Sampling and pre-production approval process
How digital renders, physical samples, pre-production prototypes and the approval signature that releases production work with Corp-Merch Mexico.
Before we make ten thousand units, we make one, approve it and replicate it
Sampling is the difference between a corporate merch order that lands on time and with the right quality, and one that ends in disputes, reprints and logistics penalties. Most corporate clients who come to us after a bad experience with another workshop say it openly: they approved a sample on screen, but what arrived at the warehouse did not match. That is why we structure sampling in three layers: a rendered digital mock in 24 to 48 hours, a physical pre-production sample in 7 to 12 business days, and a pilot run from the first production batch before the rest is released.
The digital mock is a high-resolution render generated from the approved artwork, with real material texture, approximate colors and front, back and detail views. It validates composition, proportions and text legibility at the correct viewing distance. It is not an exact color proof or a tactile hand-feel test; it catches gross design errors before money is spent on setup. We deliver it by email in PDF and PNG, and feedback comes back in writing within the following 48 business hours. If the client wants to iterate, we iterate; each round takes 24 to 48 additional hours.
The physical pre-production sample is produced on the final material, with the final printing or embroidery technique, and shipped to the client by courier. For textile products we sew three to five pieces; for hard goods we build one to three prototypes. Delivery in Mexico City, Guadalajara or Monterrey takes 24 to 48 hours; to the rest of the country 3 to 5 business days. For clients outside Mexico we use DHL or FedEx with a tracking number and 5 to 8 business day delivery. The courier cost is quoted separately and billed against the deposit CFDI if the client requires it.
Once the physical sample is in the client's hands, we open a five-business-day approval window. During that window the client reviews color, size, finish, packaging and any operational detail. If everything is correct, they sign the approval form by email and production is released the next day. If there are comments, we log them in writing and reopen the cycle: artwork tweak, material correction, second prototype. Each additional cycle takes 5 to 8 business days, depending on the change complexity. We do not charge for up to two iteration cycles; from the third one, each extra cycle is quoted as a small engineering fee.
The pilot run from the first production batch is optional but we recommend it for orders above five thousand units or for products where a startup defect would be expensive to fix later. We produce between fifty and two hundred units with the line already calibrated, inspect them one by one, and ship a random sample to the client for a final validation. If the pilot passes, we release the rest of the batch. If it does not, we stop the line, recalibrate and produce a new pilot at no charge. This step adds 3 to 5 business days to the schedule but reduces the risk of a recall or a rejection at destination.
The full sampling process lives in a digital file we hand to the client together with the physical samples: original artwork, design iterations, approval letters, courier invoices, material data sheets and inspection reports. This file is the documentary proof that the client approved what they received, and serves as backup in case of audit, dispute or repeat order. For recurring orders we keep the file for five years and pull it at no cost when the client reorders the same product.
Frequently asked questions about sampling
What brand managers, buyers and product teams most often ask about the pre-production approval flow.
How many physical samples do you ship before producing?
One physical pre-production sample as standard, with up to two iterations at no charge. If the client requires a pilot run from the first production batch, that is added and recommended for orders above five thousand units. For complex orders with several components we can deliver partial samples by component.
How much does physical sampling cost?
For new clients the prototype is quoted as a separate line on the proforma and discounted from the total if the order is confirmed. For established clients on a framework agreement, sampling is included in the annual engineering fee and is not billed per event. Courier is quoted and billed separately.
How long does a rendered digital mock take?
Between 24 and 48 business hours after receiving final artwork and material specs. If the artwork needs cleanup before rendering, we add preprocessing time. For products with complex textures or relief, the render can take up to 72 hours.
Can you ship samples to several of our offices?
Yes, up to three addresses at no extra prototype cost; only the additional courier after the second address is billed. For regional campaigns we ship samples to each country office in a single run, consolidating the courier to reduce total cost.
What happens if the physical sample arrives damaged?
Reports within 48 hours of delivery are handled with a replacement at no charge, provided the packaging is returned for inspection. If the damage occurred in transit, we file the claim with the carrier and reship without waiting for resolution. Replacement takes 5 to 8 business days.
How is the approval signed formally?
By email with the approval form signed by the client's authorized owner. For corporates that require wet signature or stamp, we send the PDF for printing, signing and scanned return, or use an electronic-signature portal when the client has that capability.
What if we want to change something after approval?
Once approval is signed, any change is treated as a change order and quoted separately. Minor color or typography tweaks can be resolved in one or two days with a small fee; structural changes reopen the full sampling cycle. The client must sign a new approval before production continues.
Related FAQs
Other topics tied to the approval and production flow.
Do you need physical samples before committing to a large order?
Send us the product specs, the estimated quantities and the delivery address. We come back the same business day with the prototype quote, the timelines and the courier options.