In international procurement, asking the right questions is key to avoid partnership pitfalls and ensuring project success. Thorough questioning directly filters out professional and reliable suppliers while maximizing reduce subsequent quality, communication, and cost risks.
Below are 20 essential questions international buyers must ask when selecting Chinese custom furniture suppliers, categorized into 5 key aspects:qualifications and capabilities, quality and craftsmanship, communication and processes, commercial terms, compliance and after-sales service.These questions will help you quickly identify professional and reliable partners.
1. Qualification and Capability Verification (Verifying “Who Are You?”)
1.1 Are you a factory or a trading company? Can you provide the factory or company address and arrange a video tour?
Purpose: Verify their authenticity to avoid partnering with middleman lacking physical production capabilities. Video tours are the most effective verification method.
1.2 How long has your company been established? What was the export revenue ratio over the past three years?
Purpose: Assess their stability and commitment to export operations. Export-focused suppliers better understand international standards.
1.3 Can you provide 3-5 overseas client references with projects similar in scale and style to ours? Would you share contact details for these references?
Purpose: Verify relevant successful experience. Reputable suppliers maintain a reference library and provide confidential references upon request.
1.4 Do you have export experience targeting our specific markets? (e.g., USA, EU, Australia)
Purpose: To determine familiarity with destination-specific standards, such as CARB/EPA in the US, CE/FSC certification in the EU, or AQIS fumigation requirements in Australia.
2. Quality and Process Control (Verifying “How Well Are You Performing?”)
2.1 For solid wood furniture, where does your timber originate? What is the wood grade?
Purpose: This is the core of quality. For example: FAS (First and Seconds) grade timber represents the highest standard in North American lumber grading, requiring clear grain patterns, no knots, and no insect damage—making it ideal for solid wood furniture. Some manufacturers may substitute inferior products for higher-grade ones if you don’t specify the material grade. Here is a comparison picture of black walnut with & without FAS grade.
2.2 How do you implement quality control? Do you have a dedicated QC department? Can you share a standard inspection report template?
Purpose: Assess whether their quality system is systematic and professional. Requesting a report template reveals the level of inspection detail.
2.3 What are the key inspection points during production? Can we or third-party inspectors conduct on-site verification at these stages?
Purpose: Ensure intervention during production, not discovering issues only at the final stage.
2.4 Can you produce pre-production sample? What are the sample fees and bulk order discount policies?
Purpose:Physical samples are crutial to confirming key details e.g. door panel style,countertop edging style,color,special finish treatment etc. Samples can also serve as inspection standards or for comparison against final shipments.
2.5 How are the internal structure and hidden areas of the furniture handled?
Purpose: Identify whether the supplier cuts corners in “invisible areas” (e.g., drawer bottom thickness, back panel construction, internal sanding). This is key to distinguishing ordinary from premium suppliers.
TBM is on the market for custom cabinet with attention to detail.Luxury cabinet at Affordable price.Please feel free to contact us for price comparison or free sample.
3. Communication and Project Management (Validating “How We Work Together”)
3.1 Who will serve as our dedicated project manager/person in charge? What is their English proficiency and industry experience?
Purpose: To ensure smooth and efficient communication. Avoid dealing with an inconsistent team.
3.2 What tools do we typically use for communication? (e.g., WeChat, Email, WhatsApp etc.) How will production progress be updated and reported?
Purpose: Establish clear communication protocols to ensure information traceability and prevent critical details from being overlooked in verbal exchanges.
3.3 What is the standard lead time from final design approval to pre-production sample delivery, through to bulk production completion?
Purpose: To evaluate production capacity and planning capabilities for inventory and sales forecasting.
3.4 What is your change management process if design modifications are required or production issues arise?
Purpose: To assess flexibility and standardization in handling unforeseen circumstances.
4. Commercial Terms and Logistics (Verify “How will the transaction be executed?”)
4.1 What are the payment terms?
Purpose: Negotiate a mutually fair payment schedule with manageable risks (e.g. 30% deposit, 40% upon production photos, 30% upon finished product or copy of bill of lading). Caution when suppliers demanding 100% deposit.
4.2 What are the trade term? (FOB, CIF, or EXW?) What specific costs are included/excluded in the quotation?
Purpose: Gain clear understanding of cost composition to avoid subsequent “hidden charges.”
4.3 What are the packaging standards for the products? How do you ensure furniture remains undamaged during long-distance sea transport?
Purpose: To understand their packaging solutions (e.g.,paper carton corner protectors, reinforced wood crate etc.), which are essential for ensuring safe delivery.
TBM (Top Building Material Co., Ltd) offer standard safety packing for overseas clients and provide optional enhanced packing for reinforcement to minimize transportation risks.
4.4 What is the minimum order quantity? Are there price discounts for increased order quantity?
Purpose: To clarify cooperation thresholds and explore cost advantages for long-term partnership.
5.Compliance, After-Sales Service, and Dispute Resolution (Verifying “Is the Partnership Secure?”)
5.1 Can you provide necessary documents required by the target market? (e.g., commercial invoices, packing lists, certificates of origin, fumigation certificates, etc.)
Purpose: To ensure the supplier is familiar with export documentation procedures and can help with smooth customs clearance.
5.2 What is the product warranty period? How are transportation damages or missing parts handled and replaced?
Purpose: Clarify after-sales responsibilities. Professional suppliers will have clear policies, including timeframes for complimentary replacement of damages and small parts.
5.3 How are major quality disputes or contractual conflicts typically resolved?
Purpose: This is the “ultimate test.” A legitimate, confident supplier will be willing to discuss and formalize arbitration mechanisms (e.g., third-party arbitration bodies) through the contract, rather than evading the question.
Tips:
Send these questions formally via email and request a written response. The thoroughness of the supplier’s answers, their response speed, and their professional attitude are themselves the most important screening criteria. A reliable and professional supplier will welcome these questions and view them as a positive start to building a long-term cooperative relationship.
What other questions do you think are essential to ask? Feel free to leave your comments below:)
