Procurement Glossary
Sample delivery: definition, methods and strategic importance in Procurement
November 19, 2025
A sample delivery enables companies to test and evaluate products or materials before making the final procurement decision. This tool significantly reduces procurement risks and supports well-founded supplier decisions. Find out below what a sample delivery is, which methods are used and how you can use them strategically in Procurement .
Key Facts
- Sample deliveries reduce procurement risks by testing product quality and suitability in advance
- Typical application for new suppliers, critical materials or innovative products
- Free or chargeable provision depending on agreement and product value
- Legal protection through clear agreements on ownership, return and liability
- Systematic evaluation based on defined criteria for objective decision-making
Contents
Definition: Sample delivery
A sample delivery refers to the temporary provision of products or materials by a supplier for testing and evaluation prior to a final procurement decision.
Essential features of a sample delivery
Sample deliveries are characterized by several distinctive features:
- Temporary transfer without immediate obligation to purchase
- Defined test duration and criteria
- Clear rules on costs, returns and liability
- Documented assessment procedures
Sample delivery vs. trial delivery
While sample deliveries are primarily used for quality testing, trial deliveries focus on testing logistics processes. Sample deliveries are usually smaller in size and are used for technical evaluation, while trial deliveries test the entire procurement logistics process.
Importance of sample deliveries in Procurement
In strategic Procurement , sample deliveries enable a well-founded suitability test of new suppliers and products. They support the procurement strategy by minimizing risk and improving the basis for decision-making.
Methods and procedure for sample delivery
The successful implementation of sample deliveries requires structured methods and clear processes for objective evaluation.
Requirements definition and supplier selection
The first step involves precisely defining the test criteria and selecting suitable suppliers. Structured requirements management ensures that all relevant aspects are taken into account:
- Technical specifications and quality requirements
- Determine the scope and duration of testing
- Define evaluation criteria
Contractual agreements
Clear contractual regulations create legal certainty for both parties. Key points include ownership rights, liability exclusions and return modalities. Integration into existing purchasing guidelines ensures uniform standards.
Systematic evaluation and documentation
A structured evaluation is carried out using predefined acceptance criteria. The documentation of all test results enables traceable decisions and serves as a basis for negotiations with suppliers.
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Important KPIs for controlling sample delivery
Key figures enable the systematic evaluation and continuous improvement of sample delivery processes.
Process efficiency key figures
The lead time from sample request to final evaluation is a key indicator of process efficiency. Companies also measure the number of sample deliveries per supplier and time period:
- Average test duration per sample
- Share of on-time sample deliveries
- Costs per sample test
Quality and success metrics
The success rate of sample deliveries shows how many inspections lead to positive procurement decisions. This key figure supports the optimization of requirements analysis and supplier selection.
Cost efficiency and ROI
The relationship between sample costs and avoided procurement risks quantifies the value contribution of sample deliveries. The return on investment takes into account both direct cost savings and avoided quality problems and delivery failures.
Risk factors and controls for sample delivery
Sample deliveries entail specific risks that can be minimized through suitable control mechanisms and preventive measures.
Legal and liability risks
Unclear property rights and liability issues can lead to legal conflicts. Risks arise particularly in the case of costly samples or damage during testing. Precise contractual regulations and integration into claim management are essential.
Quality and representativeness risks
Samples may not correspond to the later series quality or may not represent the actual production conditions. Systematic deviation analyses between samples and series delivery help to identify and control these risks.
Cost and time risks
Extensive sample checks can delay procurement processes and cause additional costs. Efficient planning and clear timelines in the purchasing process minimize these risks. Parallel sample inspections of several suppliers optimize time efficiency.
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Practical example
An automotive supplier needs new sealing materials for a critical application. Three potential suppliers provide samples free of charge. The company defines clear test criteria: Temperature resistance, compressive strength and chemical resistance. After four weeks of testing in its own quality department, supplier B shows the best results. The systematic evaluation leads to a well-founded supplier decision and avoids quality problems later on.
- Define and communicate clear criteria
- Parallel testing of several suppliers for comparability
- Documentation of all test results for traceability
Current developments and effects
Modern technologies and changing market requirements are shaping the development of sample deliveries in the digital age.
Digitization of the evaluation processes
Digital tools enable more efficient processing of sample deliveries. Automated evaluation systems and digital documentation significantly accelerate decision-making processes. Digital procurement seamlessly integrates sample deliveries into existing workflows.
AI-supported quality assessment
Artificial intelligence is revolutionizing the evaluation of sample deliveries through automated quality analyses and predictive analytics. AI in Procurement enables more precise predictions about product suitability and supplier performance based on sample data.
Sustainability aspects and circular economy
Environmental awareness leads to sustainable sample delivery concepts. Reusable samples, reduced packaging and local suppliers minimize the ecological footprint. This development supports security of supply through diversified, regional supplier networks.
Conclusion
Sample deliveries are an indispensable tool for minimizing risk in strategic Procurement. They enable well-founded supplier decisions through objective product evaluation and significantly reduce procurement risks. Digitalization and AI integration open up new possibilities for more efficient evaluation processes. Successful sample deliveries require clear processes, defined criteria and legal safeguards for sustainable procurement success.
FAQ
What is the difference between a sample delivery and a trial delivery?
Sample deliveries are primarily used for quality testing and technical evaluation of products in small quantities. Trial deliveries, on the other hand, test the entire procurement and logistics process with larger quantities and focus on operational processes.
Who bears the costs for sample deliveries?
The distribution of costs is agreed individually. In the case of low-value samples, the supplier often bears the costs. For expensive or specialized products, procurers can bear the sample costs, which are charged when the order is placed.
How long should a sample test take?
The test duration depends on the complexity of the product. Simple materials require a few days, while complex technical components can take several weeks to test. The test duration defined and communicated in advance is important.
What legal aspects need to be considered for sample deliveries?
Key legal points include ownership rights, liability exclusions, return obligations and confidentiality agreements. Clear contractual provisions prior to the sample transfer avoid subsequent conflicts and create legal certainty for both parties.
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