Your First Private Label Order: Samples, Artwork, Lead Time and Payment Explained

Most first-time private label buyers worry about the same things: what happens after the inquiry, how long the whole process takes, and when they have to pay. Not knowing the steps makes it hard to plan a launch date or a cash flow.

This guide walks through a first order with Little Cotton step by step, with the real timings and terms we work with, so you can plan your launch before you send the first email.

The Process at a Glance

Step 1: Send a Clear First Inquiry

The more complete your first message, the faster and more accurate the quotation. Include:

• The product and a reference, such as a link to one of our products or a photo of a product you like.
• Material, size and GSM if you know them. If not, describe how the product will be used and we will suggest options.
• Packaging: bag, box, tube or sachet, the count per pack, and how many different printed designs you plan.
• Estimated quantity per order and expected reorder frequency.
• Destination country and whether you need EXW or CIF pricing.
• Any documents your market or retailer requires.

If you need to protect your product idea, we sign NDAs on your company's own template.

Step 2: Read the Quotation

A quotation from us states the specification, the MOQ, the unit price and the lead time. Three points are worth understanding before you compare it with other suppliers:

• The MOQ is set by packaging. For most products, the minimum comes from the packaging supplier's print run, not from the product line. For example, cotton pads start from 5,000 branded boxes or one printed-bag run of about 30,000 bags. Each printed design needs its own minimum. Our cotton pad MOQ guide and PE bags vs boxes guide explain this in detail.
• Custom shapes and embossing keep the same MOQ, but need a mold, which is charged separately.
• Price terms. We quote EXW by default: the price covers the goods at our factory, and your forwarder handles transport from there. On request we quote CIF, which includes ocean freight and insurance to your port. We do not offer DDP at the moment.

Step 3: Check Samples

There are two kinds of samples, and many buyers use both:

• Stock samples show our standard quality and are free. You only pay the courier freight.
• Custom samples are made to your material, size, texture or shape and take 3–7 days. The sampling fee is refunded when you place the bulk order.

Test samples the way your customers will use them. For cotton pads, for example, soak them in your own toner and check for shedding. Our OEM cotton pad checklist lists what to check.

Step 4: Approve the Artwork

Send your artwork as editable vector files, such as AI or PDF. We print bags and boxes in our own packaging workshop and send you a proof that shows the layout, colors and dimensions. Check every line of text, especially the ingredient or material list, the barcode and any claims, because printed packaging cannot be corrected after the run.

Printed bags are produced in long runs, so you do not have to use them all at once. You can order the product in smaller batches, and we keep the remaining printed bags for your next orders.

Step 5: Pay the Deposit and Start Production

Production starts once the 30% deposit is received and the artwork is approved. For private label cotton pads, a first order takes 30–35 days. Repeat orders take 20–25 days, because the specification and packaging are already set. Lead times for other products depend on the material and packaging and are confirmed in your quotation.

If you have a launch date, tell us at the quotation stage. Working back from that date, we can tell you when the artwork and deposit need to be ready.

Step 6: Pay the Balance and Ship

When the goods are ready, you pay the 70% balance by T/T before shipment. We work with T/T only and do not accept letters of credit.

On EXW terms, your forwarder collects the goods. On CIF terms, our in-house logistics team of 20 people books the shipment and prepares the shipping documents. The loading port can be arranged at your request.

Step 7: After Arrival

Check the goods when they arrive. If there is a quality issue, report it within 30 days of arrival with photos and the batch details. We first resolve it with replacement goods or by making up the quantity in your next shipment; a refund is the last option.

Frequently Asked Questions

How long does a first order take?

For private label cotton pads, custom samples take 3–7 days and production takes 30–35 days for a first order. Allow extra time for artwork approval and shipping. Repeat orders take 20–25 days because the specification and packaging are already set. Lead times for other products are confirmed in your quotation.

Do I have to pay for samples?

Stock samples are free; you only pay the courier freight. Custom samples carry a sampling fee, which is refunded when you place the bulk order.

Can I order less than the MOQ for my first order?

The MOQ is set mainly by printed packaging. Neutral packaging without your logo has a lower minimum. With printed bags, you can order the product in smaller batches and we keep the remaining printed bags for your next orders.

What payment terms do you accept?

A 30% deposit and the 70% balance before shipment, by T/T. We do not accept letters of credit.

Do you ship DDP?

Not at the moment. We quote EXW by default and can quote CIF to your port on request.

Plan Your First Order

See our FAQs for more on terms, or browse private label cotton pads to start from a standard specification.

Send your product, quantity, packaging and target launch date through our quote request form. We reply with the MOQ, a sampling plan and a factory quotation.

WhatsApp / WeChat: +86 198 6866 6397 | Email: susancheung@pconcept.cn
Office hours 9:00–18:00 Beijing time (GMT+8); WhatsApp replies until 20:00.