Working with a supplier: what to ask before the first order
Documentation, traceability, lead times and support — the four things worth checking up front.
Published 31 Aug 2026 · Updated 31 Aug 2026
Choosing a supplier is largely a question of how they behave when something is unclear. That is easier to test before an order than after.
Documentation
Ask what is supplied with a shipment, whether documentation is tied to the specific batch sent, and how you request a document for an older batch. Vague answers here rarely improve later.
Traceability
Ask how a batch reference is carried through packaging, packing note and any published record. You need to be able to connect what is on your shelf to what is on paper.
Lead time and stock behaviour
Ask what happens when an item is out of stock: partial despatch, hold, or substitution. Substitution without notice is the answer you want to rule out.
Support
Establish who to contact and how quickly. A named channel — for us, +852 9529 7843 during Hong Kong business hours — is worth more than a generic form.
Terms
Read the shipping and refund terms before the first order, not during the first problem.
Procurement guidance for laboratory buyers. No product usage information is provided.