Asking the right questions before you place an order prevents most supply problems: wrong quality, hidden costs, late delivery, and money stuck with an unreliable seller. This guide lists the questions that matter and what a good answer looks like, so you can order with confidence.
Ask plainly whether the supplier makes the product or buys and resells it. A manufacturer usually offers better prices and more control over quality and changes, while a trader adds a margin and a layer between you and the factory. Neither is wrong, but you should know which you are dealing with. A real maker can talk about their machinery, capacity, and production steps, and often shows their unit. Knowing the supplier's true role helps you judge pricing, lead times, and how quickly problems with a batch can be fixed.
Find out the minimum order quantity and how the unit price changes as the quantity rises. This tells you the smallest order you can place at trade rates and how much you must buy to reach a better price. Ask what the price includes: is it before or after GST, does it cover packaging, and are there any other charges. Getting a full price picture across quantity levels lets you plan your cash and compare suppliers fairly instead of being caught by extra costs after you commit.
Always ask for a sample and be willing to pay for it. A sample lets you check material, finish, and function against your specification before you risk a large order. Ask whether the sample represents actual production quality, since some suppliers send a superior sample and then ship a weaker batch. If your product needs testing or certification, get the sample tested. A supplier who is confident in their quality will not hesitate to send a sample, and resistance here is an early warning worth heeding.
Confirm how long production takes after you confirm the order and pay, and how the goods will reach you. Ask whether the quoted lead time is realistic at your quantity or an optimistic best case. Clarify who arranges transport, who pays freight, and how the goods are packed for the journey. Late delivery can cost you a season or a customer, so get the timeline in writing. A supplier who quotes a clear, honest schedule and updates you during production is more reliable than one who over-promises to win the order.
Understand exactly how and when you pay. Ask how much is advance, whether any balance is due before or after dispatch, and which payment methods are accepted. For a new supplier, avoid paying the full amount upfront to a personal account, and prefer traceable business payments against a GST invoice. Ask whether credit is available once you have a track record. Clear payment terms protect your money, and a supplier who insists on full advance with no invoice and no history is a risk worth avoiding until trust is built.
Before ordering, agree what happens if goods arrive damaged, short, or below the agreed quality. Ask about the return or replacement policy, who bears the cost of defects, and how disputes are settled. Confirm you will get a proper GST invoice and any warranty or certificate the product carries. Put the key terms in writing, even a short confirmation over message, so expectations are clear on both sides. Knowing the recourse before money changes hands turns a possible loss into a manageable problem if a batch does not meet the mark.
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