What is the product sample request form template?
Samples cost money to pick, pack and post, so it helps to know who's asking and why before you send them. A request that just says "please send samples" leaves you guessing which products, how many, and whether the person is a serious buyer or simply curious.
This product sample request form collects the requester's company and role, what kind of buyer they are, up to three products with quantities and variants, what they plan to use the samples for, where they are in the buying process and their expected order volume. The shipping page takes the address, a needed-by date and, optionally, a courier account number.
Every request is saved as a PDF in your FileIt vault, so your sales team has a record of who received which samples and can follow up at the right time.
- Best for
- Manufacturers, suppliers and brands sending samples to trade buyers and prospects
- Filled in by
- Retailers, designers, distributors and other prospective buyers
- Time to complete
- About 4 minutes
- Includes
- Buyer profile, up to three products with variants, intended use, buying stage, expected volume and shipping details
Who uses a product sample request form?
- A textile or flooring supplier sending swatches to interior designers
- A food or drink producer sending samples to retailers and distributors
- A packaging manufacturer supporting a prospect's product trials
- A cosmetics brand qualifying requests from stockists
- A building products company sending samples to architects and contractors
- Following up trade show leads who asked for samples at the stand
Questions on this product sample request form
31 questions over 3 pages · includes conditional questions, multiple pages, consent checkbox.
1 About you
- Your name*
- Email*
- Phone
- Company*
- Job title
- Company website
- Which best describes you?* Retailer · Distributor / wholesaler · Manufacturer · Designer / architect · Contractor / installer · Hospitality business · Consumer · Other
- Are you an existing customer?
- Account number asked only when it applies
2 Samples
- Product 1*
- Quantity*
- Size, colour or finish asked only when it applies
- Request another product? asked only when it applies
- Product 2 asked only when it applies
- Quantity* asked only when it applies
- Size, colour or finish asked only when it applies
- Request another product? asked only when it applies
- Product 3 asked only when it applies
- Quantity* asked only when it applies
- Size, colour or finish asked only when it applies
- What will you use the samples for?*
- Where are you in the buying process? Early research · Comparing a shortlist · Ready to order if samples work · Checking a new batch or colour
- Expected order volume
- When do you expect to decide?
3 Shipping
- Shipping address*
- For the attention of
- Needed by
- Your courier account number
- Delivery instructions
- Would you like to hear about new products and offers?
- Samples*
The product sample request form, page by page
1 About you
The requester gives their name, email, phone, company, job title and website, and picks what best describes them — retailer, distributor, manufacturer, designer, contractor, hospitality business, consumer or other. Existing customers can add their account number.
2 Samples
The first product has a name or code, quantity and size, colour or finish. An 'Request another product?' question opens a second and then a third. The requester then explains what the samples are for, where they are in the buying process, their expected order volume and when they expect to decide.
3 Shipping
The last page takes the shipping address, who it's for the attention of, a needed-by date, an optional courier account number and delivery instructions. The requester can opt in to hear about new products, and confirms they understand samples are subject to approval and may carry charges you'll confirm first.
Make the template yours
- Replace the free-text product fields with a dropdown of the products you actually sample
- Change the maximum sample quantity to suit your products
- Remove the consumer option if you only send samples to trade buyers
- Add a question about their current supplier if that helps your sales team
- Route requests to your sales inbox with the notification email setting
- Say in the confirmation message how long samples usually take to arrive
Tips for a better product sample request form
- Follow up a week after the samples arrive, while the requester is still evaluating them
- Use the buying stage and expected volume to decide which requests to fast-track
- Keep a note of what was sent in the response so you can match it to later orders
- Ask trade buyers to ship on their courier account for heavy or bulky samples
- Make it clear in your cover text whether samples are free or charged
Every response becomes a PDF in your vault
When a request comes in, FileIt saves it as a PDF in your vault and emails you, so the warehouse or sales team can act on it. The requester can receive a copy of what they asked for.
The Responses table gives you a running list of sample requests you can filter and export to CSV, which makes follow-up calls and conversion tracking straightforward.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Product sample request form: frequently asked questions
Is this sample request form free?
Yes. It's one of the starter templates in FileIt's Forms app, on every plan including the free plan.
Can people request more than three products?
The template has three product slots that open one at a time. You can add more in the designer, or add a file upload for a longer list.
Does it take payment for samples?
No. It collects the request only. The requester acknowledges that charges may apply and that you'll confirm them before sending anything chargeable.
Can I put it on my website?
Yes. Share the public link or link to it from your product pages; requesters don't need an account.
Can I limit how many samples someone can ask for?
Yes. Each quantity field has a maximum, which you can change in the designer.
Where do requests go?
Each request is saved as a PDF in your FileIt vault and listed in the Responses table.