The complete sourcing checklist: from first call to a reliable supplier

Why a checklist makes the difference

Sourcing rarely goes wrong because of one big mistake. More often, small assumptions add up: unclear specifications, too much trust in a first impression, missing documents, or a trial order that was never properly tested. A fixed checklist adds structure, makes agreements verifiable, and reduces the risk of costly surprises.

MAROQ's role: as a process partner, we provide a clear flow, screening, and steps you can verify. You stay in control; the process becomes measurable and repeatable.

Overview: sourcing phases in 6 steps

1. Intake – clarify goals, requirements, and risks
2. Shortlist – find, compare, and filter suppliers
3. Site visit (or remote audit) – verify capacity and reliability
4. Samples – test quality, specifications, and communication
5. Trial order – prove the process under realistic conditions
6. Scale up – lock in contracts, quality assurance, and continuity

Step 1 — Intake

Goal

Translate the request into concrete, testable requirements. Without intake, you have no baseline for comparison and you cannot assess suppliers fairly.

Question list (practical)

• What is the product (variants/formats), and what is the intended use?
• What are the must-haves and what are the nice-to-haves (quality, material, packaging, certificates)?
• What volume do you expect per month/quarter, and what is the growth scenario?
• What tolerance is acceptable (dimensions, color, weight, performance)?
• What is the target price and which incoterm fits (e.g., EXW/FOB/CIF/DDP)?
• What is the maximum acceptable lead time (production + transport + customs)?
• Which compliance requirements apply to your market (EU/UK/US, sector rules, labeling)?
• How do you want to organize quality control (AQL, pre-shipment, batch tests)?

Documents you prepare upfront

• Product brief (specifications, tolerances, finish, packaging, labeling)
• Quality checklist (acceptance criteria + measurement method)
• RFI template (Request for Information) for suppliers
• Risk overview (critical points: materials, lead time, compliance, dependencies)

Red flags

• You cannot make requirements concrete (“roughly good” / “as usual”).
• No clear budget or volume: suppliers will price “by feel”.
• Compliance is postponed (“we'll sort it out later”).

Step 2 — Shortlist

Goal

Move from a broad market to a shortlist of suppliers that match your requirements, volumes, and quality level.

Question list (screening)

• Are you a manufacturer, trading company, or agent? Where does production take place?
• How long has the company existed, and what is the core specialization?
• What is the minimum order (MOQ) and how do price tiers work?
• Can you provide references (sectors/countries) or case examples?
• What internal quality controls do you perform (and how is this documented)?
• Which payment terms are possible (deposit, LC, open account)?
• What is the normal lead time (and what are the bottlenecks)?

Documents to request

• Business registration (Chamber of Commerce equivalent / license)
• Factory information (address, photos, capacity, machinery, headcount)
• Certificates (only relevant for your product/market)
• Product datasheet + material information
• Sample PI (proforma invoice) with incoterms, HS code indication, lead time

Red flags

• Unwilling to share basic documents or repeatedly promising “later”.
• Sales claims to do everything (“we make everything”) without depth on your product.
• Price is extremely low without explanation (materials/finish often differ).
• Contact keeps changing across people or channels; no clear owner.

Step 3 — Site visit (or remote audit)

Goal

Verify that the supplier can truly produce as promised: capacity, process control, quality culture, and traceability.

Question list (audit focus)

• What does the production process look like step by step (including critical control points)?
• How are raw materials and batches registered (traceability)?
• How do you handle deviations (NCR: non-conformance reports)?
• Which measuring tools are used and how are they calibrated?
• What is the real capacity per week/month and how do you handle peak demand?
• How is staff trained and who is ultimately responsible for quality?
• How are packaging, storage, and shipping managed (moisture, breakage, labeling)?

Documents to review (on-site or via call)

• QC reports (recent, anonymized if needed) + measurement records
• Process instructions (SOPs) for critical steps
• Calibration log for measuring instruments
• Batch and traceability examples
• Complaint handling (CAPA: Corrective/Preventive Actions) examples

Red flags

• You are not allowed to see production, or only a “showroom tour” with no details.
• Documentation is minimal or clearly newly created.
• No traceability: batches cannot be retrieved.
• High dependency on one person (“if they're not here, everything stops”).

