What are URBN’s sample requirements?

It is required by Urban Outfitters, Inc. (UOI), that when your product has been chosen for inclusion in the assortment, that the Vendor furnish us with samples as determined by the Buyer. The sample requirements may be modified at the discretion of the Buyer. Failure to deliver all samples and information in a timely fashion may result in the cancellation of all purchase orders.  All samples are considered a cost of doing business and should be furnished and sent to UOI at the Vendor’s expense, unless otherwise stated and approved by the Buyer.

In addition to the below requirements, please see the Import Sample Requirement Guide for the proper mutilation and valuation of samples.

 Top of Production (TOP) Sample (Required) 

  • Production quality
  • Final packaging, including ticketing
  • Must include required product marking – COO, Care/Content Label, etc.
  • Sample sent to the appropriate Buyer
  • Must be delivered to the Buyer no later than 7 days prior to the Start Ship date
  • Clearly labeled “Final TOP Sample”
  • BHLDN – Sample must be delivered to buyer 4 weeks prior to shipping goods

Photography Samples (Required for all items purchased for Direct/Ecommerce)

  • True visual representation of final review sample
  • Correct color, size, and finish
  • Samples sent to the appropriate Buyer
  • Clearly labeled “Final Photography Sample”
  • Requested samples must arrive by the Buyer’s specified date, prior to the order being shipped, to insure inclusion on the website and / or in the catalog
  • BHLDN – Sample must be delivered to buyer 14 weeks prior to shipping goods

PR Samples

  • True visual representation of final review sample
  • Correct color, size, and finish
  • Two samples sent to the Product Development Manager or appropriate Buyer
  • Clearly labeled “Final PR Sample”
  • BHLDN – Sample must be delivered to buyer 4 weeks prior to shipping goods

BHLDN Swatching Program

In order to offer an exceptional shopping experience at BHLDN, we provide dress and veil material swatches to our customers. Please include the following when you send TOPs to your buyer, if you are shipping dresses and/or veils to BHLDN.

  • 10 yards of material for each bridesmaid style, in each color, if the order is under 200 units. Lining is required if you are sending tulle or lace.
  • 20 yards of material for each bridesmaid style, in each color, if the order is over 200 units. Lining is required if you are sending tulle or lace.
  • 2 yards of material for each veil style, in each color, if the order is under 30 units.
  • 5 yards of material for each veil style, in each color, if the order is over 30 units

All Samples should be sent to:

UOI Home Office
Attn: (your Buyer’s name here)
5000 South Broad Street
Building # (you can get this from your Buyer)
Philadelphia, PA 19112

SAMPLE REQUIREMENTS CHART

# of TOP # of PR # of Photo Total
Anthro – Market Apparel 1 2 1 4
Anthro – Ownbrand Apparel 2 2 1 5
Anthro – Home 1 2 1 4
Anthro – Accessories 2 2 0 4
BHLDN – Gowns, Reception, MOB, Flower Girl, Wraps 1 (size 4) 0 1 (size 4) 2
BHLDN – Bridesmaids Dresses 1 (size 4) 1 (size 4) 1 (size 4) 3
FP – Wholesale 2 0 9 to NY, 1 to Philly 13
FP – Direct 0 0 1 1
FP – SMS Samples 12 to NY, 1 to Philly 0 0 13
FP – Retail 2 0 0 2
Terrain 1 1 0 2
Urban – Market Apparel – Women’s 1 1 1 3
Urban – Market Apparel – Men’s 1 1 1 3
Urban – Ownbrand Apparel – Women’s 2 1 1 4
Urban – Ownbrand Apparel – Men’s 2 2 2 6
Urban – Home – Market 2 0 0 2
Urban – Home – Direct Import 1 1 0 2
Urban – Accessories 3 0 0 3
Urban – Shoes 1 0 1 2

VALUATION OF IMPORTED SAMPLES

The value of samples is the price actually paid or payable for the samples, i.e. their  transaction value.  The value should not be a nominal value or artificial value.

A. SAMPLES SOLD TO URBN

Shipments of samples, whether imported by mail or express courier, by hand, or by formal entry, must be handled in the same manner as usual commercial importations.  That is, the full price paid or payable by URBN to the vendor should be declared on the commercial invoice (not an arbitrary or nominal “Customs” value), whether the samples are mutilated, duty-free, or otherwise.  Like with production shipments, the vendor’s sales price should include all production costs, such as:

  • Material costs
  • Fabrication Charges (materials, cutting, sewing, and mutilation costs)
  • Development and Design costs (screen setup charges, embroidery set up charges, etc.)

and a reasonable markup for general expenses and  profit.

The vendor and URBN should maintain proof of payment for each sample sold to URBN.

B. SAMPLES SUPPLIED FREE OF CHARGE TO URBN

If samples are shipped to the U.S. by a vendor free of charge to the importer, the samples should be invoiced either at:

  1.  Cost of production, including:
  • Material costs
  • Fabrication Charges (materials, cutting, sewing, and mutilation costs)
  • Development and Design costs (screen setup charges, embroidery set up charges, etc.) and
  • a reasonable markup for general expenses and  profit.
  1. Price equal to that used for similar or identical goods from the sample supplier and not at some arbitrary or nominal value.

The vendor should maintain documentation showing how the pro forma invoice price was calculated. The invoice should also state that the samples are being provided free of charge, and that no payment will be made for the shipment.

All Samples must be labeled with COO, fiber contents and RN#.

The FTC requires country of origin, as well as fiber content and manufacturer identification/RN number information on textile apparel products including samples.

Please be advised that the FTC requirements will be met even if the required information (country of origin, fiber content, RN) is found on a hangtag attached to the garment rather than by sewn-in labels.

There are no exceptions! All vendors must comply with these legal requirements.

BEAUTY PRODUCT SAMPLES

All individual beauty product samples must be marked with the following information:

  • Distributor’s name
  • Net quantity
  • “Sample – Not for Resale”
  • Country of Origin
  • any warning statements (if applicable)
  • any active ingredients

 

*Please note that HazMat requirements apply to beauty samples as well. MSDS sheets must be provided for ALL beauty products, regardless of size.

If you have any questions or problems regarding this directive, please contact Kate Ryan, Senior Manager – Customs Compliance.  kryan@urbn.com   Phone:  215-454-4778

 

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