Choosing the wrong supplier is one of the most expensive mistakes a business can make when buying overseas. The checks below will not remove every risk, but they will screen out most of the problems before you pay a deposit.
1. Confirm the company is real
- Ask for the supplier’s business registration and check it against the official company register in its country.
- Make sure the name on the registration matches the name on quotations, contracts and, crucially, the bank account you would pay.
- Check whether you are dealing with the manufacturer or a trading company. Both can be fine, but you should know which.
2. Check they can actually make your product
- Ask what they produce today, for whom (in general terms), and at what volumes.
- Request photos or video of the production line for products like yours.
- Ask which parts of the process are done in-house and which are subcontracted.
3. Ask for relevant certifications
Which certificates matter depends on your product and market. Ask for copies, check they are current and that they cover the product and site you are buying from. Make sure your product can meet the rules that apply in the market where it will be sold, whether that is the UK or elsewhere.
4. Test with samples
Order samples before committing to production, and judge them against a written specification rather than a general impression. Keep an approved “golden sample” as the reference for later inspections.
5. Put the specification and quality terms in writing
Write down materials, dimensions, tolerances, finishes, packaging and labelling. Agree what counts as a defect and what happens if goods do not meet the specification. Vague specifications are the most common cause of disputes.
6. Agree payment and delivery terms carefully
- Avoid paying the full amount before production and inspection where you can.
- Be clear about which Incoterms apply, so everyone knows who pays for and is responsible for the goods at each stage of the journey.
- Treat any late change to the supplier’s bank details as a warning sign, and confirm it by phone using a number you already hold.
7. Inspect before shipment
An independent pre-shipment inspection checks a sample of the finished goods against your specification before they leave the factory, when problems are still cheap to fix.
8. Watch the communication
Slow, vague or inconsistent answers during the quotation stage rarely improve after you have paid. Clear, prompt communication is a good sign.