Guide · Supplier sourcing
How to find and vet suppliers for importing into India
For importers7 min readUpdated
The short answer
To find import suppliers, write a precise product specification, shortlist suppliers through marketplaces, trade fairs and referrals, then vet each one with documents, samples and a third-party inspection. Agree Incoterms and payment terms in writing, and check the HSN code, compliance requirements and landed cost before you place the first order.
Key takeaways
- A written specification prevents most quality disputes.
- Shortlist several suppliers and compare samples, not brochures.
- Check compliance and landed cost before the PO, not after.
- Keep payment staged so you are never fully exposed before inspection.
1. Write the specification first
List material, dimensions, tolerances, finish, packaging, labelling, certifications and the quantity you want to start with. Include photos or a reference sample. A supplier can only be held to what is written down.
2. Shortlist from several sources
- Online marketplaces such as Alibaba, 1688 and Made-in-China, where many listings are traders rather than factories.
- Trade fairs such as the Canton Fair, where you can meet factories and see products.
- Referrals from other importers in your industry.
- Sourcing agents or local inspectors, who can visit factories for you.
- Indian distributors of the same brands, if you only need smaller volumes.
3. Vet before you pay
- 1
Verify the business
Ask for the business licence and registered address and check them, confirm the factory exists, and compare names across the licence, invoice and bank account.
- 2
Order samples
Test samples against your specification. Samples from a different line than production are a known trap, so ask for production-line samples where you can.
- 3
Check minimum order and lead time
High MOQs tie up cash. Ask what the smallest trial order is and what changes at higher volumes.
- 4
Inspect before shipment
Use a third-party inspection of the finished goods before final payment, and write the acceptance criteria into the order.
4. Agree Incoterms and payment terms in writing
Incoterms such as FOB, CIF and EXW decide who pays for and carries risk on each leg of the journey, which changes your landed cost. Payment terms commonly split an advance from a balance paid against documents or after inspection. For a first order, stage the payment so that part of it is released only after inspection or on delivery of shipping documents.
5. Before the PO: code, compliance and cost
- Confirm the HSN code and the duty and IGST that go with it.
- Check import policy and compliance: BIS, FSSAI, CDSCO, WPC, EPR or quarantine, depending on the product.
- Build the landed cost with freight, insurance, duty, port and clearance, and check that the margin still works.
If you'd rather have a team do the research and sourcing with you, Import Launchpad offers hands-on China-to-India sourcing and first-import support.
This guide is general information, not legal, customs or tax advice. Rules, rates and notifications change, and the right answer depends on your product, so confirm the current position with your customs house agent or the relevant authority before acting.