1. Match the contracting party and payment recipient
Request the legal Chinese company name and registration identifier. Use official channels linked by China's market supervision authority to look up company information, following the applicable access and authentication requirements.
Reconcile the parties named in the quotation, contract, invoice and payment instructions. If names differ, obtain a written explanation and verify it before proceeding. Registration information supports identity checks; it does not guarantee performance.
2. Understand their role in the transaction
A trading company is not automatically inferior to a factory. Establish who manufactures, who sells, who handles changes and complaints, and which party carries contractual responsibility.
- Ask which production or sourcing work is done in-house and which is outsourced.
- Request evidence relevant to your goods, not just a general catalogue.
- Check whether documents or test reports refer to the correct product, version and issuing organisation.
3. Request evidence relevant to the order
| Question | Evidence to request |
|---|---|
| Does the product meet the need? | Written specifications and samples with approval criteria. |
| Can the schedule be met? | An explanation of production stages and relevant material readiness. |
| Can quality be checked? | An inspection plan, acceptance method and identified inspector. |
| Can claims be handled? | Non-conformity terms, documentation and a responsible party. |
4. Use samples as a reference, not a guarantee
Samples help establish an agreed reference, but bulk orders still require suitable checks. Define what will be inspected, when, by whom and how the results affect payment or shipment decisions.
Photos, video calls and document reviews have limitations. For technical needs or higher risks, determine whether an independent inspection by a competent party is necessary.
5. Know when to pause
Pause if a party's identity is unclear, payment accounts change without verification, specifications remain unagreed or reasonable checks are refused. You do not need to allege fraud without evidence; simply do not proceed past unresolved uncertainty.
Arclena can coordinate supplier questions and checks. Supplier acceptance is not a guarantee, and purchasing still requires a considered decision and appropriate contractual protection.