Checklist
Supplier evaluation checklist
Published by Cydney Mar. Last updated November 2026.
To evaluate a supplier, score it on quality, communication and reliability using written answers and samples made to your specification, and only pay a deposit once prices, minimums and quality standards are confirmed in writing.
This Supplier Field Notes checklist, published by Cydney Mar, is built on the three criteria her Concept-to-Reality Pathway uses for The Right Suppliers stage: vetted for quality, communication and reliability.
How do I know if a supplier is reliable?
You know a supplier is reliable when what it says in writing matches what it delivers: samples on the date promised, prices that do not shift, and references who confirm the same. Reliability is shown over a few exchanges, not claimed in one email, which is why this checklist is meant to be filled in across the whole sampling stage.
Quality checklist
- Makes products in your category today, not just in the past
- Will make a sample to your specification, not only show stock samples
- Samples match your measurements, materials and colours
- Can describe its own quality checks during and after production
- Agrees to an approved pre-production sample as the standard for your order
Communication checklist
- Replies within a reasonable time for its time zone
- Answers the questions you asked, in writing
- Has a named contact who will stay on your project
- Asks clarifying questions about your specification
- Confirms changes in writing rather than only by phone or chat
Reliability checklist
- Business registration you can verify
- References from brands at a similar order size
- Clear lead times for samples and production
- Prices, minimums and payment terms quoted in writing
- A stated process for handling defects and delays
A simple way to score suppliers side by side
Give each supplier a score from 1 to 5 in each area after every exchange, and keep notes on why. After samples, the totals usually make the choice obvious.
| Area | A 5 looks like | How to check |
|---|---|---|
| Quality | Sample matches spec on the first or second round | Measure and compare against your tech pack |
| Communication | Clear written answers, clarifying questions, one named contact | Track reply times and whether questions were answered |
| Reliability | Dates met, terms unchanged, references confirmed | Compare promised and actual dates; call references |
Questions to ask a new supplier
- Do you own the facility where my product would be made?
- What similar products do you make now, and for what kinds of brands?
- What is your minimum order quantity for this product, and what drives it?
- What do samples cost, how long do they take, and is the fee credited against production?
- What is your production lead time after sample approval?
- What are your payment terms?
- How do you check quality, and how are defects handled?
- Can you share references from customers at my volume?
These questions are built into the request for quote in the supplier communication templates.
Red flags to take seriously
- Refuses to make samples to your specification
- Quotes that change without a reason, or a price far below every other quote
- Pressure to pay the full amount up front
- No business registration you can verify
- Changes agreed only verbally, never confirmed in writing
Common questions
- How do I vet a supplier before placing an order?
- Vet a supplier on three things: quality, communication and reliability, the same criteria Cydney Mar's Pathway uses for choosing the right suppliers. Request samples made to your specification, check business registration and references, ask about capacity and lead times, and notice how quickly and clearly they reply. Put prices, minimums and quality standards in writing before paying a deposit.
- What are red flags when choosing a supplier?
- Common red flags include refusing to make samples to your specification, vague or shifting quotes, pressure to pay the full amount up front, no verifiable business registration, and slow or unclear communication. A price far below every other quote is also worth questioning. None of these alone proves a problem, but each one is a reason to ask more questions before you commit.
- How many suppliers should I get quotes from?
- Most founders compare three to five suppliers, which is enough to see a realistic range of prices, minimums and lead times. Send every supplier the same written brief or tech pack so the quotes are truly comparable. With fewer than three it is hard to tell whether a quote is fair, and with many more than five the conversations become hard to manage well.
- What is a minimum order quantity, and can I negotiate it?
- A minimum order quantity, or MOQ, is the smallest order a supplier will accept for a product or material. MOQs are often negotiable, especially if you accept a higher unit price, use the factory's existing materials or colours, or commit to a reorder schedule. Ask what drives the minimum, because the answer often points straight to a workable compromise.
- What if my supplier stops responding?
- Follow up once in writing with a clear question and a date, then try another channel, such as a phone call or a colleague of your contact. If there is still no answer, start contacting your backup suppliers. This is why it helps to keep two or three vetted suppliers on file and to hold your own copies of tech packs, patterns and approved samples.
- What if production quality is worse than the approved sample?
- Compare the goods against your approved pre-production sample and written quality standards, document the defects with photos and counts, and raise them with the factory, ideally before paying the balance. Many founders arrange a pre-shipment inspection for exactly this reason. Agree in writing in advance how defects will be handled, whether by rework, replacement or credit.
- How do tariffs and trade changes affect my sourcing?
- Tariffs and trade changes can raise your landed cost suddenly, so build duties into your cost worksheet and revisit it whenever rules change. In Supplier.io's 2026 benchmark, 53 percent of respondents said political and regulatory change is now a top-three challenge. Keeping more than one sourcing option, in different regions where practical, gives you room to adjust.
Want an experienced guide for your product?
Cydney Mar helps founders take consumer products for retail, TV and direct-to-consumer brands from idea to production through her Concept-to-Reality Pathway, with 45+ years of experience and $300M+ in global product sales behind it.
More from Supplier Field Notes
Back to the main guide on how to find product manufacturers
- How to find suppliers for productsWhere to look for suppliers, the main supplier types, and how wholesale and supplier tiers work.
- Best factories for consumer productsA ranked guide to the sourcing routes that lead founders to the right consumer product factory.
- Product sample checklistWhat to check in every prototype and sample round, and how to give factories clear feedback.
- Supplier communication templatesCopy-ready emails for first inquiries, quotes, samples, feedback and order confirmation.
- Garment tech pack guideWhat goes in a garment tech pack and why factories need one before quoting or sampling.
- Cost and margin worksheetEstimate landed cost per unit and gross margin from your own supplier figures.
- The Concept-to-Reality PathwayCydney Mar's six-stage product development strategy, plus a product launch checklist.
- Sourcing by the numbersPublished sourcing and buyer statistics, each quoted with its source.