China Supplier Verification Checklist
Most supplier problems are visible before the first payment. This checklist sets out what to confirm about a Chinese supplier, in what order, and what each check can and cannot tell you. Work through it before you transfer a deposit or approve tooling.
1. Confirm the legal entity
Start with identity. A trading name, a marketplace storefront and a legal entity are three different things, and only the last one can sign a contract.
- Ask for the business licence and read the Chinese name, not only the English translation.
- Check the unified social credit code against the public registration record.
- Confirm the registered business scope covers the products you intend to buy.
- Check the registered capital, establishment date and current registration status.
- Confirm the bank account name matches the legal entity exactly before any payment.
2. Separate factories from trading companies
Both can be appropriate. The risk is not knowing which one you are dealing with, because it changes pricing, lead time and quality control.
- Ask directly whether the supplier manufactures the product or buys it in.
- Compare the registered business scope with the claimed production activity.
- Ask which production steps happen in house and which are subcontracted.
- Request photographs or video of the production line for your product type.
- Ask for the factory address and check it against the registered address.
3. Assess production capability
Capability questions establish whether the supplier can actually deliver your order at your quality level and volume.
- Ask about monthly capacity for your specific product, not the whole factory.
- Ask which machines and processes are used for the critical steps.
- Ask how many people work on production and quality control.
- Ask about experience with your destination market and its requirements.
- Ask what happens when a batch fails an internal check.
4. Review documents and certificates
Certificates are only useful when they cover the right product, the right standard and a valid period.
- Check that each certificate names the product you are buying.
- Check the issuing body, certificate number and expiry date.
- Verify the certificate number with the issuing body where that is possible.
- Ask for test reports rather than certificates alone where a standard applies.
- Treat undated or unsigned documents as unverified.
5. Review the quotation commercially
A quotation that is far below the market usually hides a material change, a different specification or an unrealistic lead time.
- Confirm the incoterm, currency, validity period and payment terms in writing.
- Confirm what the unit price includes, such as packaging, tooling and testing.
- Compare at least three quotations against the same written specification.
- Ask what would cause the price or lead time to change after the order.
- Ask for the tooling cost and confirm who owns the tooling afterwards.
6. Record the open risks
Close the check with a written record. A verification that lives only in a chat thread is difficult to act on later.
- List what was confirmed, what was not confirmed and what remains unclear.
- Note any answer that changed during the conversation.
- Decide which open points must be closed before the deposit.
- Keep copies of the licence, certificates and the final quotation.
Limitations of this guide
- A verification describes the supplier at the time of the check. It does not predict future performance.
- Document review cannot detect every forged or borrowed certificate.
- A satisfactory check does not remove the need for inspection before shipment.
- This guide is general information. It is not legal, tax or customs advice for your product.