The 18-Point Supplier Vetting Checklist
A practical, no-fluff framework for deciding whether a US wholesale supplier is safe to order from — before you wire a single dollar. Same framework SupplierRadar runs internally before any supplier is added to a client list.
Get my suppliers →Most bad sourcing decisions aren't caused by bad suppliers
They're caused by skipping the checks that would have exposed them early. Every wholesale supplier looks legitimate in a first email — a working website, a friendly rep, a competitive quote. The difference between a supplier who ships on time for the next three years and one who disappears with your deposit rarely shows up in that first message. It shows up in the details most sellers never think to ask about.
This guide breaks supplier vetting into five categories and eighteen concrete checks. Use it whether you're evaluating a name we've sent you, or a supplier you found on your own.
How to use this guide
Go through the checklist for any new supplier before you place a paid sample or bulk order — not after.
Treat categories A and B (legitimacy and compliance) as non-negotiable. A supplier can be slow to respond and still be worth using; a supplier who can't prove they're a real, compliant business generally isn't.
If you hit two or more items in Category E ("Red Flags"), stop the conversation regardless of how good the price looks.
Business Legitimacy
01 — 04Registered Business Entity. Confirm the supplier is a properly registered legal entity (LLC, Ltd, Inc.) in their state or country, not an unregistered side operation. Ask for a registration number and check it against the relevant government registry.
Verifiable Physical Address. A real, checkable warehouse or office address is a strong legitimacy signal. Be cautious of suppliers who only provide a P.O. box, a residential address, or refuse to share one at all.
Valid Trade License. Depending on the product category and country, wholesale distribution may require a specific business or trade license. Ask to see it, and confirm it hasn't expired.
Established Track Record. Look for a meaningful operating history, not a company incorporated last month. Longevity isn't proof of quality on its own, but it meaningfully lowers the risk of a fly-by-night operation.
Product & Compliance
05 — 08Manufacturer or Authorized Distributor Status. Confirm whether you're buying from the actual manufacturer or an authorized distributor — not an unauthorized reseller who can't reliably guarantee supply, pricing, or authenticity long-term.
Authenticity Documentation. Ask for invoices, authorization letters, or distributor agreements proving the products are genuine and the supplier has the legal right to sell them.
Category-Relevant Certifications. Depending on what you're sourcing, confirm the relevant compliance certifications (for example FDA, CPSC, UL, or CE) are in place. Selling non-compliant products on Amazon can lead to listing suspensions.
Willingness to Provide Samples. A supplier confident in their product will send samples before you commit to a bulk order. Treat reluctance here as a warning sign, not a formality to skip.
Trade Terms & Pricing
09 — 12MOQ That Fits Your Order Size. Confirm the minimum order quantity is realistic for a small-to-mid-size FBA seller, not calibrated for big-box retailers. An MOQ mismatch is one of the most common reasons deals fall through.
Transparent, Itemized Pricing. Look for a clear price breakdown — unit cost, shipping, any packaging or customization fees — not a single vague number that leaves room for surprises later.
Clear Payment Terms. Understand the deposit percentage, balance due date, accepted payment methods, and what happens if a shipment is delayed. Get these terms in writing before you pay anything.
Realistic Lead Times. Ask for quoted production and shipping lead times, and treat unusually short promises with skepticism — they're a common source of stockouts and missed launch windows.
Communication & Reliability
13 — 15Responsive, Professional Communication. How a supplier communicates before the sale is a strong predictor of how they'll behave after it. Slow, vague, or inconsistent replies rarely improve once you've paid.
Dedicated Point of Contact. Prefer suppliers who assign you a named sales or account representative over ones who only respond from a shared, generic inbox.
Verifiable References or History. Ask for existing customer references, or look for a documented trading history — marketplace storefronts, trade show presence, third-party reviews — that supports their claims.
Red Flags to Watch For
16 — 18Pressure for Full Upfront Payment. Be wary of any supplier who insists on 100% payment by wire transfer before providing a contract or documentation. Reputable suppliers work with deposits and clear terms.
Prices Significantly Below Market. If a quote looks too good to be true relative to comparable suppliers, ask why. It often signals counterfeit goods, misrepresented specifications, or a bait-and-switch pricing tactic.
Refusal to Share Documentation. A legitimate supplier won't hesitate to share business registration, certifications, or samples when asked in good faith. Treat refusal, deflection, or excuses as a decisive red flag.
The one-line rule
If a supplier hits two or more Category E red flags, walk away — regardless of how attractive the price looks. The suppliers who cost sellers the most money are rarely the expensive ones.
Every supplier on SupplierRadar already passed this checklist
We run all 18 checks on every supplier before they're added to a client list — so instead of spending weeks vetting cold leads, you get a ready-to-contact list of pre-verified US wholesale suppliers for your niche: 18 checks per supplier applied before delivery, re-verified every month to stay current, delivered as a ready-to-use spreadsheet.
Get your verified supplier list →See this checklist applied to your category
Every SupplierRadar niche report is built on the same 18-point process above, with category-specific risks and red flags on top.
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