The decision to check out a new supplier has already been made. The question that remains isn’t “is it worth looking for an alternative” — it’s “how do I run this test so it actually shows something, instead of just leaving a general impression”.
A well-run test isn’t a random order dropped on a new company. It’s a procedure: what to establish before ordering, what to watch during production, what to check on delivery — and only then a decision on the next step.
1. Before you place an order
Check for material samples. Ask whether the supplier offers material samples before ordering — a way to assess weight, colour and finish for yourself before committing to production.
Ask about the minimum volume for a test order. Check whether a smaller volume than the standard minimum is possible for a first, test order, and what conditions apply.
Ask how file errors are handled. This is worth asking any supplier you’re testing, before you send a file — are small corrections part of the service, or does the file come back with a comment for you to fix. Before starting the test, also make sure your own file is prepared correctly → How to prepare a file for large-format printing. Checklist before placing an order
2. Choosing the right test order
You don’t test a new supplier on the most important campaign of the year — but “something less important” isn’t specific enough. Three criteria that actually reduce the risk:
– A deadline with buffer, not a last-minute one — the test should show how the supplier works under normal conditions, not how they cope with your crisis.
– A product with no critical brand significance for the end client — an item whose correction wouldn’t block the campaign.
– A small but representative volume — an order similar enough to what you regularly place for the test result to actually say something about future cooperation.
If you’re still wondering whether changing supplier makes sense at all — this guide will help settle that question before you move on to the test itself.
3. What to establish and record before sending the order
Before you send the order, write down a few things in one place — not because you don’t trust anyone, but so that after delivery you have something to compare the result against, instead of judging on impression alone:
– the agreed price — including any express surcharge,
– the confirmed delivery date,
– the material and format,
– the type of finishing,
– the packaging and delivery method,
– if colour is critical to the brand — an agreed reference point (a swatch, a previous print run, a sample).
This short test card takes a few minutes to fill in, and at delivery it turns “I liked it / I didn’t” into a concrete comparison: did I get what we agreed, or not.
4. What to watch during production
Pricing precision. Whether the quote covers all costs upfront, or surprises only show up on the invoice.
Handling of corrections. If something needs fixing during production, how the supplier communicates it and how quickly they respond. → The file comes back with corrections – the real time cost in an agency
Meeting the deadline. Not just “we made it”, but whether the supplier flags in advance if something starts putting the deadline at risk, instead of leaving you uncertain until the last moment. → Express printing for agencies — how long does it really take
How they react if a problem comes up. This sounds like a bad-case scenario, but it’s paradoxically one of the most valuable parts of the test. How fast the supplier responds, whether they take responsibility or look for excuses, says more about future cooperation than an order that went smoothly.
5. What to check on delivery
The test only ends once the order actually reaches you. This is the moment to compare the result against the test card from point 3, rather than just judging on general impression:
– compliance with what was agreed — dimensions, material, format, technology,
– finishing quality,
– completeness of the order,
– condition of the shipment and how it was packed,
– colour against the agreed reference point — if it was set as critical.
6. How to decide on the next step
One order is rarely enough for a full assessment. It usually takes a few test orders to show whether a good first result was the standard or a lucky break. The whole process — from first contact to a possible move of your regular volume — usually stretches over a few weeks, and that’s time worth giving it, rather than rushing the decision under pressure.
After each test order, it’s worth asking yourself the same questions:
– Did what arrived match the test card agreed at the start?
– If a problem came up, was it resolved without escalation on your part?
– Would you feel comfortable moving an order you really care about to this supplier?
7. Checklist to save
☐ Checked availability of material samples
☐ Checked minimum volume for a test order
☐ Established policy for handling file errors
☐ Chosen test order: time buffer, no critical brand significance, representative volume
☐ Test card written down: price, deadline, material, format, finishing, packaging, colour reference point
☐ Quote checked for hidden costs
☐ Checked whether the supplier flags deadline risk in advance
☐ On delivery: order compared against the test card (compliance, finishing, completeness, packaging, colour)
☐ Further test orders planned before deciding on regular cooperation
Testing a new print supplier right now?
Tell us which order you’d like to check first — we’ll help you scope a test that will genuinely reduce the risk to your current campaign.