1. Confirm the legal and trading identity
Collect the supplier’s exact registered name, physical location, responsible directors or authorised contacts, tax and registration information where relevant, and the banking details proposed for payment. Names on quotations, contracts and accounts should be consistent, and unexplained changes require clarification.
2. Check that the supplier actually controls the offer
A trader may have access to goods without manufacturing or owning them. Ask whether the supplier is the producer, authorised distributor, stockholder or intermediary. Each model can be legitimate, but the buyer needs to understand who controls inventory, specifications, pricing and delivery.
3. Test capability against the specific order
General company profiles do not prove capacity for a particular requirement. Ask for recent evidence relevant to the product, quantity, quality standard, packaging and timeline. Where appropriate, request production schedules, stock evidence, equipment information or references that can be independently checked.
4. Use samples and technical evaluation
A sample should be identified, documented and tested against the buyer’s specification. Confirm whether the final shipment will come from the same source and process. For technical or regulated goods, use qualified laboratories, engineers, inspectors or other independent specialists.
5. Visit or inspect through an independent provider
A site visit can confirm location, operations and responsible personnel, but it should be planned around specific questions. For higher-value orders, an independent inspection provider can verify quantity, condition, packing or loading at an agreed stage.
6. Review the commercial documents carefully
The quotation or pro forma invoice should describe the goods, quantity, unit price, currency, validity, delivery terms, timing, payment schedule and responsibility for freight, insurance, taxes and export documents. Ambiguous descriptions create disputes later.
7. Select a payment structure that reflects risk
Avoid relying only on urgency or promises. The payment method should match the transaction value, relationship history and verification completed. Banks, escrow providers, letters of credit or staged payments may reduce some risks when properly structured, but professional banking and legal advice may be needed.
8. Use a written contract for material transactions
The agreement should cover specifications, inspection rights, delivery, rejection, remedies, governing law, dispute handling and the exact parties receiving and making payment. A sourcing agent or introducer should not replace a direct contract between buyer and supplier.
9. Continue monitoring after the first order
Verification is ongoing. Compare delivered quality and timing with the agreement, document issues, retain transaction records and reassess any material changes in ownership, bank details, production location or product source.
Practical checklist
- Registered and trading identity checked
- Physical location and responsible contact confirmed
- Role as producer, distributor or intermediary understood
- Capability evidence reviewed against the exact order
- Sample or technical evaluation completed where needed
- Independent inspection considered
- Commercial and banking details consistent
- Contract and payment safeguards approved