Verifying a Chinese supplier before placing an order is the single most important step in the sourcing process. A supplier may have an impressive website, fast email responses, and attractive pricing — but none of that tells you whether their factory actually exists, whether their production lines can meet your specifications, or whether they have real experience shipping to your market. This checklist organizes the verification process into four categories, giving you a systematic framework to evaluate any supplier.
Print this page or use it as a digital checklist during factory visits, video audits, or document reviews. Each checkpoint includes notes on what to look for and why it matters.
Category 1: Basic Company Information
Confirm the supplier is a legitimate, registered entity with a verifiable track record.
| ✓ | Checkpoint | What to Verify |
|---|---|---|
| 1. Business License Basic | Request a copy of the supplier's business license (营业执照). Verify the registered company name, legal representative, registered capital, and business scope. Cross-check with the National Enterprise Credit Information Publicity System (国家企业信用信息公示系统) or third-party verification services. Why it matters: Many trading companies pose as manufacturers; the business scope must include "manufacturing" (生产/制造) if they claim to be a factory. | |
| 2. Company Age Basic | Check how long the company has been in operation. Companies under 2 years carry higher risk — they may have limited production experience and weaker financial stability. Why it matters: A 5+ year track record suggests the supplier has survived market cycles and built operational processes. | |
| 3. Registered Address vs. Actual Location Basic | Confirm that the factory's physical address matches the registered address. Discrepancies can indicate a shell company, a trading office posing as a factory, or recent relocation without updating records. Why it matters: If the addresses don't match, you need a clear explanation — and independent verification. |
Category 2: Production Capability
Assess whether the supplier can actually produce your product at the required quality and volume.
| ✓ | Checkpoint | What to Verify |
|---|---|---|
| 4. Factory Floor Tour (Live or Recorded) Production | Request a live video walkthrough of the production floor — not pre-recorded marketing footage. Look for: actual machines running, raw material inventory, work-in-progress, finished goods storage, and worker activity. Why it matters: A real factory tour reveals production scale, organization, and housekeeping standards that no brochure will show. | |
| 5. Key Equipment List Production | Ask for a list of major production equipment (brand, model, year, capacity). For building materials, this includes: forming lines (Hatschek, extrusion, or press), autoclaves, curing chambers, cutting/trimming lines, and sanding/calibration equipment. Why it matters: Equipment age and type determine production consistency and maximum achievable quality. | |
| 6. Annual Production Capacity Production | Request documented capacity data: how many units or square meters the factory produces annually, current utilization rate, and lead time for a new order of your size. Why it matters: A supplier running at 95%+ utilization will struggle to accommodate your order without delays. Conversely, very low utilization may signal declining business. | |
| 7. Raw Material Sourcing Production | Understand where key raw materials come from: cement type and grade, fiber source (cellulose pulp supplier, synthetic fiber brand), mineral fillers, and any imported components. Why it matters: Raw material quality directly determines final product quality. A supplier that can't name their material sources may be buying opportunistically with inconsistent quality. |
Category 3: Quality Management System
Evaluate whether quality is systematic (built into processes) or reactive (inspected at the end).
