Buyer Safety and Sourcing Guidelines

Purpose of These Guidelines

These guidelines help buyers evaluate suppliers and reduce commercial risks before placing an order.

The website is a supplier discovery platform. Buyers are responsible for checking suppliers, products, documents, payment terms and import requirements before entering into a transaction.

Verify the Supplier’s Business Identity

Before placing an order, ask the supplier to provide relevant business information.

This may include:

Registered company name
Business address
GST registration details
Import Export Code, where applicable
Company registration documents
Website and business email address
Factory or warehouse address
Bank account details in the company’s name
References from previous customers

Check that the details are consistent across quotations, invoices, certificates, email signatures and bank documents.

Be cautious when a supplier uses different company names or asks for payment to an unrelated personal account.

Review the Supplier Profile Carefully

A published supplier listing does not guarantee that every detail has been independently verified.

Review:

Business type
Products supplied
Location
Year established
Export markets
Certifications
Minimum order quantity
Production capacity
Lead time
Nearest port
Incoterms offered
Contact details

Ask the supplier to clarify any information that appears incomplete or inconsistent.

Request Product Specifications

Obtain a clear written specification before discussing final prices.

The specification may include:

Product name
Grade or quality
Size and dimensions
Material
Colour
Packaging
Labelling
Shelf life
Country of origin
Required certification
Testing requirements
Destination-country standards

Do not rely only on photographs or verbal assurances.

Order Samples Before Bulk Purchase

Where practical, request samples before placing a large order.

Check:

Product quality
Measurements
Appearance
Packaging
Labelling
Performance
Compliance with the agreed specification

For high-value or technical products, consider using an independent inspection or testing company.

A sample should be clearly identified and linked to the final purchase specification.

Verify Certifications

Ask for copies of certificates relevant to the product.

Examples may include:

ISO certificates
Halal certification
Organic certification
FSSAI-related documents
Laboratory test reports
Certificate of analysis
Product conformity certificates
Industry-specific approvals

Check:

Issuing authority
Certificate number
Company name
Product scope
Issue date
Expiry date

A certificate may apply only to a specific factory, product or activity.

Confirm Export Experience

Ask whether the supplier has exported the product before.

Useful questions include:

Which countries have you supplied?
Which ports do you normally use?
What export documents do you provide?
Have you supplied to GCC countries?
Can you provide references?
Are you familiar with destination-country labelling and packaging rules?

Previous export experience may reduce risk, but it should not replace proper verification.

Request a Formal Quotation

Obtain a written quotation containing:

Supplier name and address
Buyer name
Product description
Quantity
Unit price
Total price
Currency
Incoterm
Port or delivery location
Packaging
Lead time
Payment terms
Quotation validity
Taxes or charges
Warranty, if applicable

Avoid proceeding based only on messages or informal price discussions.

Understand the Incoterm

The Incoterm determines how costs and responsibilities are divided between buyer and supplier.

Common terms include:

Confirm:

Exact named place or port
Who arranges transport
Who pays freight
Who arranges insurance
Who handles export clearance
Who handles import clearance
Where risk transfers

Do not accept an Incoterm without understanding the responsibilities it creates.

Use Safe Payment Terms

Payment terms should reflect the order value, product type and level of trust.

Possible approaches include:

Small advance with balance after inspection
Letter of credit
Documentary collection
Escrow, where available
Milestone payments
Payment against shipping documents

Avoid paying the full amount in advance to an unverified supplier.

Before payment, confirm that the beneficiary name matches the supplier’s legal business name.

Any change in bank details should be verified through a separate contact method.

Watch for Payment Fraud

Be cautious when:

Bank details change suddenly
Payment is requested to a personal account
Payment is requested to a different country
The supplier creates unusual urgency
The email address changes slightly
A new contact requests immediate transfer
The supplier refuses document verification

Verify payment instructions by calling a known company contact.

Do not rely only on email or messaging applications for bank confirmation.

Use Purchase Orders or Contracts

For significant orders, use a written purchase order or contract.

It should cover:

Product specification
Quantity
Price
Currency
Incoterm
Delivery schedule
Inspection requirements
Packaging
Documents
Payment terms
Warranty
Rejection procedure
Delay consequences
Dispute resolution
Governing law

Commercial documents should be reviewed by qualified professionals where the transaction value or risk is significant.

Arrange Pre-Shipment Inspection

A pre-shipment inspection may help confirm:

Quantity
Product condition
Packaging
Labelling
Dimensions
Quality
Container loading
Compliance with the approved sample

Use an independent inspection company for larger or higher-risk orders.

Inspection does not eliminate all risk, but it may reduce disputes.

Check Shipping Documents

Depending on the shipment, documents may include:

Commercial invoice
Packing list
Bill of lading
Air waybill
Certificate of origin
Insurance certificate
Inspection certificate
Fumigation certificate
Phytosanitary certificate
Health certificate
Test report
Export declaration

Confirm document requirements with your customs broker, freight forwarder or import consultant before shipment.

Check Import Requirements

Import rules differ by country and product.

Before ordering, confirm:

Whether an import licence is required
Customs duty
VAT or other taxes
Product registration requirements
Labelling rules
Language requirements
Certification requirements
Restricted ingredients or materials
Shelf-life requirements
Packaging standards
Port inspection procedures

The buyer is responsible for ensuring that the product can legally enter the destination country.

Use Reliable Logistics Providers

Work with reputable freight forwarders, customs brokers and transport companies.

Ask for:

Written freight quotations
Transit time
Route
Carrier details
Destination charges
Customs clearance charges
Insurance options
Free storage period
Demurrage and detention terms

Do not compare freight offers only by the lowest price.

Maintain Written Records

Keep copies of:

Supplier profile
Quotations
Product specifications
Samples and approvals
Emails and messages
Purchase orders
Contracts
Payment confirmations
Inspection reports
Shipping documents
Customs records

Written records are important if a dispute arises.

Avoid Unrealistic Offers

Be cautious when:

Prices are far below market levels
Delivery promises appear impossible
Certificates cannot be verified
The supplier avoids video calls
The supplier refuses samples
Product images appear copied
Company details keep changing
Pressure is used to obtain immediate payment

A low price should not replace proper due diligence.

Conduct Video or Physical Verification

Where possible, arrange:

A video call
A live factory or warehouse tour
A third-party factory audit
A physical visit
Verification through a local representative

Ask the supplier to show the production area, stock, packaging and company signage.

Report Suspicious Activity

Report suspicious listings, false claims or fraudulent behaviour through the Contact Us page.

Provide:

Supplier name
Listing URL
Description of the concern
Supporting screenshots or documents
Relevant communication details

The website may review the report, but it is not responsible for recovering payments or resolving private commercial disputes.

Important Disclaimer

These guidelines provide general sourcing precautions.

They do not replace legal, financial, customs, inspection, insurance or technical advice.

Buyers should obtain professional advice appropriate to the product, order value and destination country.

Contact

For buyer support or to report a supplier, use:

/contact-us/