Drugdu.com expert's response:

 

In pharmaceutical foreign trade, after sending out samples, the sentence that every salesperson most looks forward to seeing is probably: "Sample passed our test."

However, upon receiving this message, some sales representatives do not know how to follow up properly.

They simply reply: "Great, looking forward to your order." And then start waiting.

Several days pass with no order from the client; a week later, they send another message: "Any update?" The client replies: "We are still discussing internally." Gradually, the entire project grinds to a halt.

A sample passing the test is certainly good news, but there is usually a noticeable gap between "qualified sample" and "formal procurement". At this stage, what suppliers need to confirm is no longer whether the product is usable, but how the client plans to make the purchase.

Confirm the purchase quantity and timeline right after sample approval

The sample phase is meant to verify product compatibility, while the procurement phase shifts focus to pricing, quantity, delivery lead time and internal workflows.

Therefore, after the client confirms the sample has passed the test, you can naturally ask: "Glad to hear the sample passed your test. May I know your estimated quantity and purchasing schedule for the next step?"

This question sounds far more natural than directly asking "when will you place the order", and it makes it easier to obtain actionable information.

If the client can clearly state that:

They plan to purchase 5 kg first;

The procurement is scheduled for next month;

They are waiting for confirmation from the procurement department;

The first batch will be used for trial production;

this information is more than enough for the sales team to arrange the next steps.

If the client still cannot provide a specific quantity or timeline, do not rush to press them. You can continue to confirm which phase the project is currently in.

Distinguish between a trial order and a direct commercial batch

Even with samples that have passed the test, the next steps vary drastically from client to client.

Some clients will place a small trial order first; some will proceed with further pilot testing or pharmaceutical R&D; some have completed supplier screening and can directly discuss commercial batches; others, despite successful laboratory tests, have not finalized internal registration, budgets or end-client requirements.

This is especially critical for APIs, excipients and peptide raw materials, where you need to clarify this point explicitly.

You can follow up by asking: "Will the next order be for a pilot batch, registration batch or commercial production?"

Once you know the intended use of the purchase, your quotation will be far more targeted.

Trial order quantities and commercial batch volumes come with different price points, may require different packaging, and call for different sets of COA, Specifications, GMP documents or registration materials.

Without confirming these details, suppliers often end up quoting a commercial batch price, only to find the buyer only wants to purchase a few hundred grams or a few kilograms first, forcing both parties to restart negotiations.

Document requirements tend to increase at this stage

After samples pass the test, buyers will likely request additional documents immediately.

For example:

COA of the latest batch;

Product Specifications;

GMP documentation;

Stability data;

DMF status update;

Manufacturer information;

Packaging and storage conditions.

For medical device projects, clients may further verify CE certification, ISO 13485, instructions for use, labels, test reports or local registration support.

When these requests arise, it indicates that the buyer's focus has shifted from "whether the product works" to "whether this supplier can be integrated into our procurement system".

Suppliers can cooperate with these requests, but it is still recommended to provide documents progressively according to the project phase.

If it is only a trial order, there is no need to send all in-depth technical documents at once; when the project has entered supplier audit or registration phases, you can gradually provide materials in accordance with client requirements and your company's internal document management protocols.

Do not rush to lower the price the moment you hear the sample passed

There is another very common scenario.

The client says: "Sample is good. Please give us your best price."
Many suppliers immediately start cutting prices, hoping to secure the order.

But at this point, the purchase quantity has not even been confirmed, making it impossible to calculate an accurate price.

A more appropriate reply could be: "Glad to know the sample meets your requirement. Could you please share the estimated order quantity and required delivery time? We can then check the most suitable commercial offer for you."

If the client plans to purchase 10 kg versus 500 kg, the price terms a supplier can offer will definitely differ significantly.

Clarifying the quantity, packaging, trade terms and delivery lead time before proceeding to formal quotation makes negotiations far smoother than simply offering a generic "best price".

Identify the bottleneck if the client delays placing the trial order

Some projects have samples that passed weeks ago, but no order has been issued yet.

At this point, do not keep repeating the same line: "Any update?"

You can ask directly about the project progress: "May I know if there is any remaining issue before moving to the next purchasing stage, such as documentation, price, internal approval or registration?"

The client may inform you that:

They are still waiting for confirmation from the end client;

The price has not been approved;

One additional test item is required;

Registration documents are still incomplete;

The procurement budget for this year has been exhausted;

They are currently auditing other suppliers at the same time.

This information is far more useful than a vague "we are still considering".

Once you know exactly where the project is stuck, you can decide whether to adjust the quotation, supplement documents, or reduce the frequency of follow-ups.

Specify the next steps after sample approval

If the client confirms they are ready to place a trial order, subsequent communication can move into a clear workflow:

Confirm the final specifications

Confirm the purchase quantity

Confirm packaging requirements

Finalize prices and trade terms

Confirm the delivery lead time

Confirm documents that need to be shipped with the goods or submitted for audit

Facilitate the issuance of the PO or contract

Sales representatives can briefly confirm all these points in one message: "Since the sample has passed your test, we can prepare the next offer based on your required quantity, package and delivery schedule. Please share your estimated order quantity, and we will check the commercial terms accordingly."

This actively pushes the project forward, rather than passively waiting for an order to arrive.

Conclusion

A sample that has passed the test does not equal a confirmed purchase.

At this stage, suppliers are better off shifting the conversation focus from "product testing" to "procurement terms": how much the client plans to buy, when they plan to buy, whether it is a trial order or commercial batch, what additional documents are required, and which internal processes are still pending.

Without clarifying this information, if you only leave a message saying "Looking forward to your order", a client who has already reached the sample phase may gradually lose contact.

In pharmaceutical foreign trade, inquiry conversion rarely happens automatically after the client finishes testing samples. Clarifying every procurement milestone makes it far easier to push the project from a successful sample test to a trial order, and eventually to formal commercial procurement.

By editor