If an editor has requested product samples, here are the steps you can follow.
1. Find out if it is a sample that will be returned or if they are expecting to keep the item(s)
Confirm that you will be receiving the product back once the editor has seen/used it.
2. Ask for a return date
Ask when you can expect to receive the returned item. They may be able to give you a specific date or a rough time period when they will be processing returns.
3. Make sure the sample is safely and beautifully packaged
Make a great first impression by ensuring your pieces are packaged beautifully - and include a short note addressed to the editor.
4. Always send a printed lending sheet with your samples
Include a printed lending sheet with all the details of the item(s) you are sending and the returns information. This will make the process of organising samples and returns as easy as possible. You can find the Lending Sheet Template here
5. Email a digital version of the lending sheet
In case the printed lending sheet is separated from your samples at a shoot, the digital sheet will make it easy for an editor to find all the information they need.
Lending samples to the press
6. Send via recorded or tracked delivery
Always send samples via recorded delivery to make sure your samples arrive safely with an editor/publication while keeping the editor informed about when to expect the items.
7. Leave adequate time after sending the samples/returns date to follow up if you have not received them
If this editor has given you a return date for the item/s, wait seven to 10 days after this date before emailing to chase them up. Delays happen, and while it can be frustrating to be waiting on returned products, it’s good to give them a little leeway. If you didn’t set a return date with the editor, leave it three to four weeks before sending them an email.
8. Let the editor know that you have received the returned sample
Once you have the returned samples, send the editor a quick email to say that you have received them and thank them for calling in your product. This step is essential for relationship building, and often gets missed off.
Samples for shoot vs gifted products for the press to keep
An editor will usually call in samples for one of two main reasons. These are:
1. For use in a photoshoot
2. To keep as a gift
The easiest way to clarify the above is by asking the editor for the return date. You can reply with an email like the below:
Email suggestion: It’s fantastic to hear from you. We’d love to send you this sample, do you have an estimated return date in mind for these pieces, please?
They will either give you a return date, in which case you can send the samples. Or they will say that they are unable to return the pieces; it is then up to you if you wish to gift the editor an item or decline on this occasion.
Nine out of ten times, editors will be requesting samples to return them, however, some may use ambiguous wording in order to keep the sample as a ’gift’. If you do not wish to gift the editor then you are completely within your rights to decline and instead send an email such as the one below.
Email suggestion: Unfortunately, we do not have the stock levels to send samples that will not be returned; however, we are more than happy to send you any high-res imagery or information if you want to know more about the product.
Note that if you have a product that needs to be tried and tested by an editor in order to be featured, the sample will not be returned to you.