What Questions to Ask a Chinese Supplier Before Ordering

You've found a supplier on Alibaba with great reviews and low prices. You're ready to send a deposit and get your first container moving. But three months later, your shipment arrives late, the quality is terrible, and the supplier stops answering your messages. This scenario plays out every day for importers in Africa and emerging markets. The good news: most of these disasters are preventable. The questions you ask before you order — not after — determine whether you get a reliable partner or a costly lesson.

In this guide, you'll learn exactly what questions to ask a Chinese supplier before ordering. We'll cover pricing, manufacturing, quality control, shipping, and payment terms. You'll get a practical checklist you can copy and paste into your next conversation. By the end, you'll know how to separate serious suppliers from middlemen and scammers, and how to protect your money and your reputation.

1. Who Are You Really Dealing With? Manufacturer or Trading Company?

The single biggest mistake importers make is assuming their supplier owns the factory. In China, thousands of trading companies pose as manufacturers. They don't produce anything — they just broker orders to factories and take a cut. Sometimes that's fine, but it adds risk: you lose control over quality, lead times, and communication. You also pay more than you would directly.

Ask directly: 'Are you the factory or a trading company?' Then verify. Request a video call where they walk through the production floor. Ask for photos of the factory entrance, their machinery, and their workers. Check if their business license matches the factory name. If they hesitate or give excuses, treat it as a red flag.

• Ask for their business license and compare the name on it to the name on Alibaba or their website.
• Request a live video tour of the factory floor — not a pre-recorded video.
• Use Google Maps or Baidu Maps to search the factory address and see if it looks like a real industrial site.
• Check if they have a physical presence on platforms like Alibaba's Verified Supplier or Made-in-China.com's Gold Supplier.
• If they are a trading company, ask for the actual factory's name and contact — and verify it independently.

Why This Matters for Your Business

If you're importing for the first time, dealing with a trading company isn't automatically bad. They can handle logistics and consolidate products from multiple factories. But you need to know who you're dealing with so you can price correctly and manage risk. A trading company might add 10–20% on top of the factory price. If you're buying in bulk, that's a significant cost. And if something goes wrong, you have an extra layer of finger-pointing.

2. What's Your MOQ and What Are the Price Breaks?

Minimum Order Quantity (MOQ) is the first number you need to know. It can range from 50 pieces for simple items to 5,000 pieces for custom electronics. But MOQ is not fixed — it's negotiable, especially if you're willing to pay a higher unit price. Ask for the MOQ for each product you're interested in, and then ask: 'What's the price per unit at 100, 500, 1,000, and 5,000 pieces?'

Price breaks are where you can save real money. For example, a supplier might quote $2.50 per unit at 500 pieces, but $2.10 at 2,000 pieces. That's a 16% savings. But don't just ask for the lowest price — ask for the price break structure. Some suppliers will give you a tiered list. Others will only reveal the break if you ask. Always ask.

• Ask for the MOQ for each product variant (color, size, model).
• Request a price break table: 'Please send me your price per piece at 100, 500, 1,000, 2,000, and 5,000 units.'
• If the MOQ is too high, ask if they can reduce it for a 10–20% price premium.
• Ask if the MOQ includes packaging or if that's extra.
• Confirm whether the price includes your logo or if there's a separate tooling/setup fee.

The Hidden Cost of Low MOQs

Some suppliers advertise very low MOQs (like 10 pieces) to attract small buyers. That's great if you're testing a product, but beware: the unit price will be much higher, and you'll pay for setup and tooling. For example, a custom mold might cost $500–$2,000, and that's non-refundable. If you're planning to scale, ask about the cost per unit at a realistic order volume for your first shipment — not the advertised MOQ.

3. Can You Send Me a Sample Before I Place a Full Order?

Never skip samples. A sample is your only chance to verify quality, functionality, and appearance before you commit thousands of dollars. Ask for a pre-production sample (the actual product you'll receive) and, if possible, a production sample after the first batch is made. The cost of a sample is usually $20–$100 plus shipping, which is a fraction of what you'd lose on a bad shipment.

