How to Verify a Chinese Supplier Before You Pay A 10 Point Checklist

A practical checklist for overseas small-business buyers who want to reduce avoidable risk before sending money to a new supplier.

Work through each point in writing. Keep the supplier's answers, documents, samples, and approved specifications together so later decisions are based on evidence rather than memory.

Important: This is a practical procurement checklist. It does not constitute legal, financial, compliance, or quality assurance advice.

  1. 1. Confirm the company entity and contact consistency

    Check that the legal company name, business registration details, bank beneficiary name, signatory, sales contact, and document issuer line up. Ask for copies of company documents and independently corroborate key identity details where possible. Treat unexplained differences in names or accounts as a reason to pause.

  2. 2. Lock down the product specifications

    Use a written specification sheet with materials, dimensions, tolerances, colors, components, labeling, and revision numbers. Confirm what is included and excluded, then make the approved revision the reference for samples, quotations, inspection, and production.

  3. 3. Approve a real sample

    Confirm how the sample was produced, whether it comes from the intended production process, and which specification revision it represents. Record approval in writing and retain a sealed or dated reference sample where practical.

  4. 4. Clarify MOQ and order terms

    Confirm the minimum order quantity for each SKU, whether mixed quantities are allowed, price-break thresholds, sample or tooling charges, production timing stated by the supplier, and any conditions that could change the order. Keep these terms in the quotation or purchase documents.

  5. 5. Compare an itemized quotation

    Ask for a written quotation showing unit price, quantity, currency, Incoterm, packaging assumptions, tooling, taxes or fees, quote validity, payment schedule, and exclusions. Compare bids using the same specification and commercial terms rather than headline unit price alone.

  6. 6. Assess payment risk before transferring funds

    Match the bank beneficiary to the supplier entity. Be cautious with personal accounts, recently changed bank details, or unexplained third-party accounts. Confirm bank instructions through an independent channel and use written documents that clearly identify the supplier, order, amount, and payment stage.

  7. 7. Check document consistency

    Compare the company name, address, product specification, quantity, unit price, currency, bank beneficiary, and order references across the quotation, proforma invoice, contract or purchase order, and other key documents. Resolve discrepancies before payment or production proceeds.

  8. 8. Confirm packaging requirements

    Specify retail packaging, inner packs, master cartons, labels, barcodes, carton marks, and any handling needs. Confirm carton dimensions, weights supplied by the supplier, packaging samples, and the checks that will be used to verify the agreed packing standard.

  9. 9. Define the inspection scope

    Write down what will be inspected, when, where, how many units will be checked, the acceptance criteria, and how photos, results, and defects will be recorded. Agree who will perform the check and what happens if the goods do not match the approved specification or packaging.

  10. 10. Complete a pre-shipment confirmation

    Before shipment, confirm the production quantity, product revision, packaging, inspection results, shipping marks, and final shipment details. Verify the final weights and dimensions before any shipping fee is charged, and keep product payment separate from service and shipping fees.

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