Verify the commercial entity
Any mismatch should be clarified through an independently verified company channel before payment.
- Legal company name and registered information.
- Quotation, contract, invoice and beneficiary consistency.
- Authorised contact and communication record.
Verify the production reference
A production deposit should not rely only on reference images or an uncontrolled message thread.
- Approved drawing revision and BOQ.
- Signed material, finish and hardware references.
- Sample or first-article approval record.
Verify quality and shipment control
The buyer should know who can release the shipment and how unresolved defects will be recorded.
- Inspection scope, timing and evidence.
- Defect correction and shipment-release authority.
- Packing list, labels and destination documentation.
Maintain an auditable file
This guide is a procurement checklist, not legal or financial advice; destination-specific verification may require professional review.
- Store approvals, revisions and commercial documents together.
- Record changes and accepted deviations.
- Retain inspection and shipping evidence after delivery.
Use this guide in the project file
Attach the relevant checklist to the current drawing, quotation or approval record. Record project-specific decisions in writing and confirm destination requirements with the responsible professional or authority. We record project-specific decisions clearly and confirm destination requirements before production.
Supplier verification record
Keep supplier verification as a dated project file rather than an informal message thread.
| Record area | What to retain |
|---|---|
| Business identity | Legal entity, named project contact, and verified communication channel. |
| Technical capability | Relevant drawings, samples, quality process, and documentation route. |
| Commercial control | Quotation assumptions, approval process, inspection release, and export handoff. |