But samples can be misleading. Some suppliers send a perfect sample and then ship lower-quality goods. That's why you should also ask for a video of the sample being tested, and request that the sample be taken from the production line, not a special 'sample room' item. If the supplier refuses to send a sample, walk away.

• Request a pre-production sample before any deposit.
• Ask if the sample cost is refundable against your first order (many suppliers will deduct it).
• Specify the exact specs: material, color, dimensions, weight, and any certifications.
• Ask for a video of the sample being tested (e.g., if it's an electronic device, show it working).
• If possible, hire a third-party inspection company like QIMA or SGS to check the sample in person.

Sample Timing and Costs

A sample usually takes 5–10 business days to produce, plus 3–5 days for shipping (DHL, FedEx, or UPS). The sample cost is typically $20–$100, and shipping is $30–$60 for a small package. If the supplier charges more than that, question it. Also, ask for the sample to be sent with the commercial invoice marked 'sample, no commercial value' to avoid customs duties in your country.

4. What Are Your Payment Terms and What's the Deposit?

Payment terms are where you can lose the most money. Standard practice for first-time orders is a 30% deposit and 70% balance before shipment. Some suppliers ask for 50% deposit. Anything above 50% is a red flag — unless you have a long relationship. Also, never pay the full amount upfront. You want to hold leverage until the goods are ready.

The deposit is non-refundable if you cancel, but it's your insurance that the supplier starts production. The balance is usually paid after the goods pass inspection and before they're shipped. Ask: 'When exactly do I pay the balance? Is it after I receive the inspection report or after the goods are loaded?' You want to pay after inspection, not before.

• Ask for the exact deposit percentage and the payment method (T/T, PayPal, Alibaba Trade Assurance, etc.).
• For first orders, insist on Alibaba Trade Assurance or a letter of credit — this protects your deposit.
• Ask if they accept payment by credit card or via Wise for smaller amounts (but beware of fees).
• Clarify who pays for bank transfer fees (usually $20–$50 per transfer).
• Never pay the full amount before production starts — even if they offer a discount.

Why Trade Assurance Matters

Alibaba's Trade Assurance is a free service that protects your deposit — if the supplier fails to ship on time or the goods don't match the contract, Alibaba refunds you. It's not perfect, but it's the best protection you have on the platform. Always ask: 'Do you support Alibaba Trade Assurance?' If they say no, ask why. Many legitimate suppliers do support it, so a refusal is a warning sign.

5. What Are Your Lead Times and How Do You Handle Delays?

Lead time is the time from order confirmation to the day your goods are ready to ship. For most products, it's 15–30 days. But this can stretch if the supplier is waiting on raw materials, or if they're a trading company that has to wait for the factory. Ask for a specific date, not a vague 'about 30 days.' And ask what happens if they're late.

Delays are common in China, especially around Chinese New Year (usually late January to mid-February) and during peak season (September–November). If you order during these periods, add 2–3 weeks to the lead time. Also, ask for a production schedule: 'Can you send me a timeline with milestones, like when materials are ordered, when production starts, and when QC will be done?'

• Ask for the lead time in days, not weeks, and get it in writing.
• Ask if the lead time includes shipping or just production.
• Ask what their policy is if they miss the ship date — do they offer a discount or refund?
• Ask about their production capacity: 'How many units can you produce per week?'
• Ask if they have any upcoming holidays that will affect your order.

The Chinese New Year Trap

Every year, importers get caught off guard by Chinese New Year. Factories shut down for 2–3 weeks, and workers often don't return for a month. If you place an order in January, expect a lead time of 6–8 weeks instead of the usual 4. Ask your supplier: 'Will my order be affected by Chinese New Year?' If they say yes, plan your inventory accordingly.

6. How Do You Handle Quality Control and Inspections?

You can't be in China to check every box. So you need to know how the supplier ensures quality. Ask about their QC process: Do they inspect raw materials? Do they do in-line checks during production? Do they have a final inspection before packing? Also, ask if they welcome third-party inspections — this is a huge red flag if they don't.

