A manufacturer has answered your enquiry, supplied an attractive quotation and said it can meet your deadline. Its website looks professional, and the conversation has been encouraging. Before you approve the order or send a deposit, however, there are still some important questions to answer.
Is the business you have been speaking to the one that will receive your money? Where will production happen? Can the factory meet your particular specification? Do the certificates and sample results relate to the work you are buying?
Verification brings those questions together. It helps establish who you are dealing with, whether the proposed manufacturing arrangement is credible and what evidence supports the decision to proceed.
A registered company, a valid certificate and a good sample each tell you something different. None should be treated as a complete answer on its own. The aim is to build a consistent picture of the supplier and your order, then resolve important gaps before committing.
Match the depth of verification to the order
Not every purchase needs the same investigation. A small order of standard stock products has different implications from a large deposit for custom tooling or a component whose failure could cause serious harm.
Consider the money at risk, the technical demands and the consequences of a failed delivery. If a delay would interrupt production, if the product has demanding safety requirements or if you could not easily replace the supplier, more detailed checks may be justified.
Look at how much you would commit before seeing an acceptable result. Development charges, tooling payments and advance purchases of material can create exposure long before finished goods are ready.
For a straightforward purchase, company checks, a technical conversation and a controlled first order may provide useful evidence. For a more demanding project, you may need an independent assessment, specialist testing, a factory visit or a review of the commercial agreement.
Set the verification requirements before the payment deadline arrives. Otherwise, pressure to secure a production slot can turn unresolved questions into assumptions.
If you are still deciding which suppliers deserve investigation, our guide to building a supplier shortlist explains how to keep essential requirements and missing information visible.
Confirm the legal identity of the business
Start with the full registered name, registration number and registered address of the entity you would contract with. Ask for the trading name as well if the business uses one. Those details should allow you to distinguish it from other companies with similar names.
Check the relevant official company register yourself. The European e-Justice Portal's company search resources provide access to information on covered company forms in the EU, Iceland, Liechtenstein and Norway. For businesses elsewhere, use the appropriate national register.
Compare the information with the quotation, proposed agreement and invoice. A legitimate trading name may differ from the registered name, and a group may use separate entities for sales and production. Ask for the relationship to be explained and documented rather than assuming a mismatch is either harmless or fraudulent.
Where an EU VAT number is relevant, use the official VIES guidance and validation service to check registration for cross-border EU trade. An invalid result needs clarification: it can reflect a number that does not exist, a registration that is not yet finalised or a number that has not been activated for intra-EU transactions.
VAT validation is not a general approval of the business. Company registration is not proof of factory ownership or production ability either. Treat these checks as evidence of identity and registration status, then investigate the manufacturing work separately.
Keep a dated record of the checks and the explanations received. If the contracting company changes later, revisit the details before approving the revised arrangement.
Establish where your goods will be manufactured
A registered office, sales address and factory can be in different locations. Ask for the address of the facility that would make your order and establish how it relates to the company quoting for the work.
Some businesses manufacture directly. Others coordinate production through partner factories or subcontract particular operations. These arrangements can work well, but you need to understand who does what and who remains accountable for the finished goods.
Ask which operations happen at the proposed site, which are outsourced and how subcontractors are selected and controlled. For a fabricated assembly, that could include cutting, bending, welding, finishing and inspection. The important question is how those stages will be managed for your product.
Factory photographs and videos provide context, but they do not independently establish that the supplier operates the site or that your order will be produced there. A live discussion with relevant production staff can help, especially when they can explain the proposed route and answer specific questions.
Where the commitment warrants it, arrange a visit or commission an independent assessment. Define its scope in advance. Confirming that a facility exists is different from assessing its equipment, quality controls or suitability for your work.
For requirements linked to manufacturing location, establish the relevant production operations clearly. Our guide to finding manufacturers in Europe explains why a European company address does not necessarily establish European production.
Check capability against your actual specification
A factory can be genuine and still be unsuitable for your order. Verification therefore needs to test the fit between its capabilities and your particular product.
Provide a current specification and discuss the demanding features. These may involve dimensional tolerances, material grades, finish, cleanliness, strength, assembly or performance under particular conditions. Ask how the manufacturer would achieve and check them.
Request examples of comparable work. Similar materials and processes can be relevant even when the finished product is different. However, a photograph of a complex component does not explain who made it, how it was inspected or whether the supplier can repeat that result.
Discuss equipment in relation to the work rather than collecting a machine list. Does the proposed process accommodate the part size? How will critical features be measured? What additional tooling or development would be needed?
Capacity also deserves a direct question. A business may have suitable equipment but no available production time. Ask how your quantity would be scheduled and which assumptions underpin the proposed lead time, including material availability and any subcontracted stages.
If you need development support, confirm who will provide it and what they will deliver. Our guide to finding a manufacturer for your product covers the difference between an idea, a prototype and a specification ready for production.
A credible technical discussion may reveal limitations or propose changes. What matters is whether the supplier explains them clearly and whether the resulting proposal still meets your requirements.
