China Supplier Due Diligence Checklist: Before a First Order

Define the supplier and product you are actually reviewing

Start with one exact product reference, selected variation and intended buying context. A supplier may sell several similar models, while a marketplace page may describe multiple materials, sizes or bundles. If you cannot identify the version you want reviewed, it is difficult to tell whether any later sample, quotation or capability statement applies to the same item.

Write down what decision the review is meant to support. It may be a first sample, a quotation comparison, a small trial order or a production discussion. Keep unanswered questions in the record rather than treating a general catalogue claim as an answer. This makes it easier to decide what evidence matters next and what can wait until the product definition is more stable.

• Supplier name and the contact channel used
• Exact product link, model or labelled image set
• Selected variation, required quantity and destination context
• Decision being prepared and questions still open

Separate the business identity from the storefront

A shop name, trading name and legal entity name may not be written in the same way. Ask the supplier to state the business name that will appear on the commercial documents, its operating address and the person responsible for the quotation. Keep this information beside the contact details you have already used, rather than assuming that a listing profile settles the identity of every party involved.

Then connect the supplier to the product record. A product specification sheet should identify the selected model, material, dimensions, components and packaging context that are relevant to your enquiry. If a supplier offers alternatives, record them as alternatives. Do not let a similar catalogue page quietly become the product version you intend to buy.

Review product capability with product-specific evidence

Ask what evidence relates to the exact configuration, not only to the wider product category. Depending on the item, useful evidence can include labelled product photos, a current sample, material information, measurements, packaging views, production images or a clear explanation of what is proposed versus already made. Evidence should be dated or versioned where that distinction affects the decision.

A sample is helpful when it answers a defined question. Compare the sample, photo set or drawing with the chosen version and record differences in clear terms. If you request a change, keep the requested change, supplier option and open point separate in the sample feedback record. A sample or video does not by itself confirm price, future availability, final quality or delivery timing.

Check process claims against the requirement you have

General statements about experience, certificates or quality systems are not a substitute for a product-specific compliance brief. Start with the destination market, exact product and requirement you already know, then ask what evidence is available for that version. If a requirement is uncertain, label it as a question for the appropriate adviser or responsible team instead of asking the supplier to make an unsupported assurance.

Use an inspection checklist to define what would need checking later: the selected product, measurable points, packaging condition, quantity basis and acceptable evidence. This does not appoint an inspector or create an inspection result. It keeps the future quality conversation attached to the same product version instead of a broad description such as “check everything”.

Treat calls, visits and files as evidence with limits

A video call or site visit can help you ask better questions about a visible process, workspace, sample or packaging area. Prepare a short list of observations to request and label any screenshots, files or notes with the date and product reference. A view of a facility can add context, but it does not independently confirm ownership, capacity, product approval or a future production schedule.

Keep source files and answers together with the question they answer. If an answer changes a material, component, quantity, price direction or timing assumption, update the working record. That makes it possible to see whether a conclusion still relies on current information rather than an earlier message about a different product or condition.

Make the next decision explicit

End the review with a short decision log: what you have checked, what remains open, what evidence you still need and who owns the next action. A first order may still require a sample revision, a clearer quotation, a packaging decision, a product requirement review or a separate shipping discussion. Naming those dependencies is more useful than treating due diligence as a one-time pass or fail label.

When you are ready to request sourcing review, submit the product link, selected version, quantity direction, target price direction, destination and the relevant evidence or questions. China Sourcing Team supports product projects from US$1,000, subject to scope review. A submitted brief does not approve a supplier, verify a business or create a purchase commitment.