Procedure for Sending Samples to Customers

Once the samples sent by the factory are received, affix the company's label and ITEM NO. product name onto them.

(I) For samples sent by sea or airmail, prepare five copies of the SAMPLE INVOICE with the recipient's address, name, phone number, and label. Sign and date the fourth copy and deliver it to the packaging department for shipment. Place the third copy inside the box with the samples. Send the first copy to the customer, the second to the mail room for archiving, and keep the fifth copy for your own records.

1. If the samples are too many or too valuable, and negotiations require the customer to pay sample fees, indicate SAMPLE CHARGE on the SAMPLE INVOICE and write to the customer requesting the sample fee and postage.

2. Every 3 months, based on the fifth copy (self-retained) of the SAMPLE INVOICE, clear any unpaid sample fees, postage, or other costs from customers. Issue a DEBIT NOTE under the name of the Accounting Section Chief to collect these amounts.

3. For international packages, each assistant must personally pack them and place them in the box.

4. If shipping samples require an export quota, the responsible assistant must make special arrangements in advance.

(II) For samples sent by air freight, prepare six copies of the SAMPLE INVOICE with a nominal (unrealistic) price on the unit prices. After the sample is shipped, send the first copy with the letter to the customer. The fifth copy should be signed by the air freight company and then given to the secretary's mail room staff. Keep the sixth copy for yourself. Upon receiving the air waybill from the freight company, verify the air freight charges, customer address, and flight information. When the freight company calculates commissions, reconcile accordingly; hand over the remaining copies to the mail room for archiving. If the air freight is paid by our company, payment must be signed only after confirming the customer has actually received the goods.

(III) All samples sent overseas must be reviewed by the manager before shipment.

Handling Customer Calls, Letters, and Samples

(I) Upon receiving a customer call or letter, immediately consult the manager for instructions on how to proceed.

(II) When receiving samples from customers for imitation, or product catalogs/photos for development and quotation, immediately consult the responsible manager. If an order is subsequently secured, the company shall provide a reward.

(III) When the department manager is out, business assistants should handle matters within their capability. After the manager returns, report the actions taken. For urgent matters, attempt to contact the manager for prompt processing.

Pending Confirmation Samples & Printed Materials

(I) If the domestic order specifies samples, printed boxes, paper sleeves, labels, or headers that have been confirmed by the overseas customer, immediately use the company's form to send them to the factory and relevant field staff. Keep a copy of the form which is signed by the shipping assistant (装押), record it on the original domestic order's shipping copy, and then return it to the business assistant for safekeeping. If notifying the factory by phone, subsequently send a written notice to facilitate shipment arrangements.

(II) For samples formally confirmed and approved by customers, inform the relevant field staff or section chief to ensure correct specifications for inspection.

Goods Inspection

(I) For non-managed orders due to small quantities, busy field staff, remote factory locations, or poor product quality making the field staff unable to determine if the goods are shipment-ready, the field staff should notify the business assistant by call or letter. The assistant immediately seeks the manager's instructions. However, for the Northern Region and Guangzhou Region, regardless of the circumstances, the field staff must personally conduct inspections.

(II) If a business assistant must visit a factory to resolve critical issues, submit a travel application form. Upon return, claim travel expenses from the General Affairs Department using a travel report.

(III) The inspection copies of all orders are sent directly from the Control Center to the field staff to assist with order follow-ups. If an assistant needs to inspect goods at the warehouse, they must find the shipping copy or their own copy of the order.

Claims for Domestic & Overseas Commissions

(I) The business assistant fills out an application form, submits it to the department manager and general manager for signature and approval, and forwards it to the negotiation section chief (押汇科长). If reimbursement requires a deduction from the factory, note it on the form and complete a separate deduction order: one copy for Accounting, one for Audit, one for the Purchasing Section Chief, and one for own records. For customers who deliver items personally, prepare the receipt and a copy of their passport to forward to accounting for invoice preparation. (The application form has four copies, with one copy retained).

(II) When paying overseas commissions, the following must be done:

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