Supplier verification
China Supplier Due Diligence Checklist: Before a First Order
Use this China supplier due diligence checklist to review the exact supplier, product capability, evidence and open decisions before a first order.
“Customisation available” is a starting point, not a product definition. A useful buyer brief identifies the existing product, the exact change requested, the version to review and the questions that still need confirmation before a sample, price discussion or production decision.
Identify the starting product before you describe the change
Begin with the exact existing model, source link, sample or labelled product images. A supplier catalogue can contain several similar versions, so “customise this one” is not enough unless the chosen size, material, color, components and included items are clear.
Give the product an internal reference name and keep the selected base version separate from alternatives. If you are deciding between two models, ask for each to be reviewed independently. This avoids a later sample, price or message being attached to the wrong starting point.
- Source link, labelled image set or sample reference
- Selected base model and exact variation
- Internal product reference and document date
- Alternatives shown separately, not merged into one request
Describe one requested change in observable terms
State what should change and what should remain the same. Describe the relevant physical field: size, material, finish, color direction, component, included accessory, assembly detail, artwork location or packaging element. Where a measurement matters, include the unit and where it is measured.
A photo, sketch or sample can make the intended appearance easier to understand, but it does not automatically define every hidden part of the product. Label visual references clearly and write the important unknowns beside them. Do not replace a product requirement with “same as picture” when the material, construction or variation still needs a decision.
Separate a supplier option from your approved requirement
A supplier may offer a material, color, component or packaging choice. Record it as an option until you have reviewed and approved the relevant detail. Availability, a marketplace claim or an old sample does not turn that option into the final product requirement.
Keep a short decision list with three states: confirmed by the buyer, proposed for review, and still unknown. This makes it easier to see which points can be discussed and which ones cannot yet be used as a stable basis for a sample, price direction or inspection plan.
Keep variations, quantity and packaging attached to the change
For products with multiple colors, sizes, bundles or designs, state which variations receive the change and the intended quantity for each. A change may apply to one color only, to a particular component set or to every version; the total quantity alone does not communicate that distinction.
Include the relevant packaging impact. A new size, component or retail presentation can affect protection, inserts, labels, carton configuration or artwork review. If packaging is undecided, mark it as an open point rather than assuming the current product page packaging remains suitable.
Plan the sample and approval evidence before moving forward
Ask what evidence can be reviewed for the requested change: an existing sample, a modified sample possibility, photos, measurements, material reference or other agreed information. Then state who reviews it and what needs approval. The purpose is to make the next decision visible, not to promise that every requested modification can be produced.
If the revision changes a product detail that matters to price, timing, packaging or inspection, revisit that part of the brief after the detail is clarified. A sample discussion should not be treated as a final production instruction while important product decisions are still open.
Maintain a simple version record for every revision
When a request changes, record the version date, the field changed, the previous and new description, the source image or file, and the reviewer. A short change log is enough to prevent a supplier message, a sample photo and a buyer note from referring to different versions of the item.
Use the sourcing request form to record the active product page, customization notes, quantity, target price direction and buying context. On desktop Chrome, the guided helper saves the active product page only after your click, and lets you edit the item before submission. Support starts from US$1,000 and is subject to scope review; a saved page or customization brief is not a final specification, quote or order.
Ready to organize a product?
Use the China sourcing request form for one item, review the completed sourcing brief example, or read about the guided Chrome helper for a multi-product project. Sourcing support starts from US$1,000 and is subject to scope review.