Verify certificates and product documents separately
Certification claims should lead to a document check, not simply a tick in your comparison sheet. Request the current certificate, then review the company name, site, scope, issuing body, certificate number and validity details.
The scope matters. A certificate covering sales or distribution does not establish that a particular production facility is covered. A group-wide claim also needs examination if the site handling your order is different from the one shown on the document.
IAF CertSearch provides a route to verify accredited management system certification records and their status. If a record cannot be found or does not match, ask the supplier and issuing certification body to clarify it. Use independently located contact details when checking with the issuer.
A management system certificate does not establish that your particular goods meet their specification. Product testing, material documentation and applicable compliance requirements need separate attention.
When reviewing a test report, check what was tested, the model or sample identification, the test methods, the laboratory and the date. Establish whether the report applies to the proposed product and materials. Changes to the design or construction may affect its relevance.
Be cautious with broad statements such as “all our products are CE certified”. The EU's official CE marking guidance explains that CE marking applies to products covered by rules that specifically require it, and that there is no central EU body issuing permission to use the mark. The relevant conformity assessment and documentation depend on the product.
If you commission a product to be sold under your own name or brand, you may have manufacturer responsibilities under the applicable rules. Establish those responsibilities and the documents you will need before ordering, with specialist advice where the requirements are complex.
Use samples to assess quality and repeatability
A sample gives you something tangible to evaluate, but first establish what it represents. Is it an existing stock item, a handmade prototype or a part produced using the intended production materials, tooling and process?
A stock sample may demonstrate workmanship without proving that the manufacturer can meet your custom specification. A prototype may demonstrate function while leaving production consistency unresolved.
For illustration, a manufacturer could supply a carefully machined sample even though the quoted production method is casting. The sample may help assess shape and fit, but it does not establish the dimensional consistency or finish of the eventual cast parts. Ask what further validation will be needed.
Agree acceptance criteria before the sample arrives. Check the dimensions, materials, finish, function and documentation relevant to your order. Where appropriate, use independent testing or specialist inspection rather than relying on appearance alone.
Ask how the manufacturer controls production quality. Discuss material identification, inspection stages, measurement equipment and the handling of non-conforming goods. Where traceability matters, establish how a delivered batch can be connected to the relevant materials and records.
Keep sample approval tied to the specification revision and documented findings. Record what passed, what changed and what remains unresolved. An approved sample should give production staff a clear reference rather than an ambiguous instruction to make something similar.
For suitable projects, a limited initial batch can provide evidence about consistency, packaging and delivery. It does not replace required product validation, but it can help assess repeat production before you commit to a larger quantity.
Look for evidence of previous performance and financial capacity
References can help establish how a supplier has handled comparable work. Ask whether it can introduce a customer willing to discuss relevant experience, while recognising that confidentiality may limit what it can share.
With the reference's agreement, ask about the type of work, approximate scale and length of the relationship. Explore how the manufacturer handled changes, delays or quality problems. A useful reference explains what happened rather than offering only a general endorsement.
Verify the reference contact through the customer's own established channels where practical. A contact supplied by the manufacturer is a starting point, not independent confirmation of identity.
Customer logos, testimonials and case studies can provide leads for investigation. They do not necessarily show a current relationship or demonstrate suitability for your particular order. A supplier may also be unable to name customers for legitimate contractual reasons.
For a significant commitment, consider available financial records or a credit report, with help interpreting them where needed. Look at how current the information is and which legal entity it concerns. An older set of accounts cannot establish today's ability to fund materials and production.
Ask practical questions about the proposed order as well. How will materials be secured? Is your deposit funding a particular purchase? What happens if a key subcontractor becomes unavailable? The answers should fit the production and payment arrangements being proposed.
A long trading history or a favourable credit assessment is useful context, but it does not guarantee performance. Combine it with evidence about the work, capacity and controls relevant to your order.
Resolve the commercial terms before authorising production
Verification should lead to a clear order agreement. Confirm that the quotation and acceptance refer to the correct legal entities, specification revision, quantity, materials, finish and packaging.
Establish the complete price, including development, tooling, testing and delivery charges where applicable. Clarify the currency, payment schedule and conditions that must be met before each stage proceeds.
Delivery terms should explain the relevant responsibilities and the intended destination. If an Incoterm is used, identify the rule, named place and version. A production lead time should also state when it begins and what approvals or material availability it depends on.
Discuss what happens if goods do not meet the agreed requirements. Establish how defects will be reported, assessed and resolved, including practical arrangements for rework, replacement or other agreed remedies. A vague promise to “sort out any problems” leaves too much undecided.
For custom production, address drawings, development outputs and tooling. Confirm ownership or usage rights, access, storage, maintenance and any agreed transfer arrangements. Also establish how changes to materials, processes or subcontractors will be handled.
Check that the supplier has accepted the agreed order conditions rather than relying on a purchase order that may conflict with its own terms. For a substantial commitment, have the agreement reviewed before authorising work.
