1. Confirm the legal entity
Match the company name on the quotation, bank account, business licence and factory address. A trading company is not automatically a problem, but it should be clear which company is responsible for the contract and production. Ask for the production address separately from the registered office.
2. Establish what is made in-house
Ask which processes the supplier controls, such as cutting, sewing, injection moulding, assembly, printing and packing. If major steps are outsourced, ask who manages the incoming quality check. For a complex product, too many unknown subcontractors increase inconsistency and delay risk.
3. Check comparable production
Request recent photos or a short live call showing the relevant production line and products similar to your item. Generic factory photos are not enough. The goal is to confirm that the supplier understands your product category and can demonstrate the specific processes your order requires.
4. Treat certificates carefully
Check the document number, product model, issuing laboratory, test date and whether the certificate belongs to the supplier or only to a material. A certificate for one material does not automatically cover the finished product, and a supplier declaration is not the same as an accredited test report.
Match the certificate’s product name, model and material to the exact item you intend to buy.
5. Validate payment details
The beneficiary name should match the contracting supplier. Be cautious if the bank account belongs to an unrelated individual or if payment instructions change by email at the last minute. Confirm changes through an independent channel and keep written records.
6. Use a controlled sample process
Record the sample’s dimensions, weight, material, colors and packaging. Test the functions that matter in use, then approve the sample in writing. If a production sample differs, resolve the difference before mass production begins.
7. Inspect before shipment
Define the acceptance criteria in advance. Typical checks include quantity, dimensions, workmanship, color consistency, labels, packaging and carton condition. For higher-risk products, include functional checks and third-party testing. Keep photos and written findings for any corrective action.
Warning signs
- Company, bank account and contract names do not match.
- The supplier avoids questions about the production address.
- Certificates are unreadable, expired or unrelated to the product.
- Payment details change unexpectedly by email.
- The quoted price is far below comparable offers without a clear reason.
What verification can and cannot do
Verification reduces uncertainty; it does not replace a written contract, approved sample or inspection plan. The strongest process combines identity checks, capability evidence, a controlled sample, clear payment terms and shipment inspection.