A third-party inspection costs $300–$500 per day per inspector, and it's worth every penny. Companies like QIMA, SGS, and Bureau Veritas operate in China and can check your goods before they're shipped. The inspector will check quantity, quality, packaging, and compliance with your specifications. If the goods fail, you can reject them or ask for a discount.

• Ask: 'Do you have a QC team? How many inspectors?'
• Ask: 'Can I hire a third-party inspector like QIMA or SGS to visit your factory?'
• Ask for photos or videos of the production progress at 50% and 100% completion.
• Ask what happens if the inspection fails — do they rework the goods at their cost?
• Ask for their defect tolerance: 'What's your acceptable AQL (Acceptable Quality Limit)?'

What AQL Means for You

AQL is the industry standard for defect tolerance. For most consumer goods, a 2.5% AQL is common — meaning up to 2.5% of the items can be defective and still pass. For electronics, you might want a 1.0% AQL. Ask your supplier what AQL they use, and specify it in your contract. If they can't tell you, that's a sign they don't have a formal QC process.

7. What Are Your Shipping Terms and Incoterms?

Shipping terms determine who pays for what and when you own the goods. The most common Incoterms for importers are FOB (Free on Board) and EXW (Ex Works). With FOB, the supplier covers the cost of getting the goods to the port and loading them onto the ship. With EXW, you're responsible for everything — including pickup from the factory. FOB is usually easier for beginners.

Ask for a quote with FOB price and a separate quote for CIF (Cost, Insurance, Freight) if you want the supplier to handle shipping. CIF is convenient, but it's often more expensive than arranging your own freight forwarder. Compare both. Also, ask for the estimated shipping time to your port — for example, from Shanghai to Lagos is typically 25–35 days, to Mombasa 20–30 days, to Durban 20–25 days.

• Ask: 'What is your FOB price per unit?' and 'What is your CIF price to my port?'
• Ask for the nearest port to their factory (e.g., Shanghai, Shenzhen, Ningbo).
• Ask for the estimated transit time to your destination port.
• Ask if they have experience shipping to your country — some suppliers do, and they'll know the documentation.
• Ask for a list of documents they provide: commercial invoice, packing list, bill of lading, certificate of origin.

The Hidden Costs of Shipping

Beyond the freight cost, you'll pay for customs clearance, port handling, and possibly storage if your goods sit at the port. In many African countries, clearing a container can take 5–10 days and cost $500–$1,500 in fees. Ask your supplier if they can recommend a freight forwarder who has experience with your destination. A good forwarder can save you time and money.

Common Mistakes to Avoid When Asking Questions

• Mistake 1: Asking for a quote without specs. If you don't provide detailed specifications, you'll get a vague price that changes later. Always send a clear product spec sheet with materials, dimensions, and packaging requirements.
• Mistake 2: Believing every 'factory' on Alibaba. Many are trading companies. Always verify with a video call and third-party check.
• Mistake 3: Skipping the sample. A sample is the only way to know what you're buying. Never skip it, even if it costs $100.
• Mistake 4: Paying 100% upfront. This is the #1 way to get scammed. Stick to 30% deposit, 70% after inspection.
• Mistake 5: Not asking about packaging. Your product could arrive damaged if the packaging is poor. Ask for the packaging spec and request a photo of the packed carton.
• Mistake 6: Ignoring the lead time. If you need goods by a certain date, ask for a written commitment and build in a buffer of 2 weeks.

Conclusion: Your Next Steps

The questions you ask before ordering are your best defense against costly mistakes. Remember: verify who you're dealing with, get price breaks, always request samples, protect your payment with Trade Assurance, confirm lead times, and insist on third-party inspections. These steps take a few extra days but can save you thousands of dollars and months of headaches.

Now, take action: copy the 15+ questions from this guide into a document, send them to your supplier, and don't accept vague answers. If a supplier refuses to answer or gets defensive, move on. There are thousands of good suppliers in China — you just need to find the one that respects your business. Start today, and you'll be one step closer to building a reliable supply chain.