Sourcing & Supplier Verification Policy

This policy describes how MedinChina searches for, shortlists, evaluates and, depending on the service selected, verifies suppliers and manufacturers in China.

The aim is to reduce purchasing risk by giving clients more structured commercial information. Verification depth depends on the project, product, risk and service ordered.

A low price alone does not make a supplier suitable. MedinChina may consider company identity and activity, products, stated manufacturing capacity, experience, communication, price, MOQ, lead times, payment terms, customisation, available certifications, export experience and ability to answer the client’s requirements.

The objective is an appropriate balance of capability, commercial conditions, expected quality and risk.

Before searching, MedinChina analyses the client’s brief. The client may be asked for product descriptions, photographs, videos, references, technical drawings, dimensions, materials, colours, quantities, expected quality, certifications, customisation, packaging, budget, destination and desired timing.

More precise information allows a more targeted search.

Depending on the project, MedinChina may use its professional network, supplier base, industrial relationships, previously met manufacturers, industrial clusters, trade fairs, specialist markets, B2B platforms, business databases, professional recommendations and direct manufacturer research.

The search is not necessarily limited to one online platform.

A supplier may be a manufacturer, trading company, distributor, wholesaler, agent or a combination of activities. A trading company is not automatically unsuitable and may offer commercial or logistics advantages.

When the client specifically requests a direct manufacturer, MedinChina adapts the search accordingly.

Depending on the service and information available, checks may cover legal name, registration status, business licence, Unified Social Credit Code, legal representative, registered address, registered capital where relevant, creation date, declared activities and public information.

The aim is to confirm that the business being contacted reasonably corresponds to an identifiable company.

Legal existence does not automatically prove that a company has the capacity required for the project. MedinChina may examine products, catalogues, photographs or videos, visible equipment, stated capacity, experience, export markets, certifications, available references and commercial organisation.

Additional checks may be recommended for a significant project.

When the chosen service includes comparison, MedinChina may request several proposals and compare price, MOQ, quality level or sample, production capacity and timing, OEM/ODM customisation, payment, export experience, available certifications, communication and logistics conditions.

The lowest price is not automatically the best option.

MedinChina may request a commercial offer or pro forma invoice covering product, quantity, price, MOQ, customisation, packaging, lead time, payment terms, commercial conditions and the applicable Incoterm.

Supplier information remains a commercial statement until it is checked or contractualised at the appropriate level.

When included, MedinChina may negotiate price, MOQ, payment terms, timing, packaging, customisation, spare parts, accessories, warranty and production conditions.

A specific percentage reduction is not guaranteed unless expressly agreed. The result depends on the supplier, product, volume, market and available leverage.

For relevant products, MedinChina may recommend ordering or approving a sample before production. A sample can help assess appearance, dimensions, finish, material, colour, general function and packaging.

The client remains responsible for accepting or rejecting the sample when approval is required.

For some orders, a physical visit may be recommended or ordered. It may help verify the site, production environment, visible equipment, organisation, products present, interlocutors and certain stated capabilities. A report, photos or videos may be provided when included in the service.

A factory visit reduces risk but does not necessarily confirm the company’s complete financial position, every commercial commitment, every subcontractor, future capacity, absence of legal problems or the quality of every future production.

Specialised audits or checks may be needed when these matters are critical.

When a supplier provides a certificate, MedinChina may, depending on the assignment, review the company name, document number, issuing body, product, dates and accessible information supporting a check.

Formal verification may require the certifier, a laboratory or a specialist professional.

A product acceptable in China is not automatically compliant in the destination country. The client must communicate market requirements covering technical standards, safety, labelling, packaging, approval, certification, import restrictions, sanitary rules and electrical standards.

MedinChina may assist when included in the assignment, but final import compliance remains subject to the applicable contract and destination-country rules.

Before a significant payment, MedinChina may carry out reasonable checks on payment information. If the beneficiary differs from the contractual supplier, explanations or additional documents may be requested. A sudden bank-detail change requires additional verification.

Additional checks may be needed when there is an unusually low price, refusal to provide documents, inconsistent information, frequent bank changes, pressure to pay, refusal of a contract, difficult-to-check certificates, an inconsistent address, refusal to show the production site or an unexplained beneficiary.

A signal does not automatically mean fraud, but it may justify investigation or rejection.

MedinChina may recommend not proceeding when risk is excessive, including uncertain identity, contradictory information, problematic documents, refusal to contract, serious doubts about capability, excessively risky payment terms, suspected counterfeiting or abnormal commercial behaviour.

The final decision to proceed remains governed by the project contract and client instructions.

“Verified supplier” means that a number of checks corresponding to the agreed verification level have been completed. It does not mean a supplier is guaranteed, risk-free or certain to perform successfully.

MedinChina should be able to tell the client which checks were actually completed.

The level should be selected according to project value, product risk and the decision the client needs to make. Third-party due diligence may be billed separately.

MedinChina primarily performs commercial and operational checks within its services. When a client needs a legal opinion about litigation, ownership, regulated licences, legal risk, statutory duties, disputes or sanctions, MedinChina may coordinate a qualified law firm but does not replace it.

Prior verification does not transfer the manufacturer’s contractual duties to MedinChina. The supplier remains responsible under the applicable contract for production, quality, quantity, specifications, timing, warranties, conformity and refunds when contractually due.

MedinChina structures, follows and secures the relationship as reasonably possible.

The client must review information provided before approving a supplier. When a specific risk is reported, the client must consider it before proceeding. A decision to work with a supplier despite a written warning may be documented.

When applicable, MedinChina seeks to frame the order with a contract or suitable commercial documents. For significant orders, clients should not rely only on a WhatsApp conversation or simple commercial promise. Essential terms should be written.

Project documents may define product, specifications, quantity, price, timing, payment, quality, inspection, warranty, defects, non-conformity, replacement, compensation and refunds where applicable. The client must read them before approving payment.

Every commercial activity carries risk. Even an old, large, visited, certified, exporting or well-known company may encounter production, quality, timing, staffing, materials or logistics problems.

MedinChina reduces and manages risk; it does not claim that risk can be eliminated completely.

Supplier selection is only the first step. Depending on the service, MedinChina may continue with negotiation, contract, payment, production follow-up, inspection, shipment and claim support. This continuity improves project traceability.

Supplier information and commercial relationships developed by MedinChina may be sensitive professional information. Their use is subject to the service conditions and applicable agreements. MedinChina also respects confidential information legitimately provided by suppliers.

The goal is not to provide the longest supplier list. It is to find relevant, identifiable commercial partners suited to the project, with verification proportionate to the order’s nature and risk.

Good sourcing is not only finding a factory. It is understanding who you are about to do business with before committing your money.

This policy should be read with the General Terms, Payment & Commission Policy, Refund & Responsibility Policy, Quality Control & Inspection Policy, Transport & Logistics Policy and Privacy Policy.

Project-specific contract terms may supplement or modify these general procedures in accordance with applicable law.

For a sourcing project or a specific verification level, contact MedinChina, operated by Hangzhou Opun Technology Co., Ltd. (杭州奥普恩科技有限公司), Hangzhou, Zhejiang, China. Email: contact@agencemedinchina.com.