Free Tool

Supplier Vetting Checklist

27 questions to ask before placing your first order with a Chinese supplier. Bad suppliers are the single biggest reason solo importers lose money — this checklist filters out 80–90% of the risk in about 30 minutes.

How to use this

Run a candidate supplier through every question. Note the answers in writing — paste them into a doc, do not just remember.
If you get an evasive or “we will tell you later” answer to a Category 1 or 2 question, walk away. There are 10,000 other suppliers.
Anything in Category 4 (Terms) needs to end up in the proforma invoice (PI), not just in chat. Verbal promises do not survive disputes.
Re-run the full checklist for every new supplier, even if a previous one passed. Past success does not transfer.

Verify the entity is real

What is their registered company name and business license number? Cross-check on gsxt.gov.cn (China’s official business registry).
Does the registered legal entity name match the name on the Alibaba/1688 store and the bank account they want you to wire?
How many years has the company been registered? (Be cautious of companies under 2 years old, especially for high-value orders.)
Is the registered address industrial or residential? A residential address often signals a trading desk, not a factory.
What is their official email domain? Free Gmail/QQ accounts are common but a red flag for $5,000+ orders.

Confirm they actually manufacture (not resell)

Will they share a live video walkthrough of the production line during a video call? (Pre-recorded photos are easy to fake. Live video is the gold standard.)
What is the factory address, and how many workers do they employ?
Do they own the machinery for this product category, or is it outsourced to a partner factory?
Do they have brand registrations or design patents on similar products, or only OEM/white-label work?
Will they accept an in-person visit (yours or a third-party inspector’s)? If yes, that is a strong positive signal.

Check product capability

Can they ship three real samples from past production runs (not staged showroom pieces) within 7–10 days?
What certifications does this product have? (FDA, CE, RoHS, FCC, CPSIA — depends on category and destination.)
What is their typical defect rate, and which AQL standard do they inspect against (e.g., AQL 2.5)? Why AQL matters →
What is the MOQ for sample order, first production order, and reorder?
What is the production lead time for 100 / 500 / 1000 units?
Can they handle small custom branding (logo print, custom tags), or is everything generic?

Lock in communication and commercial terms

Who is your assigned account contact, and what is their direct WeChat ID and email?
Do they reply within 12 hours during their working day (China time)? Slow response now means very slow response when there is a problem.
What payment terms do they offer? (30% deposit + 70% before shipment is the standard. 100% upfront is a red flag.)
Do they accept Alibaba Trade Assurance, escrow, or PayPal for samples? (Big positive — adds dispute leverage.)
What is their cancellation and refund policy if samples are unacceptable?
Will they put quality specifications, tolerance, and inspection terms into the PI (proforma invoice), not just chat? If they refuse, walk away.

Logistics readiness

Do they handle export documentation (Commercial Invoice, Packing List, Bill of Lading), or do you need a freight forwarder?
What is their nearest port of export (typically Yantian, Ningbo, Shanghai, Qingdao)?
What Incoterms are they comfortable with — FOB, EXW, DDP? Incoterms primer →
Have they shipped to your country before? Any past customs issues or rejected shipments? (This matters more in 2026 with stricter CBP enforcement.)
Will they provide HS codes for customs declaration, or do they expect you to classify? (They should at least suggest one — but verify it yourself against the HTS database.)

Supplier Vetting Checklist — 27 Questions