Requirement intake
Preserve the buyer's original text and files. Create one structured record covering product, specification, quantity, destination, packing, required documents and contact details.
Evidence-based sourcing guide
China sourcing buyer resources
A practical working page for global wholesale buyers. Use it to prepare comparable RFQs, verify what a supplier can actually provide, freeze the approved specification and reduce avoidable disputes before shipment.
Working process
A traceable sourcing workflow
Supplier route check
Check business identity, actual production scope, MOQ, capacity, material or test evidence, neutral packing capability and whether a sample can be supplied.
Comparable quotation
Compare suppliers against the same frozen specification. Separate product price, tooling or sample cost, packing assumptions, trade term and unconfirmed variables.
Sample and specification freeze
Approve drawings, dimensions, colour, material, artwork, packaging and acceptance criteria. Record revision number and approval date.
Production follow-up
Confirm production start, estimated completion, exceptions and any buyer-approved change. Do not silently substitute material, finish or packaging.
Inspection and handover
Check quantity, appearance, dimensions, function, packing, shipping marks and agreed documents before logistics handover.
Copy-ready template
Wholesale RFQ information sheet
Copy the following fields into email, WhatsApp or the website purchase-list form. Unknown items can be marked “Need supplier recommendation” rather than guessed.
Buyer and destination
- Company and contact name
- Email and WhatsApp
- Destination country and city/port
- Buyer type: wholesaler, retailer, importer, salon or workshop
Product requirement
- Category, product name and reference photo
- Model, dimensions, material, colour or finish
- Quantity per SKU and total quantity
- Target use, market or fitment
Commercial requirement
- Neutral packing or private label
- Sample requirement
- Preferred Incoterm if known
- Requested delivery window
Evidence and documents
- Required test or material report
- Artwork, dieline or drawing
- Import, marketplace or labelling requirement
- Inspection and acceptance criteria
Quotation rule: figures are provisional until stock or production capacity, specification, packing, documents and destination assumptions are confirmed in writing.
Before purchase
Supplier verification checklist
CheckEvidence to requestDecision rule
Legal identityBusiness licence and matching company/bank/invoice detailsResolve mismatches before payment
Production scopeCurrent product, equipment or process evidence relevant to the orderDo not infer capability from unrelated factory photos
MaterialSpecification, supplier declaration, mill certificate or agreed third-party testMatch evidence to the exact SKU or batch where possible
Capacity and timingMOQ, current capacity, sample time and production estimateUse a confirmed schedule, not a generic website promise
Intellectual propertyNeutral design/packing, logo ownership and written non-infringement commitment where availableEscalate distinctive branded or protected designs for review
Export packingPacking specification, carton dimensions, marks and protection methodApprove before bulk packing
Before shipment
General pre-shipment inspection checklist
Identity and quantity
PO/RFQ reference, SKU, colour, size, ordered quantity, inspected quantity and carton count.
Appearance and workmanship
Surface, colour consistency, contamination, scratches, sharp edges, stitching, printing or assembly as relevant.
Dimensions and function
Measure agreed critical dimensions with suitable tools and perform the agreed fit, load, opening, application or functional check.
Packing and marks
Unit protection, inner/outer carton, moisture protection, labels, shipping marks, barcode and assortment.
Documents
Commercial documents, packing list, material/test documents and buyer-requested records. Check names and SKU references.
Exception handling
Photograph defects, record quantities, separate affected goods and obtain written buyer disposition before shipment.
This is a general commercial checklist, not a substitute for destination-specific legal, customs, product-safety or laboratory advice.
Comparison framework
How to compare materials without relying on labels alone
Metal parts
Compare alloy/specification, temper if relevant, dimensions, machining tolerance, finish and batch evidence. A visual photo alone cannot prove 6061 or another alloy.
Solid-wood furniture
Define species, solid-wood versus veneer scope, moisture target, construction, finish and hardware. Approve colour and grain variation expectations.
Textiles
Compare fibre composition, GSM, usable width, construction, colour, finishing and test method. Use an approved swatch as the production reference.
Nail supplies
Define product/formula route, shade, capacity, packaging and destination documents. Verify ingredient or safety documents against the selected item and supplier.
Packaging
Compare structure, internal size, board or flute, print, finish, insert and packed-product protection. Approve dieline and sample before bulk production.
Turn an unstructured purchase list into a comparable RFQ
Send text, images, Excel or PDF together with destination and contact details. The original buyer information should be preserved while requirements are organized for supplier confirmation.