From the first inquiry to the first shipment, there are countless “what ifs” in between. This article provides an actionable supplier verification process to help you control risk before the first order is placed.
【About Us】
We are a Foshan-based tile manufacturer with over a decade of production history—well-established in the domestic market, now expanding to serve international buyers directly. Our factory operates multiple production lines with an annual capacity of several million square meters. Before we started exploring export, our products were already widely used in commercial complexes and residential developments across China.
We’re new to export, but we’re not new to tile manufacturing. And we’re investing heavily in getting the export side right—from compliance and certification to packaging and logistics.
In international tile trade, the biggest risk for buyers is rarely a failed price negotiation—it’s choosing the wrong supplier.
Product not matching the sample. Delivery delayed again and again. No one to turn to when problems arise. The root cause of these issues almost always traces back to insufficient verification before the first order.
Here’s the reality: tiles are low-attention, high-value products with long shipping cycles. When a supplier fails, the buyer bears not only the loss of goods, but also project delays, customer claims, and even reputational damage.
This article provides a 5-step supplier verification checklist, from initial screening to trial order validation, with actionable steps and judgment criteria at each stage. This process cannot guarantee 100% risk avoidance, but it will help you screen out the vast majority of problematic suppliers before the first order is placed.
Step 1: Request Certification List and Basic Documents
Purpose: Confirm whether the supplier has basic export capability.
When you first contact a supplier, don’t rush to ask for pricing. Request a basic document package first. A legitimate export-ready factory should be able to quickly provide the following:
| Document Type | Details | Judgment Criteria |
|---|---|---|
| Business license | Company registration, business scope, year established | Scope must include tile production/sales; be cautious if established too recently |
| Certifications | ISO 9001, CE, SGS test reports, etc. | Check validity period and whether the factory name matches the supplier |
| Product test reports | Water absorption, breaking strength, slip resistance, etc. | Check whether the testing body is authoritative (SGS, Intertek, BV, etc.) |
| Export records | Customs data, bill of lading copies, customer cases | Suppliers with export records are typically more familiar with export procedures |
Key actions:
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Request scanned copies of certificates and verify certificate numbers through the issuing body’s official website
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Check whether the factory name and address on the certificate match the business license (traders often use factory certificates)
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If the supplier refuses to provide any basic documents, eliminate them immediately
Common red flags:
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Only provides a PDF “company profile” with no verifiable certificates
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Company name on certificates differs from the company name used in the inquiry
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Vague, delayed, or evasive responses when asked for specific documents
Step 2: Request Samples and Test Them Yourself
Purpose: Verify whether actual product quality matches the description.
Samples are the most critical step in supplier verification. A factory that won’t take samples seriously won’t be reliable for bulk orders.
How to properly request samples:
| Action | Explanation |
|---|---|
| Request samples from multiple batches | If possible, request samples from different production batches to observe shade variation |
| Request samples per actual project specifications | Don’t just look at “the best-looking tile”—request samples matching your project’s actual specifications and grade |
| Request test data corresponding to samples | Samples should be accompanied by basic data such as water absorption and dimensional deviation |
| Confirm sample fee policy | Legitimate factories typically charge for samples but deduct from bulk orders, or provide free samples for qualified prospects |
After receiving samples, conduct these tests yourself:
| Test Item | Simple Method | Judgment Criteria |
|---|---|---|
| Water absorption | Drop a few drops of water on the tile back, observe for 5 minutes | Water beading without penetration is good; rapid penetration indicates high absorption |
| Dimensional consistency | Stack several tiles of the same specification, check edge alignment | Noticeably misaligned edges indicate poor dimensional tolerance |
| Shade variation | Observe samples under natural light from different angles | No obvious shade variation should be visible within the same batch |
| Surface quality | Closely inspect glaze for pinholes, bubbles, scratches | First quality should have no visible surface defects |
| Edge and corner integrity | Check all four corners for chips and damage | If the sample is already chipped, breakage rates in transit will be high |
Key actions:
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Don’t rely solely on “retouched product photos” from the supplier—always obtain physical samples
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Compare your own test results with the supplier’s test reports for consistency
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If samples show obvious problems, don’t take chances—samples represent the average quality of bulk production
Step 3: Request Factory Video or Arrange a Factory Visit
Purpose: Confirm that “this factory actually exists and has production capacity.”
