Short answer: Order the sample in three stages — a counter sample built to your reference, a pre-production sample approved before mass production starts, and a shipment sample pulled from the finished lot. Allow 15-25 days for a stock frame with a custom finish, or 25-35 days for a custom frame or custom paint scheme, plus 5-8 days by express courier. Then sign and seal two identical units as golden samples, one retained by the factory and one held by you, and cite the seal number in the purchase contract. From that point the sealed sample, not the email thread, is the standard your order is judged against.
What makes a golden sample different from an ordinary sample?
An ordinary sample is a product you look at. A golden sample is a contractual reference document shaped like a bicycle: a unit both parties formally agree represents the contracted specification, signed by your representative and the factory QC manager, closed with a numbered tamper-evident seal, photographed from fixed angles, and named in the contract by that seal number.
Without one, a dispute over paint shade, decal position or saddle firmness becomes an argument about screenshots and memory. With one, a third-party inspector opens the factory-retained twin and compares it against production. That is why two units matter — a sample in your warehouse proves nothing on a factory floor 9,000 km away.
Which of the three sample stages do you actually need?
Buyers say "send me a sample" meaning three different things at three points in the project. Naming the stage prevents most sample disputes.
| Stage | What it proves | When it happens | What you sign off |
| Counter sample | The factory can match your reference bike, drawing or spec sheet | Before the contract is signed | Feasibility, component list, geometry, finish |
| Pre-production sample | The exact configuration to be mass produced, on production tooling | After deposit, before mass production | The golden sample: sealed, numbered, cited in the contract |
| Shipment sample | What was built in your lot matches what you sealed | Pulled from the finished lot before loading | Release of the shipment, or a rework instruction |
Skipping pre-production is the most expensive common mistake. A counter sample is often hand-built in the sample room; the pre-production sample must come off the same jigs, welding fixtures and paint line as your production units.
How long does a bicycle sample take, and how does it reach you?
Lead time is driven by the frame and the finish. A stock frame in a catalogue geometry with your colour, decals and component swaps runs 15-25 days. A custom frame, a new tube set or a multi-stage paint scheme pushes this to 25-35 days, because paint booths batch by colour and a one-off has to be scheduled around production.
Express courier of a boxed bicycle usually runs 5-8 days. E-bikes are the exception: lithium batteries are classified UN3480 (shipped alone) or UN3481 (installed in or packed with the equipment), require a UN 38.3 test summary and a safety data sheet, and most couriers refuse them or demand certified dangerous-goods handling. In practice an e-bike sample moves by sea, or ships battery-free with a compatible pack sourced in your market. Settle this at quotation stage.
| Bicycle type | House MOQ (units) | HS code | Sample note |
| E-bikes | 25-50 | 8711.60 | The battery is the schedule risk, not the frame |
| Road | 25-75 | 8712.00 | Sample the size you sell most |
| City / commuter | 50-150 | 8712.00 | Rack, fender and stand fitment sampled together |
| Mountain | 50-100 | 8712.00 | Suspension tune and brake spec drive approval |
| Folding | 50-100 | 8712.00 | Hinge play and fold cycle count are critical |
| Kids | 100-250 | 8712.00 | Test to EN ISO 8098 or CPSC 16 CFR 1512 first |
What should you physically check when the sample arrives?
- Frame alignment. Rear triangle centred to the seat tube, dropouts parallel, hanger true. Misalignment is a jig fault and repeats across the lot.
- Weld consistency. Uniform bead pitch, no undercut, no pinholes, same quality on the non-drive side.
- Paint film thickness. Gauge it at the top tube, chainstay and inside the fork crown; thin coverage in recesses is where corrosion claims start.
- Brake lever reach. Reach adjustment must suit your market's hand sizes, and hydraulics must arrive properly bled.
- Actual weight versus the quoted spec. Weigh the complete bike and the bare frame; a few hundred grams of variance usually means a substituted tube set, rim or fork.
- Spare parts availability. Have the exact derailleur, hanger, rim, spoke length, saddle, charger and battery quoted as spare parts — what you cannot reorder becomes a warranty problem later.
- Compliance marking. EN ISO 4210 for city, mountain and road bikes, EN ISO 8098 for kids' bicycles, EN 15194 for EU e-bikes, CPSC 16 CFR 1512 for the US, plus UL 2849 and UL 2271 where North America expects them.
How do you seal the golden sample so it holds up?
- Build two identical units from the same component batch, on production tooling.
- Photograph both from fixed angles, with close-ups of welds, decals, frame number and battery label.
- Attach a signed spec sheet: component brands and models, colour code (RAL or Pantone), measured weight, assembly torques.
- Apply numbered tamper-evident seals and record both numbers in writing.
- The factory retains one sealed unit for the life of the contract; you keep the other unopened.
- Add a clause stating that goods shall conform to sealed sample No. [seal number], and that drawings govern dimensions while the sample governs appearance and finish.
How do sample charges and MOQ fit together?
A sample charge covers single-unit component purchasing, sample-room labour and any tooling or screen setup. It is commonly credited against the first bulk order, but agree this in writing before paying: how much is credited, at what order volume, and how long the credit stays valid. A vague promise to deduct it later is not a commitment.
Samples usually move EXW or on a courier account, while the bulk order ships FOB, CIF or DDP in 20ft, 40ft or 40ft HQ containers. Confirm the Incoterm separately for each, and see our importer guide for the documents your customs broker will need.
Frequently asked questions
Can I order a single bicycle sample before committing to a bulk order?
Yes. Single-unit samples are standard practice and no MOQ applies at the sample stage. Most serious buyers order two identical units so one can be sealed as the golden sample and retained by the factory. MOQ applies only to the production order that follows.
How long does a bicycle sample take to make in China?
Budget 15-25 days for a stock frame with a custom finish and 25-35 days for a custom frame or paint scheme, plus 5-8 days for express delivery. Add buffer around Chinese New Year and the October national holiday, when frame and paint capacity is booked out well in advance.
Why can my e-bike sample not simply fly?
The battery is dangerous goods under UN3480 or UN3481 and needs a UN 38.3 test summary plus a safety data sheet. Many couriers refuse loose lithium packs outright, or accept them only under certified dangerous-goods handling. The practical options are sea freight, or shipping battery-free and pairing the sample with a compatible pack locally.
Are bicycle sample charges refundable?
They are usually credited rather than refunded, and the credit applies against the first bulk order, so it only has value if you place that order. Fix the amount, the qualifying quantity and the validity period in writing before you pay.
What exactly is a golden sample seal number?
It is the unique identifier printed on the tamper-evident seal applied to both retained samples. That number goes into the purchase contract and into inspection reports, so inspectors can confirm they are comparing production against the correct approved reference. Without a number, a sealed sample is just a bicycle in a bag.
Do I still need pre-shipment inspection if the golden sample was approved?
Yes. The golden sample proves what the factory can build; inspection proves what it did build. A pre-shipment inspection draws units by AQL sampling from the finished lot and compares them against the sealed reference — exactly the comparison the seal exists to make possible.
Start your sample the right way
Define the three sample stages and the sealing procedure before any deposit moves. Send us your reference bike, drawing or spec sheet and see our OEM and ODM services to start.
