Supplier Checklist
What questions should you ask before placing a China order?
You should ask for written answers to about a dozen specific questions before you pay a Chinese supplier. A call feels reassuring, but only a written reply you can re-read and compare protects you when details change. This checklist covers price, specs, lead time, payment, shipping and after-sales.
By Renata · October 16, 2026 · 6 min
Why written answers beat a friendly call
A call is useful for tone and quick clarification, but it leaves no record. When a supplier later says 'we never agreed to that', you have nothing to point to. Written answers on WeChat, email or a proforma invoice create a trail you can check line by line.
This matters even more if you do not speak Chinese. A supplier may answer in Chinese and you may miss a condition hidden in the middle of a friendly message. Renata sits in on live calls and reads supplier messages, but she is not a sourcing agent and does not guarantee any supplier. Her role is to help you understand what is being said, not to vouch for the factory.
- Ask for the answer in writing, even after a call.
- Keep every reply in one folder or chat thread.
- Compare answers from at least two suppliers.
Product and specification questions
Start with the exact product. 'Same as last time' is not a specification. Ask for material, dimensions, weight, color code, packaging and any logo or label details. If the product has a model number, ask the supplier to confirm it in writing.
Ask what tolerances are normal for this product. A 5% size difference may be fine for a tote bag but not for a phone case. If you need a sample, ask who pays for it and how long it takes. Renata does not handle samples or inspect quality; that is between you and the supplier or a third-party inspection service.
| Question | Chinese phrase | What to listen for |
|---|---|---|
| What material is it? | 什么材料？ (shénme cáiliào?) | They name a specific material, not 'good quality'. |
| What are the dimensions? | 尺寸是多少？ (chǐcùn shì duōshǎo?) | Numbers with units, not 'standard'. |
| Can you send a sample? | 可以寄样品吗？ (kěyǐ jì yàngpǐn ma?) | Who pays shipping and sample cost. |
| Is this the exact model? | 这是同一个型号吗？ (zhè shì tóng yīgè xínghào ma?) | They confirm the model number in writing. |
Price, payment and hidden costs
Ask for the unit price at your quantity, and the price at a higher quantity. Ask what is included: packaging, labels, carton cost, any setup fee. If the price seems low, ask what is not included.
Payment terms matter. Ask for the deposit percentage, the balance trigger, and the accepted payment methods. If they ask for a bank transfer to a personal account, that is a warning sign. Ask for a proforma invoice with the company name and bank details. Renata does not clear customs or handle payments; she can help you read the invoice and understand what the supplier is asking.
- Unit price at your quantity and at 2x quantity.
- What is included in the price.
- Deposit percentage and balance trigger.
- Payment method and account name.
Lead time, production and shipping
Ask for the production lead time in working days, not 'soon'. Ask when the lead time starts: after deposit, after sample approval, or after Chinese New Year. Ask for the shipping method and estimated transit time to your country.
Ask who arranges freight and who pays for it. If the supplier quotes a shipping price, ask if it includes customs clearance and delivery to your door. If you are new to importing, a freight forwarder can explain the difference between EXW, FOB and DDP. Renata does not arrange freight or clear customs, but she can help you ask the supplier the right questions in Chinese.
| Term | Chinese | What it means for you |
|---|---|---|
| EXW | 工厂交货 (gōngchǎng jiāohuò) | You arrange and pay everything from the factory. |
| FOB | 离岸价 (lí'àn jià) | Supplier delivers to port; you pay freight and insurance. |
| DDP | 完税后交货 (wánshuì hòu jiāohuò) | Supplier delivers to your door with duties paid. |
Quality, defects and after-sales
Ask what happens if the goods do not match the sample or the written spec. Ask for the defect rate they consider normal, and what they will do if it is higher. Ask if they will replace or refund, and who pays return shipping.
Ask for the name of the person who will handle your after-sales issue. If the salesperson disappears after payment, you need a second contact. Renata does not inspect factories or guarantee quality, but she can help you write a clear complaint in Chinese and understand the supplier's reply.
- What is the normal defect rate?
- What if the goods do not match the sample?
- Who pays return shipping?
- Who is my after-sales contact?
How Renata can help with these questions
Renata is Brazilian, lives near Lisbon, and studied at Hubei University in China. She holds HSK 4, which is solid everyday and operational business Chinese. It is not legal, medical, technical or sworn-translation level. She does not teach European Portuguese and does not prepare anyone for the CIPLE exam, because that exam tests European Portuguese and marks Brazilian usage wrong.
For China orders, she offers live interpreting and message support between you and your Chinese supplier. She reads and writes supplier messages, sits in on video and WeChat calls, and explains what an answer really means. On location in the Lisbon area it is 45 EUR per hour with a 2-hour minimum. Remote support is 25 EUR per half hour. She is not a sourcing agent and does not audit factories, inspect quality, handle samples, arrange freight, clear customs or guarantee a supplier. Contact is only by WhatsApp +351 935 328 206.
Common questions
Should I ask for a sample before placing a bulk order?
Yes, if the product is new to you or the order is large. Ask who pays for the sample and the shipping. A sample lets you check material, size and finish before you commit. Renata does not handle samples, but she can help you ask the supplier about sample cost and timing in Chinese.
What payment terms are normal for a first order from China?
Many suppliers ask for a deposit, often 30%, with the balance before shipping. The exact terms vary. Ask for a proforma invoice with the company name and bank details. If they ask for a transfer to a personal account, treat it as a warning sign and ask why.
How do I check if a Chinese supplier is real?
Ask for their business license, company name and address. Check if the bank account name matches the company name. Ask for a video call to see the factory or warehouse. Renata does not verify suppliers or guarantee them, but she can sit in on a call and help you ask the right questions.
What if the supplier answers in Chinese and I do not understand?
You can ask them to send the answer in writing and then have it translated. Renata reads and writes supplier messages and explains what an answer really means. She holds HSK 4, which is operational business Chinese, not legal or technical translation level.
Can Renata inspect the factory or handle customs for me?
No. Renata is not a sourcing agent. She does not audit factories, inspect quality, handle samples, arrange freight, clear customs or guarantee a supplier. She offers live interpreting and message support so you can understand your supplier and ask better questions.
How much does Renata charge for China order support?
Remote support is 25 EUR per half hour. On location in the Lisbon area it is 45 EUR per hour with a 2-hour minimum. Contact is only by WhatsApp +351 935 328 206. She does not offer a free trial for this service.
Want someone on the call?
Renata joins the call with you and your supplier, reads and writes the Chinese messages, and tells you what the answer really meant. Remote it is 25 EUR per half hour. She is not a sourcing agent and does not do sworn translation.
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