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Supplier due-diligence check
Most sourcing disasters were visible before the deposit was sent. Tick what you can genuinely confirm — not what you have been assured of — and see how the supplier scores.
Red flags that should stop the order
- Bank account name does not match the company name on the contract, with an explanation involving a relative, a Hong Kong entity or a currency problem.
- Bank details arrive by email or message just before payment, with urgency attached. Call a number you already had.
- Certificate of analysis without a batch number, or with a batch number that does not match your invoice or packing list.
- The certificate's scope excludes your product category — a GMP certificate for soap is not a GMP certificate for capsules.
- Pressure to pay in full before production on a first order, especially on a custom formula where you fund the tooling.
- Reluctance to give references in your category and market, or to allow a video call showing the production line.
- Prices far below every other quotation for the identical specification, with no explanation of how.
- Formula changes offered as "improvements" after you have approved and paid for a specification.
Frequently asked questions
What score should I require before placing an order?
There is no universal threshold, but the shape matters. A supplier who scores well on identity and quality but poorly on documentation is common and usually fixable with a conversation. A supplier who scores well on price and delivery but poorly on identity is a warning worth acting on, because that is the pattern that ends with money sent to an account belonging to someone else.
Does a high score mean I should skip the sample order?
No. The sample verifies the thing itself — appearance, texture, taste, packaging quality, label accuracy — while the checklist verifies the company. Both are needed, and they fail in different ways. Order a paid sample, not a free one, so the sample is drawn from a normal production run.
What is the single strongest signal of a good supplier?
They answer the awkward question directly and with a document. Ask which batch the certificate of analysis covers, or what happens when a shipment fails inspection, and watch whether you get a specific answer or a reassurance. Suppliers who intend to do a good job find specific answers easy.
What if I find a problem after I have already paid?
Stop any further payment, put the problem in writing with dates and photographs, and check your dispute route: the contract terms, the payment method, and whether a letter of credit or escrow was used. Cross-border enforcement is slow, so the practical protections are the ones you built in before paying — which is exactly what this checklist is for.