Step 4 — Samples

Goal

Test whether the supplier can translate your requirements into a reproducible product, including communication, speed, and attention to detail.

Question list (sample phase)

• What sample options are available (existing model, custom prototype, pre-production sample)?
• What is the sample lead time and cost (including tooling/molds if relevant)?
• Which materials and components are used exactly (spec + supplier)?
• Can you provide a sample with a measurement report?
• Which changes are possible without impacting lead time/price?

Documents you link to samples

• Sample approval form (what you approve/reject, with photos and measurements)
• Revision log (version 1, 2, 3… what changed and why)
• Packaging spec (labels, barcodes, manual, language, warnings)

Red flags

• The sample deviates from agreed specs without explanation.
• A lot of “yes, yes” communication, little concrete confirmation in numbers or photos.
• No revision trail: changes are not traceable.

Step 5 — Trial order

Goal

Prove that the entire process works: production, quality control, packaging, logistics, and documentation — under realistic conditions.

Question list (trial order check)

• What is the exact scope: batch size, variants, packaging, lead time?
• Which quality control do we run: inline, pre-shipment, sampling (AQL)?
• What happens in case of nonconformities: rework, discount, credit, scrap?
• Which delivery term do we use and who handles transport/customs?
• Which payment method and milestones (e.g., 30/70, or after QC release)?

Documents for the trial order

• Purchase Order (PO) with specs, tolerances, packaging, incoterm, and lead time
• Proforma Invoice (PI) + payment schedule
• QC plan (what is measured, how, when, acceptance criteria)
• Shipping docs (packing list, invoice, origin, HS code indication)

Red flags

• The supplier wants to deviate from the PO/PI “to speed things up” without a written revision.
• Pressure to pay in full before QC or before shipment without justification.
• Repeated delays with vague reasons and no realistic updated plan.

Step 6 — Scale up

Goal

Move from a successful trial order to stable volume supply: clear contractual terms, quality assurance, and continuity.

Question list (stability and growth)

• How do we safeguard quality at higher volumes (extra lines, extra QC, audits)?
• What backup exists for critical parts/materials?
• How are price changes substantiated (raw material index, FX, energy)?
• What is the planning cycle (forecast, confirmation, production planning, buffer)?
• Which SLA commitments are feasible (OTIF, defect rate, response time)?

Documents & agreements to put in writing

• Framework agreement or supply contract (price mechanism, MOQ, lead time, warranties)
• Quality agreement (acceptance criteria, AQL, CAPA, audits, traceability)
• Change control (material/process changes only after written approval)
• IP/design agreements (if you use your own design, molds, or labels)
• Business continuity plan (second source, safety stock, escalation path)

Red flags

• The supplier refuses change control (“we optimize things sometimes”).
• No transparency about sub-suppliers or raw materials.
• No structural fix for recurring issues (no CAPA discipline).

Practical appendix: reusable templates (short)

1) RFI (Request for Information) – minimum fields

• Company name, role (manufacturer/trader), production site(s)
• MOQ, price tiers, lead time, incoterms
• QC process + examples of reporting
• Available certificates (only relevant for your market)
• References/cases (anonymized is fine)

2) Sample approval – essentials

• Specs & measurements (with photos)
• Deviations + approve/reject per item
• Revision agreements and deadline for the next sample

3) Trial order QC – essentials

• Sampling level (e.g., AQL) and critical checks
• Acceptance criteria per defect type
• Fail procedure (rework, re-inspect, re-produce, credit)

Common mistakes (and how to avoid them)

• Going to price too fast: compare on specs, process, and evidence first.
• No written version control: work with revisions for specs and samples.
• QC as an afterthought: define the QC plan before production starts.
• Supplier dependency: think early about a second source or buffers.

How MAROQ helps as a process partner

• Structure: intake, templates, and clear decision points per phase.
• Screening: shortlist based on verifiable criteria and document checks.
• Control: audit preparation, sample and trial-order acceptance, escalation when issues arise.
• Repeatability: a process you can reuse for new products.