Supplier verification works best when it answers a specific question. You may need to establish the operating entity, clarify whether the supplier controls production, or check the evidence behind a certification claim. Separate those questions so a positive answer to one does not become an assumption about all the others.
1. Identify the business behind the quotation
Ask for the Chinese legal business name, business identification details, registered address and production location. Compare these with the names used in quotations and other documents. A brand name or English trading name may not identify the legal entity by itself.
China's National Enterprise Credit Information Publicity System is an official starting point for business-record enquiries. Record the source and date of anything checked. A registration record alone does not establish current factory capacity, garment quality or suitability for your project.
2. Clarify the production role
Ask which processes happen at the stated location and which are subcontracted. For garments, discuss pattern development, cutting, sewing, decoration and finishing as relevant to the product. If several businesses are involved, ask who is responsible for coordinating the agreed specification.
A document review or video conversation may leave physical questions unresolved. Where the decision depends on conditions at a site, discuss an appropriately scoped visit or specialist audit. Record what was actually observed and what remains a supplier statement.
3. Match evidence to the claim
| Evidence | Question still to consider |
|---|---|
| Business record | Does the supplier have suitable production capability? |
| Factory photographs | When and where were these taken, and who operates the site? |
| Sample garment | How will bulk production follow the approved specification? |
| Certificate copy | Is it valid and does its issuer, entity, site and scope match the claim? |
| Test report | Does it cover the relevant product or material and required test scope? |
Use the relevant issuer's verification process for certification claims. A supplier logo, screenshot or certificate copy should not be treated as a substitute for checking the details. Product testing and destination requirements may need qualified specialist advice.
4. Explain mismatched names before proceeding
If the proposed contracting, invoicing or payment entity differs from the supplier identity you reviewed, request the relationship and explanation in writing. Record the discrepancy for your decision. Do not silently treat a new entity as the one you already checked.
5. Produce a short decision record
Use four columns: claim, evidence received, check performed and open question. Include dates and distinguish independently checked information from supplier statements. Finish with the next action needed, such as requesting a missing document or commissioning a specialist inspection.
The result is a record of evidence and its limits, not a guarantee. Basic supplier checks, factory audits, product testing and pre-shipment inspection answer different questions. For a new supplier search, combine this checklist with the quote comparison worksheet before selecting a sample candidate.