Many traders masquerade as factories. But real factories aren’t afraid to show you.
Video verification (for situations where distance makes on-site visits impractical):
Request live video footage of the following:
| Video Content | Verification Purpose |
|---|---|
| Production line overview | Confirm actual production equipment exists, not an empty shell company |
| Press/kiln equipment | Confirm equipment model and tonnage match descriptions |
| Warehouse inventory | Confirm regular stock exists, rather than “sourcing after receiving orders” |
| Packaging area | Observe whether packaging processes are standardized, whether corner protectors and stretch film are used |
| Container loading | If a shipment is being loaded, request footage of the loading process |
Key actions:
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Require the current date or company identifier to appear in the video to prevent use of downloaded footage
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During video calls, ask the person to walk around and film live rather than playing pre-recorded videos
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Record equipment models and production line counts seen in the video for cross-verification in later communications
On-site factory visit (strongly recommended if feasible):
| Inspection Item | Focus Areas |
|---|---|
| Production workshop | Is equipment running? Are workers present? Is the environment organized? |
| QC laboratory | Are basic testing equipment available (water absorption testing, dimensional measurement, etc.)? |
| Finished goods warehouse | Is inventory sufficient? Is packaging standardized? |
| Raw material warehouse | What is the quality of raw materials? Is there a stable supply source? |
| Management team | Is communication professional? Are they familiar with products and processes? |
Common red flags:
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Refuses video calls, or only sends “promotional” videos
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Video shows only offices and showrooms, no production equipment
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Makes various excuses when a factory visit is requested (“we’re renovating,” “the factory is on holiday”)
Step 4: Verify Export Records and Customer Cases
Purpose: Confirm the supplier has real export experience, not just starting out.
For factories just beginning to export, having no export records is normal—but what matters is whether they are transparent about it and whether they have the capability to complete the export process.
What to verify:
| Verification Item | Details | Judgment Criteria |
|---|---|---|
| Customs export data | Queryable through third-party data platforms | Suppliers with continuous export records are more reliable |
| Bill of lading copies | Request samples from past orders (sensitive information may be redacted) | Providing B/L copies indicates actual shipments |
| Customer cases | Request 1-2 referenceable customer cases | Understand what type of customers they serve |
| Export destinations | Ask about main export markets | Whether export markets match your target market |
For factories without export records, how to judge?
| Inspection Item | Explanation |
|---|---|
| Transparency | Admitting “we’re new to export” is more credible than pretending to have years of experience |
| Export planning | Have they researched certification, packaging, and logistics requirements for target markets? |
| Documentation capability | Can they provide standard templates for packing lists, commercial invoices, certificates of origin? |
| Export partnerships | Have they established relationships with freight forwarders, customs brokers, and certification bodies? |
Key actions:
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Don’t be misled by vague claims like “we export to many countries”—ask for specific countries and customer types
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If they claim export records, request verifiable proof (B/L, customs declarations, etc.)
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For new export factories, focus on “readiness” rather than “length of history”
Step 5: Start with a Small Trial Order
Purpose: Verify the supplier’s actual fulfillment capability with controlled risk.
No matter how thorough the previous verification steps were, always start with a small trial order. A trial order is the most authentic way to verify a supplier.
