Write a product brief suppliers can quote against
Specify what you intend to buy before collecting prices. Include intended use, materials, dimensions, performance requirements, order quantity and target market. Add packaging, labelling, branding and the evidence needed for destination compliance. Mark requirements that are mandatory and those open to alternatives.
Give shortlisted suppliers the same brief. Ask them to identify deviations rather than quietly substituting a cheaper material or component. Compare the unit price alongside tooling, sample costs, minimum order quantity and the conditions attached to the offer.
Verify the supplier and approve the production basis
- Check the legal entity behind the quotation and clarify whether it is the manufacturer, a trading company or another intermediary.
- Confirm the production location and capabilities relevant to your product; agree an audit scope where needed.
- Order samples against a written specification and record approval or required changes.
- Set inspection criteria, packaging requirements and the procedure for defects or rework.
- Agree payment milestones, lead-time assumptions and ownership of any tooling or artwork.
- Record the Incoterm, named place and responsibility for export documentation.
A sample approval should identify the sample, version and characteristics accepted. Keep photographs and measurements with the purchase order. Decide how production changes will be authorised and how the finished goods will be checked.
For several suppliers, collect ready dates and packing estimates early. Consolidation may require warehouse receiving, sorting or repacking, so compare those tasks with separate dispatch. A unit-price saving can be offset by unsuitable packaging or additional handling.
Release the order into a documented shipping plan
Before collection, confirm supplier release, inspection status, final packing details and the documents required for export and import. Send the receiving address and delivery requirements with the freight enquiry. Keep outstanding issues visible until the buyer authorises dispatch.
Should I choose the supplier with the lowest unit price?
Compare the same specification, evidence, quality checks, packaging and delivery term. Record any excluded work before comparing the total purchase and shipment cost.
Can VG Shipping help with sourcing and freight together?
Discuss the specific tasks you need, such as supplier follow-up, sample collection or freight coordination. Availability, fees and responsibilities should be agreed before work begins.
Continue with supplier verification or product sourcing support.
Reference: Canadian Trade Commissioner Service: due diligence in China. Check the current official requirements for your shipment.