| ✓ | Checkpoint | What to Verify |
|---|---|---|
| 8. Quality Certifications Quality | Request current copies of ISO 9001 (quality management), ISO 14001 (environmental), and ISO 45001 (occupational health & safety) certificates. For building materials, also ask for product-specific certifications: EN 12467, ASTM C1186, JC/T 412.1 test reports, fire classification reports (A1/A2), and any regional compliance marks (CE, UKCA, etc.). Why it matters: Certifications must be current (check expiry dates) and issued by accredited bodies — not self-declared. | |
| 9. In-House Testing Laboratory Quality | Does the factory have an on-site lab? Request photos or a video walkthrough. Key equipment to look for: universal testing machine (flexural strength), moisture meter, dimensional measurement tools, water absorption testing apparatus, freeze-thaw chamber (for exterior-grade products). Why it matters: Without in-house testing, the supplier relies entirely on periodic external lab reports — quality issues may go undetected between tests. | |
| 10. In-Process Quality Control Points Quality | Ask the supplier to describe their QC checkpoints during production. Typical stages: incoming raw material inspection, slurry mix ratio verification, forming thickness monitoring, pre-cure dimensional check, post-cure strength sampling, post-processing inspection (edges, surface, flatness), and final batch audit before packing. Why it matters: Catching defects at each stage is far cheaper — and more reliable — than inspecting only finished goods. | |
| 11. Defect Rate and Rework Policy Quality | Ask for documented average defect rates over the past 12 months, broken down by defect type. Understand their rework/rejection procedure: what triggers a full batch re-inspection, and under what conditions a batch is scrapped. Why it matters: A supplier that cannot or will not share defect data either doesn't track it (bad) or has something to hide (worse). |
Category 4: Export Experience & Logistics
Verify the supplier can handle international shipping, documentation, and after-sales support.
| ✓ | Checkpoint | What to Verify |
|---|---|---|
| 12. Export Track Record Export | Request a list of export destinations and a reference customer (with permission to contact). Verify through bills of lading, export declaration forms, or shipping records. Why it matters: Exporting to one country does not equal competence in your market — each destination has unique documentation, standards, and logistics requirements. | |
| 13. Packaging for Export Export | Review the supplier's export packaging specification: pallet type (ISPM 15 heat-treated for wood), corner protection, moisture barrier (shrink wrap/VCI), stacking limits, and container loading plan. Request photos of recent export shipments. Why it matters: Damage during transit is one of the most common — and avoidable — sources of loss. Domestic packaging is rarely adequate for ocean freight. | |
| 14. Documentation Capability Export | Confirm the supplier can provide: commercial invoice, packing list, bill of lading, certificate of origin (Form E/Form F/CO if applicable), test reports, and fumigation certificate (if required). Ask to see sample documents from a recent shipment to your region. Why it matters: Incomplete or incorrect documentation causes customs delays, demurrage charges, and in some cases cargo rejection. | |
| 15. After-Sales & Claims Procedure Export | Clarify the claims window (how many days after delivery), required evidence (photos, samples, third-party inspection report), and resolution options (replacement, credit, refund). Get this in writing. Why it matters: An informal "we'll take care of you" is not a claims procedure. Without a written policy, disputes become protracted and expensive. |
Frequently Asked Questions
Q: Can I use this checklist without visiting the factory?
Yes. While an in-person audit is ideal, many checkpoints can be verified remotely: request a live video tour (Checkpoint 4), ask for document scans (Checkpoints 1, 8, 12), and use third-party inspection services for independent verification. A professional sourcing agent can also perform these checks on your behalf.
Q: What is the single most revealing checkpoint?
If you can only verify one thing, prioritize the live factory video tour (Checkpoint 4). Watching production in real time — machines running, workers present, material flowing — tells you more about a supplier's capabilities than any certificate. Pay attention to organization, cleanliness, and whether the scale matches their claims.
Q: How do I verify certifications are genuine?
Every accredited certification body maintains a public certificate database. For ISO certificates, look up the certification body's accreditation (e.g., UKAS, ANAB, CNAS) and verify the certificate number on their website. For product test reports (EN 12467, ASTM C1186), contact the issuing laboratory directly to confirm authenticity.
Q: What if a supplier refuses to provide some of this information?
Context matters. A supplier reluctant to share their business license or factory address is a red flag — walk away. However, some information (exact defect rates, customer references) may require an NDA or a more established relationship. Distinguish between "we can't share that yet" (reasonable with explanation) and "we won't share that" (concerning).
Q: Should I hire a third-party inspection company?
For first-time orders above $10,000 or when you cannot visit personally, yes. Companies like SGS, Bureau Veritas, and Intertek offer factory audit and pre-shipment inspection services in China. Expect to pay $300–$800 per audit day depending on scope and location. A sourcing agent can also coordinate this as part of their service.
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