the terms
Subject: Your sample of [Product] is approved
Hi [First name], Good news: we can send you [Quantity] of [Product] free of charge. It will go out on [Date] by [Courier] to [Address]. What I'd ask in return is a short note on how it performs after your test, and a date when you expect to complete it. Could you confirm [Date]? [Your name]
Use it for a qualified buyer. The condition keeps samples from sitting on shelves.
Subject: Sample of [Product]: terms
Hi [First name], We can send a [Quantity] sample of [Product]. For samples of this size, we ask the buyer to cover [Freight / the sample cost of Amount]. If you place an order of [Quantity] within [Period], we'll credit it. If you prefer to use your own courier account, send me the details and I'll arrange the pickup. [Your name]
Use it for expensive materials, or large samples, or far-away buyers.
Subject: Documents for your [Product] sample
Hi [First name], Before the sample can leave, I need [Document: a signed NDA, an import licence, a safety data sheet confirmation] from you. I've attached [Form]. Once I have it, I'll ship within [Number] working days. [Your name]
Use it for regulated, hazardous or confidential products.
Declining and redirecting
Subject: Re: Sample request
Hi [First name], Thank you for your interest. At the moment we're unable to send a free sample of [Product] to [Region / this volume], because [Reason: the product is custom made, a minimum quantity applies]. What I can offer is [Alternative: a smaller pack of Product at cost / a datasheet and a call / a sample of a standard grade]. Would one of these help? [Your name]
Use it when the request is outside your policy. Always add an alternative.
After the sample ships
Subject: Your [Product] sample has shipped
Hi [First name], Your sample of [Product], batch [Batch number], went out today with [Courier]. The tracking number is [Tracking number], and it should arrive by [Date]. I'll call you on [Date] to ask how the test is going. If you'd like a technical contact on our side, it's [Name]. [Your name]
Send it the day it ships. It starts the follow-up clock.
Tips for personalising your replies
- Refer to their application. "For your cold-curing floor coating" shows you read the request.
- Keep the sample small and specific. Send what the test needs, with the batch recorded.
- Ask for the test result up front. A sample is a step in the sale, not a gift.
- Match the sample to a quote. Know what you'll quote if the test passes. See the sample shipment checklist for the details to check before it leaves.
Send them from your CRM
Frequently asked questions
Should I give free samples to every buyer who asks?
No. Qualify first: ask for the application and the likely volume. Free samples suit buyers with a real project, and a paid sample or freight at the buyer's cost suits tyre-kickers.
How fast should I reply to a sample request?
Within an hour in working time, if you can. The acknowledgement doesn't need to promise a shipping date. It confirms the request is being handled.
What details do I need before I ship a sample?
The application, the product or grade, the quantity, the delivery address and a named contact. For regulated products, add the paperwork. Record the batch number so you can trace results.
How do I stop samples going nowhere?
Ask for a test date and the success criteria before you ship, then diary a follow-up for that date. Follow up with the sample follow-up templates.
Can I charge for samples?
Yes, and many sellers do for costly or large samples. Credit the cost against a first order to keep the buyer motivated.