Sampling Instructions & Sample Cost Refund Conditions | SindeBella
Professional Cosmetics Formula and Packaging Material Sampling Process and Refund Policy
Dear Valued Client,
To ensure a smooth and efficient sampling process and protect the interests of both parties, please carefully read the following instructions and refund conditions before placing a sampling order. Your proceeding with the sampling request will be deemed as having read and agreed to all terms outlined herein.
Important Note: We offer both formula sampling and packaging material sampling services. Regardless of which sampling service you choose, the terms and conditions in this document apply.
Part 1: Sampling Instructions
1. Clear Sampling Requirements
Please provide detailed and clear technical information before sampling, including but not limited to:
- Formula Sampling: Formula requirements, texture, color Pantone Code, performance indicators, etc.
- Packaging Material Sampling: Product design drawings (PDF), material requirements, logo process, dimensional specifications, etc.
- If you have any special requirements or precautions, please inform us in writing in advance.
2. Sampling Costs
A sampling fee is typically required. This fee covers materials, equipment setup, labor, and logistics costs.
Production scheduling will commence only after the sampling fee is received. Please confirm the payment method with our customer service team.
3. Sampling Lead Time
The sampling lead time is calculated from the date of confirmed receipt of the sampling fee and ALL required technical documentation.
- The standard sampling lead time is 15-25 working days (specific duration depends on product complexity)
- An expedited process may incur additional charges
- We will promptly inform you of the estimated sample delivery date. Please note this is an estimate only and may be extended due to special circumstances (e.g., equipment failure, supply chain delays). Your understanding is appreciated.
4. Communication & Confirmation
Our sales representatives may contact you to discuss technical details during the sampling process. Please ensure timely communication and feedback.
Upon sample completion, we will provide photos or videos of the physical sample for your preliminary confirmation. Samples will be shipped only after your confirmation.
5. Logistics & Shipping
- Samples are typically shipped via FedEx / DHL / Our air agent by default. Shipping costs are to be borne by the Client.
- If you require a specific alternative courier service, any additional costs incurred will be the Client's responsibility.
Part 2: Sample Cost Refund Conditions
Refund Policy Overview
To alleviate your upfront development costs, we offer a sampling fee refund policy if the sample is approved and a formal production order follows.
Refund Prerequisites
- Samples must be approved and tested by you
- A formal bulk production order must be placed within 2 months of your receipt of the samples
- The formal order must meet the previously agreed-upon MOQ (Minimum Order Quantity) or Minimum Order Value
Refund Criteria
- Full Refund: Once the formal order meets the agreed quantity/value, the paid sampling fee will be fully refunded (excluding shipping costs)
- Credit Against Orders: The refunded sampling fee will typically be issued as a credit against the invoice(s) for the production order, not as a direct cash payment
Refund Process
- Upon placement of the formal order, our finance department will process the credit
- The refund amount will be clearly reflected on the corresponding invoice or statement
Refund Process Flowchart
1
Pay Sampling Fee
2
Receive & Confirm Sample
3
Place Order Within 2 Months
4
Meet MOQ Requirements
5
Sampling Fee Refunded
Non-Refundable Cases
The following situations will not be eligible for refunds. Please take note:
- Samples fail approval/testing, and no formal order is placed
- The formal order placed does not meet the agreed MOQ or Minimum Order Value
- No formal order is placed within 2 months after sample completion; the right to refund is forfeited
- Multiple or repeated sampling rounds due to client-requested design changes, incorrect provided information, etc., require separate payment for each iteration. Refunds apply only to the sampling cost for the final confirmed version.
Sampling & Refund Process Summary
| Phase | Key Point | Explanation |
|---|---|---|
| Pre-Sampling | Complete Data & Fee Payment | Providing accurate data and paying the sampling fee are prerequisites |
| During Sampling | Timely Communication & Confirmation | Maintain communication to ensure samples meet expectations |
| Post-Sampling | Sample Approval & Place Order | Place the formal order within the stipulated timeframe after sample approval |
| At Refund | Achieve MOQ & Settle Invoice | Refund (as credit) is processed after the bulk order meets requirements and its invoice is settled |
Friendly Reminder: We understand the challenges of new product development, which is why we've established a clear refund policy to support your business growth. If you have any questions, please feel free to contact our customer service team. We are always ready to assist you.