Supplier vetting
To vet a supplier, check three things before you order: quality, communication and reliability, using samples, references and how they handle your questions. These are the same three criteria Cydney Mar uses in The Right Suppliers stage of her Concept-to-Reality Pathway.
Published by Cydney Mar · Last updated:
A trustworthy supplier makes samples that match your specification, answers questions clearly and on time, and can show it already produces similar products for other customers. In the Source to Spec approach, Cydney Mar asks founders to score every shortlisted supplier on the same evidence, so the decision is not made on price or friendliness alone.
| Criterion | What to ask for | Good evidence | Warning signs |
|---|---|---|---|
| Quality | Samples made to your specification; examples of similar products | Samples measure within your tolerances; finishes match the brief | Samples differ from what was quoted; reluctance to sample |
| Communication | Written answers to specific questions about materials, timing and minimums | Clear, specific replies; questions back about your specification | Vague answers; “no problem” to everything; long silences |
| Reliability | References, business details, written terms and timelines | Dates kept on samples; terms confirmed in writing | Missed sample dates; terms that change after agreement |
Evidence
Shopify’s manufacturing guide recounts a founder whose manufacturer shipped a second order that arrived 80% defective. A good first batch is evidence, not a guarantee, so keep inspecting against your specification.
Source: Shopify, “How to Find a Manufacturer for Your Product in 8 Steps”
Practice
Cydney Mar’s Source to Spec advice is to keep your runner-up supplier informed and your tech pack current. If your main supplier slows down or quality slips, you can move without starting your search again.
Back to the full guide on how to find suppliers for your product
A reliable manufacturer answers clearly, meets the dates it gives you, makes samples that match your specification, and can show it already produces similar products. Ask for references and test with a small order. Shopify’s manufacturing guide reports that one founder’s second order from a manufacturer arrived 80% defective, which is why checks continue after the first good batch.
More in the FAQOnline wholesale platforms are a reasonable place to start a search because they let you compare many suppliers quickly. Treat a listing as a lead, not proof. Ask for samples, verify the business independently, and compare quotes on the same specification. Platforms suit stock products best; custom products still need a clear brief and sampling before any order.
More in the FAQContact enough suppliers to compare real quotes, which in practice means a shortlist of several rather than one. Some will not reply, some will not fit your quantities, and some quotes will not match your specification. Comparing at least a few answers to the same brief shows you what a fair price, lead time and level of communication look like for your product.
More in the FAQFollow up once in writing with a clear question and a date, then contact your second-choice supplier in parallel. Slow or vague communication before an order often continues after it, which is why communication is one of the three things worth vetting alongside quality and reliability. Keeping your tech pack current makes switching factories far easier.
More in the FAQCompare it against your specification point by point, photograph each problem, and send the factory one clear list of corrections with measurements. Decide whether the fault is in the factory’s work or a gap in your specification, and update your tech pack either way. Unclear specifications are a common cause of repeated sampling rounds.
More in the FAQMany founders split payment so the factory is committed and you keep leverage until goods arrive. Shopify’s guide to finding a manufacturer gives the example of proposing 50% upfront and 50% after receiving the shipment. Terms are negotiable, so agree them in writing alongside the specification, quantities, delivery date and what happens if goods fail inspection.
More in the FAQCydney Mar helps founders take consumer products for retail, TV and direct-to-consumer from idea to production through her Concept-to-Reality Pathway.
Published by Cydney Mar