Core principles of a trial order:
| Principle | Explanation |
|---|---|
| Small quantity | Enough to verify quality and process, not necessarily a full container |
| Clear standards | Specify product grade, packaging standards, delivery time, and acceptance criteria in the contract |
| Keep evidence | Save all communication records, samples, test reports, and loading photos |
| Set payment milestones | Use “deposit + balance before shipment” to reduce risk |
What to observe during the trial order:
| Observation Item | Judgment Criteria |
|---|---|
| Response speed | Do they reply within promised timeframes? Do they proactively update progress? |
| Delivery accuracy | Do they complete production and shipping on schedule? |
| Packaging quality | Does packaging meet agreed standards? Are corner protectors, stretch film, and shipping marks in place? |
| Documentation completeness | Are packing lists, invoices, and test reports complete and accurate? |
| Problem handling | When minor issues arise, do they actively resolve them or shift blame? |
Post-trial evaluation:
| Evaluation Dimension | Passing Standard | Failing Signal |
|---|---|---|
| Product quality | Consistent with samples and test reports | Obvious shade variation, dimensional deviation, surface defects |
| Delivery | Ships on agreed schedule | Unexplained delays without proactive communication |
| Packaging | Meets contract specifications | Missing corner protectors, insufficient stretch film, incorrect marks |
| Communication | Timely, professional, proactive | Slow responses, evasive answers, blame-shifting |
| Documentation | Complete and accurate | Missing required documents or incorrect information |
Key actions:
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After a successful trial order, scale up gradually—don’t jump to full container orders immediately
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Keep all evidence during the trial (photos, emails, chat records) as reference for future cooperation
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If problems arise during the trial, first assess the supplier’s attitude and problem-solving ability before deciding whether to continue
5-Step Verification Checklist — Quick Reference
| Step | Core Purpose | Key Actions | Red Flags |
|---|---|---|---|
| 1. Request certifications & documents | Confirm export qualifications | Request certificates, verify authenticity, check company names | Refusal to provide, name mismatch |
| 2. Request & test samples | Verify product quality | Obtain physical samples, test yourself, compare reports | Obvious sample defects, inconsistent data |
| 3. Video/on-site factory verification | Confirm factory actually exists | See production lines, equipment, loading operations | Refuses video, only showroom available |
| 4. Verify export records | Confirm export capability | Check customs data, request B/L samples | Vague responses, unable to provide proof |
| 5. Small trial order | Verify actual fulfillment capability | Test with small order, observe full process | Quality mismatch, delivery delays, substandard packaging |
【Supplier Verification Checklist — Our Response】
In response to the 5-step verification process above, here is our current status:
| Verification Step | Our Status |
|---|---|
| Certifications & basic documents | Business license, ISO 9001, and domestic product test reports are complete and available upon request. Export certifications (CE, SGS, etc.) are being progressed according to plan; application progress documentation can be provided. |
| Sample testing | Sample orders are supported (starting from 2㎡). Samples include basic test data. Samples from different batches can be provided for shade variation comparison upon request. |
| Video/on-site factory verification | Live video factory tours are supported, showcasing production lines, presses, kilns, warehouses, and packaging areas. On-site visits are welcome with advance appointment. |
| Export records | We are transparent: we are currently in the early stages of export and do not yet have overseas export records. However, we have completed preparatory work including export document templates, freight forwarder partnerships, and ISPM-15 pallet supplier qualification. |
| Small trial orders | Small trial orders are supported. Product grade, packaging standards, and delivery times can be specified per customer requirements. Production progress photos and container loading documentation can be provided during the trial. |
Resources for Buyers
✅ Request our basic document package — including business license, ISO 9001 certificate, and sample product test reports
✅ Request samples — small-batch sample orders supported, with basic test data included
✅ Schedule a video factory tour — live video calls can be arranged to showcase production lines and QC processes
✅ Consult on trial order process — learn about our trial order policy, lead times, and payment terms
The supplier verification methods in this article are compiled based on common international trade practices for buyer reference. Specific verification methods and standards may vary by product type, target market, and order size. Buyers are advised to adjust the verification process according to their own project requirements.