How to Plan a First HIFU OEM Order from Sample to Delivery

Before you pay for a HIFU sample, ask the supplier what you’ll receive. Will it be a standard machine, or the version you want to sell under your own brand? That answer helps you decide what to check when it arrives.

OEM is short for original equipment manufacturer. With this kind of order, you may start with an existing machine and add your branding or other changes the supplier agrees to make.

You can plan the order one step at a time. Check the sample, agree on any fixes, and confirm which version the supplier can build. Then check the finished batch before it ships and again when it arrives. Keep those decisions in writing so both teams know what happens next.

Start with what you want to order

Write a short note for the supplier. Say where you’ll sell the machine and which model you want. Add what you expect in the box and how many units you’re considering. Include any requests for your logo, a different language, or design changes. Ask the supplier to confirm which changes are possible and what they cost.

Take that list to an aesthetic equipment manufacturer such as fotromed and ask what its OEM or ODM service would cover for your order. Talk through the branding or design changes you want, what they would cost, and which version will arrive as your sample. If some changes will come later, agree on how you’ll check them before the first batch is made.

Get the sample price and the price for the batch in writing. Check the minimum quantity, what’s included, and when each payment is due. Also ask when the quoted production time starts. It may depend on your approval of the final machine details and branding. Before you commit, have someone who knows the rules in your sales market check the documents needed for that model.

Before paying for the sample, agree on when it should arrive and when your team will check it. Add dates for any planned changes. Set expected dates for production, shipping, and arrival of the first batch too. You can update that plan as you check the sample and confirm the changes.

Choose one person on your team to confirm changes and give the supplier the go-ahead to build. Ask who on the supplier’s side will pass those decisions to the factory.

Check the sample against what you agreed

When the sample arrives, have the order details beside you. If it’s a standard machine with branding still to come, keep a note of what you’ll check later.

Start with a few checks you can work through with your team.

• Match the model, voltage, and plug to what you agreed before setup.
• Compare the handpieces, cartridge types and quantities, and other accessories with the order.
• Check that the screen language, control labels, and instructions agree with each other.
• Look for damage, missing items, or anything different from the sample you ordered.

Have trained staff set up the machine and check its functions using the manufacturer’s instructions. Keep the serial number, the machine and accessory details, the date, and the name of the person who checked it.

Give the supplier enough detail to understand a problem. If a screen shows the wrong wording, for example, send a photo and say which screen it is. That gives the supplier something specific to fix.

Agree on how you’ll check each fix. For a logo in the wrong place, you may be able to review an updated photo. For a change that affects how the machine works, ask the supplier which functions need another check. Give your approval once the fix is complete and trained staff have checked the result.

Agree on the changes before you say yes

Keep one list of the things that need fixing. For each item, write down what you expected, what arrived, who will fix it, and how you’ll check the result. Mark it finished after you’ve reviewed the fix.

As you compare HIFU machines, make a note of the exact model and the parts you want with it. By the time you’re ready to approve the first batch, that note should name the handpieces, cartridge types and quantities, and other accessories. Use it to check that the sample, final quote, and production order all describe the same package.

Fotromed, company homepage OEM/ODM information and HIFU Machine product category. Checked November 9, 2026.

Once the fixes are right, confirm the version you want the supplier to build. Keep a dated list of the machine and accessories, the final logo files, and the sample’s details. Include any changes made after you checked the sample, along with the photos or check results used to confirm them. Both teams need the same final files.

If you request another language, accessory, or design change later, ask the supplier to confirm whether it’s possible. Ask what it will cost, how it will be checked, and whether it will delay production. Agree on those details before the factory makes the change.

Agree on the batch and the dates

Before giving the go-ahead, confirm the quantity and the exact machine, accessories, and branding to be supplied. Include the details of the sample you agreed to use as a reference. The factory then has a clear description of what to build.

Agree on the checks for the finished machines and what counts as a pass. Ask which checks the supplier will do on every machine and which it proposes to do on selected units. Also agree who will record the results and how a failed check will be handled.

Once you’ve agreed on the final version, confirm when the batch will be finished and when it will ship. Ask when you can expect it to arrive too. If a change delays production, get the shipping and arrival dates updated before promising delivery to your customers.

You can keep the main decisions in a simple order sheet.

Step	What to agree	What to keep
Before ordering the sample	What the sample and first batch will include	The agreed list and quote
After checking the sample	What passed and what needs fixing	Sample details, photos, and notes
After the changes	Which version the factory will build	Final files and results of the checks
Before production	How many units to make and how to check them	Written go-ahead, check plan, and dates
Before shipping	Whether the finished order is ready to leave	Check results, packing list, and shipping approval
When it arrives	Whether everything matches the order	Arrival checks and records of completed fixes

Before you give the go-ahead, agree on how the checks fit with your payment dates. Ask what the warranty covers and who pays repair and transport costs. Write those terms into the order. Once those details are settled, give the supplier the go-ahead to make the batch. You’ll review the finished machines and packed accessories again before shipping.

Look over the order before it ships

Ask for the agreed check results and packing photos or video. They should identify your order and show the details you want to review. Compare the serial numbers, machine and accessory details, quantities, and labels with what you agreed.

If the supplier proposes a replacement part or accessory, check and approve it before shipping. For any failed check, ask for the fix and the result of another check before giving your go-ahead to ship.

Ask who books the freight and who handles import clearance. If insurance is part of the agreement, confirm who will arrange it. Check the receiving address and contact person too.

If you’re using Incoterms, write down the rule, the full location named in the agreement, and the version used. These trade rules explain which delivery duties, costs, and risks belong to you and which belong to the supplier.

Source. International Chamber of Commerce, Incoterms 2020 overview, checked November 9, 2026.

Ask your importer or freight forwarder which documents the shipment needs. Compare the draft invoice and packing list with your order, including the goods described, quantities, and package details. Sort out any differences while the goods are still with the supplier.

Source. International Trade Administration, Common Export Documents, checked November 9, 2026. The guide recommends asking the importer or freight forwarder which documents are needed and keeping invoice and packing-list details consistent.

Check everything as you unpack

Before delivery, make sure your receiving team knows who to contact about a problem and the agreed deadline for reporting it. Take photos of the packaging when it arrives. Record visible damage and keep the packing materials needed to investigate it.

Compare the contents with the packing list and order. Check serial numbers, handpieces, cartridges, and instructions. Have trained staff complete the agreed setup and function checks using the manufacturer’s instructions.

For anything missing, different, or faulty, note which machine is affected and what you expected to receive. Add photos or check results so the supplier can see the problem. Set aside any unit that fails the agreed checks until the supplier resolves the problem and it passes a recheck.

Source. Medicines and Healthcare products Regulatory Agency, Managing Medical Devices, January 2021, sections 3.3 and 5.1. This UK guidance covers equipment needs, delivery checks, and records. Checked November 9, 2026.

Agree on a contact, an action, and a target date for each remaining problem. Check that the fix works or the missing item arrives before marking it finished. You’ll then have a record of the machine version and any changes to use when discussing a repeat order.

Send a short sample request

Start by sending the supplier your order details and the steps you’d like to agree on. Before paying for the sample, ask the supplier to confirm what the sample will help you check, what’s included, and who will give the go-ahead for production. If you already have a sample, list the unanswered questions and unfinished fixes. Agree on what needs to happen before you can confirm the next step.