A Sample Request Card That Separates What You Want to Test From What You Want to Keep
Many small suppliers offer samples, and many sample requests are vague: "please send a sample." The supplier does not know whether the person wants to check colour, feel, size, or simply keep something nice. This proposal is a short request card that records the testing purpose and the next step the customer expects. It is an editorial suggestion for your own process, not a rule of any carrier or marketplace.
Inputs to collect
Ask for four things. First, which product or variant they want a sample of, chosen from a list rather than typed. Second, the purpose: compare against something they already have, check the look in their own setting, check handling or fit, or show someone else for a decision. Third, what they plan to do afterwards: order the full quantity if suitable, decide later, or no plan yet. Fourth, the delivery details you need to send it. Resist adding more fields; each extra one reduces completed requests.
Branching decisions
The purpose answer decides what you send and what you say.
For comparing against something they own, ask them to photograph that item in daylight and attach it, so you can confirm you are sending the closest option before shipping. If the photo is unclear, pause and ask once.
For checking the look in their own setting, send the sample as normal and explain in the reply that screens and lighting change appearance.
For checking handling or fit, make sure the sample is large enough to test that; if your standard sample is too small, say so and offer a different size rather than shipping something that cannot answer their question.
For showing someone else, offer to send two samples if your policy allows, or tell them how to request a second.
The plan answer decides follow-up. If they plan to order, schedule one brief message a week or so after delivery asking how it went. If no plan, send nothing further unless they write.
A hypothetical worked example
Imagine a small fabric seller. A customer, Sam, requests a sample of a green linen, purpose "compare against something I already have," plan "order if suitable." The reply asks for a daylight photo of the existing cushion. Sam sends one. The seller sees that the sample green is slightly cooler than the cushion and offers a second, warmer green sample instead. Sam agrees, both are posted, and a follow-up note is queued. If Sam had not replied to the photo request within a few days, the request would be paused, not shipped.
Stop conditions
Stop and do not ship if the purpose cannot be matched to anything you stock, if the photo request goes unanswered, or if the same address appears on repeated requests for different items with no stated purpose. In these cases send a polite note explaining what you need, and leave the decision to restart with the customer.
Small acceptance checks
Run five invented requests through the card, one per purpose plus one with no plan. Check that each produces a clearly different internal instruction for whoever packs the order. Check that the customer's own words about purpose appear on the packing note, so the person sending does not need to open the form. Check that the follow-up message is created only for customers who said they plan to order. Check that the confirmation tells the customer what is being sent and what is not promised, such as exact colour match.
Review
After some weeks, read the stated purposes in your own records. If many people choose a purpose you cannot serve with your current sample, change the sample, not the form.