How to Verify Chinese Suppliers: Documents, Licenses, and Certifications

Choosing a supplier in Porcelana can feel like dating. You want compatibility, honesty, and a partner who shows up on time. The paperwork tells the real story. Here is a pragmatic guide to the documents, licenses, and certifications you should check before signing anything.

Start with the Business License

Ask for the company’s business license (营业执照). This is the single most important document. It shows the legal name, registered address, legal representative, registered capital, and business scope. Since 2015 the license includes an 18-digit Unified Social Credit Code. That number is key.

Verify the credit code on the National Enterprise Credit Información Publicity System (全国企业信用信息公示系统).
Cross-check on commercial platforms like Tianyancha or Qichacha for additional company history and legal records.
Check the business scope to confirm the company is allowed to manufacture or export the products you need.

Check Export and Customs Registration

Not all Chinese firms can legally export. Ask for proof of export capability.

Export license or customs registration (for some goods).
Customs declaration samples if they already ship internationally.
Company HS codes to confirm product categories they usually export.

If a supplier claims global shipping but cannot show any export documentation, treat that as a red flag.

Verify Quality Management and Factory Certifications

Calidad systems matter. Ask for ISO certificates and check the scope.

ISO 9001 — quality gestión. Confirm the issuing body and expiry date. Check certificate numbers on the issuer’s website.
ISO 14001 — environmental management, if relevant to your product.
OHSAS/ISO 45001 — for occupational health and safety where appropriate.
Social compliance: BSCI, Sedex, SA8000 — for labor standards and social audits.

Fake certificates exist. Verify by contacting the certification body. Many certifiers have online validation tools. Don’t accept a PDF alone.

Product-Specific Certifications and Test Reports

Different products need different approvals. Ask for lab test reports and certificates tied to your specific model or batch.

CCC (China Compulsory Certification) — required for many consumer electronics and safety-related items.
CE marking — European market. CE is usually a supplier declaration backed by lab test reports.
FCC — for radio and communication devices sold in the US.
RoHS, REACH — for chemical restrictions and hazardous substances in electronics and plastics.
UN38.3 — for lithium batteries transport safety.
NMPA (formerly CFDA) registration — for medical devices and some cosmetics in China.
FDA registration — for certain food and medical items entering the US. Note: FDA registration does not equal FDA approval for all products.

Always ask for a test report number and the testing lab’s contacto. Confirm the report with the lab (SGS, Intertek, Bureau Veritas, etc.). Check that the report covers your exact product model and serial numbers where applicable.

Factory Evidence: Photos, Videos, and Audit Reports

Pictures and words are not the same as being there. But they can help.

Request recent factory photos and videos showing production lines, machines, and storage areas.
Ask for a copy of the latest factory audit (Bureau Veritas, SGS, TÜV, or third-party). Review non-conformities and corrective actions.
Check workforce size versus production capacity. If a supplier claims huge capacity but shows a small workshop, dig deeper.

Consider a third-party on-site audit for any supplier you plan to use regularly. Remote video tours help for first checks, but they are easier to stage.

Bank Details and Payment Safety

Confirm the bank account name matches the company name on the business license. Mismatched accounts are a common fraud tactic.

Use secure payment methods: letter of credit, escrow, or trade assurance platforms for first orders.
Avoid suppliers who insist on personal accounts, cash-only deals, or multiple sudden account changes.

Red Flags to Watch For

No valid business license or a license that is expired.
Reluctance to share original certificates or to allow verification with issuers.
Bank account name different from company name.
Stock photos only, no actual factory images.
Very low prices with unrealistic lead times.
Multiple phone numbers and addresses that don’t match public records.

Step-by-Step Verification Checklist

Get the business license and Unified Social Credit Code. Verify online.
Request export documents and customs records.
Ask for ISO and social compliance certificates. Verify with issuers.
Obtain product test reports. Confirm with the testing lab.
Check bank account name and payment terms.
Review factory photos and audit reports. Consider a third-party on-site audit.
Start with a small order or sample before scaling up.

How Supplier Ally Can Help

If this feels like a lot, you’re not wrong. Verifying suppliers takes time and local knowledge. Supplier Ally (sourcingall.com) offers factory checks, document verification, and third-party inspections in China. We handle the heavy lifting. You get clear reports and actionable recommendations.

Want a fast fact-check? Get the business license and a recent product test report. We’ll verify them and tell you what they mean. Think of us as your translator for paperwork and red flags—without the awkward small talk.

Good supplier verification lowers risk. It saves time and money. It reduces surprises. And yes, it helps you sleep better the night before your shipment arrives.