SourcingCraft Insights · Supplier Verification Guide · 2026-10-09
Supplier Verification: Key Documents to Request from a Chinese Supplier
When you find a supplier on a marketplace, the listing looks clean and the quotes look reasonable. Before you move further, document verification is a practical first layer of trust. This guide explains which documents to request and how to check them.
Why is document verification necessary?
A marketplace profile can be created quickly, but official documents tie a supplier to a registered legal entity. Verification reduces the chance that you negotiate with a middleman who is not the factory, or with a company whose registration has expired. It also gives you the legal name and address you will need later for contracts, payments, and claims.
Which documents should you request?
Start with the business license, which shows the registered company name, unified social credit code, legal representative, and scope of business. If the supplier claims export experience, ask for customs declarations or export records under that company name. For regulated or branded products, request relevant certificates, test reports, or trademark authorizations. Finally, confirm the factory address on the documents matches the address in the listing.
How can you tell if the documents are genuine?
You do not have to rely on the supplier's word. China publishes a national business registry where you can search a company by its credit code and confirm registration status and scope. Cross-check the name and address across all documents — inconsistencies are a signal. For test reports, note the issuing laboratory and its date; for critical items, ask to see the documents live in a video call or during an on-site visit.
What if a supplier hesitates to share documents?
Some suppliers are slow to respond, but registration information is public in China, so a reputable supplier usually has no reason to hide it. If a supplier avoids the request or offers only screenshots, treat it as a signal and ask for a video call or on-site confirmation instead. Document verification is one step; a factory audit or sample check adds another layer before you commit.
What comes after document verification?
Documents that check out give you a solid starting point. The next steps are usually sampling, price comparison, and for larger orders, a factory audit or pre-shipment inspection. Verification is not the only factor — communication, pricing, and delivery performance matter too — but it is a simple step that helps you start from a verified base.
SourcingCraft supports supplier verification, factory audits, price comparison, sample checks, and 1688 sourcing for overseas buyers. Visit sourcingcraft.com to discuss your project.