These discussions also test how the manufacturer works. A supplier that can explain its responsibilities and document the agreement gives you a clearer basis for proceeding.
Confirm payment details through an independent route
Verifying the business does not automatically verify every invoice or payment instruction received in its name. Fraudsters can imitate a supplier or interfere with an existing business conversation.
Before a significant first payment, confirm the beneficiary and account details through a contact route you have independently established. Compare the beneficiary with the contracting entity, and investigate any difference.
Some legitimate arrangements involve a group company, financing provider or other authorised payee. Ask for a clear documented explanation and verify the arrangement before paying. Do not dismiss a mismatch automatically, but do not accept it solely because the invoice looks professional.
Be especially careful when bank details change. Europol's invoice fraud guidance advises verifying such requests using contact details from previous correspondence rather than those supplied in the message requesting the change.
Use an established telephone number or another verified route. Calling the number in the suspicious email could simply connect you to the person behind it. An email reply in the same conversation may not be enough if the account itself has been compromised.
Deposits can be a normal part of custom manufacturing, particularly when materials or tooling must be purchased. Their acceptability depends on the arrangement and your exposure. Agree what the payment covers and what evidence or approval is required before subsequent payments.
If a request is unexpected, urgent or inconsistent with the agreed terms, pause the payment until it is resolved. Where money has already been sent and fraud is suspected, contact your bank immediately and report the incident to the relevant authorities.
Make the decision from evidence and keep the record
Bring the checks together before approving the order. You should be able to identify the contracting business, explain where production will happen and describe the evidence supporting the manufacturer's ability to meet your requirements.
Keep unresolved matters visible. Company identity confirmed but inspection arrangements unknown is a partial result, not a completed verification. A good sample does not resolve a conflicting certificate or an unexplained payment beneficiary.
Some gaps can be addressed through a defined next step, such as additional testing or a technical discussion. Others may prevent the order from proceeding. Distinguish these cases instead of converting every outstanding question into a general note to “check later”.
Repeated avoidance of reasonable questions, inconsistent identities or refusal to clarify essential requirements should affect the decision. An unfamiliar website, a new company or a subcontracting arrangement needs investigation, but none alone establishes fraud or poor performance.
Save the relevant register checks, supplier confirmations, documents, sample results and accepted terms together. Record when the assessment took place and what it covered. Refresh important information if the order, manufacturing site or payment arrangement changes.
You can use LocalSuppliers.eu to discover potential manufacturers. Treat discovery as the beginning of the relationship: verify the details relevant to your purchase and proceed when the evidence supports that particular order.
Frequently asked questions
How can I check whether a manufacturer is genuine?
Confirm the legal entity through an official register, check its relationship to the proposed production facility and verify that you are communicating with an authorised representative. Then assess capability, documents and payment details separately. One successful check does not establish everything about the business.
Does company registration prove that a business owns a factory?
No. It helps establish the registered business and the information held by the register. Ask where your goods would be made, who operates the facility and how the contracting company is connected to it.
Does a valid VAT number mean a supplier is reliable?
No. VAT validation concerns registration status, not manufacturing ability or delivery performance. Use it alongside company identity checks and investigation of the proposed order.
What should I do if a VAT number is invalid in VIES?
Check the number entered and ask the supplier to clarify its status. An invalid result can arise for several reasons, including incomplete registration or lack of activation for intra-EU transactions. Follow up through the appropriate tax authority where needed rather than treating the result alone as proof of fraud.
Is ISO certification enough to approve a manufacturer?
No. Check the certificate's scope, covered site and status, then assess whether the manufacturer can meet your product specification. Samples, inspection arrangements and relevant product documentation answer different questions.
Do I need to visit the factory before ordering?
Not for every order. Consider the value, technical demands and consequences of failure. A visit or independent assessment can be useful for a substantial commitment, but it should have a defined scope and be combined with other evidence.
Can I rely on a sample to verify production quality?
A sample provides useful evidence if you understand how it was made and assess it against agreed criteria. It may not demonstrate the consistency of a full production run. Confirm how production quality will be controlled and whether further validation is required.
Is subcontracting a warning sign?
Not automatically. Many manufacturers subcontract specialist operations. Establish which work is outsourced, who controls it and who remains responsible for the finished goods. An undisclosed or poorly controlled arrangement is a different concern from transparent subcontracting.
Is it safe to pay a deposit to a new manufacturer?
Assess the deposit in the context of the verified supplier, accepted terms and amount at risk. Confirm the payment recipient independently and agree what the deposit covers. A deposit should not be paid simply because you are being pressed to secure a production slot.
What should I do if the manufacturer changes its bank details?
Pause and verify the change through an established contact route. Use previously verified details rather than those supplied in the change request. Investigate any beneficiary mismatch before authorising payment.
Does a directory listing mean a manufacturer has been verified?
Only rely on checks that the directory explicitly describes, and understand their scope and date. A listing is a useful discovery route, but you still need to confirm the facts relevant to your product, production arrangement and order.