Supplier Qualification Questions (Buyer-Side)
A buyer-side qualification tool with shared core questions and clearly marked RMG- and Leather-specific add-ons.
Content
This checklist helps buyers qualify suppliers before commercial pressure sets in. It focuses on execution reality, control, and transparency—rather than marketing claims or generic capability statements.
Purpose of this tool
A buyer-side qualification tool for new suppliers, existing suppliers taking on new products/volumes/compliance scope, or suppliers being considered for pilot and scale-up orders. This is not a scorecard; it is decision support.
How to use this checklist
- Use questions selectively based on order risk and category (RMG / Leather).
- Require specific, order-relevant answers—not general statements.
- Treat incomplete or vague answers as signals and document assumptions explicitly.
- Where verification is applied, it should be verified per engagement.
A) Supplier identity and operational reality
- What is the legal entity name and registered address?
- Which factory site(s) will produce this order? (Name + address)
- Is this the same site used for your last comparable order? If not, why?
- Who controls production decisions on the factory floor?
- What processes are in-house vs outsourced?
Risk signal
Vague answers such as ‘associated units’ or ‘trusted partners’ without named sites.
B) Capacity and workload alignment
- What is current monthly capacity for this product type?
- What percentage of capacity is already committed during this order window?
- How is capacity adjusted during peak periods?
- What happens if timelines compress or volumes increase?
- How do you decide when to subcontract?
Risk signal
Capacity described only in theory, not current load and constraints.
C) Product and process capability
- What similar products have you produced in the last 12 months?
- Which steps in this product are most error-prone?
- Where do quality issues typically arise—and how are they caught?
- What internal controls exist before defects reach final inspection?
- What changes would materially increase execution risk for this order?
Risk signal
‘We can make anything’ responses without specific, recent examples.
D) Quality management and control
- What quality standard is applied (AQL level, internal criteria)?
- At which stages is quality checked (inline / end-line / final)?
- Who approves rework or deviations?
- How are corrective actions documented?
- What quality data can you share from recent orders?
Risk signal
Quality described only as final inspection.
E) Compliance scope awareness
- Which standards apply to this order specifically?
- What evidence do you typically provide per order vs per facility?
- What is out of scope unless explicitly agreed?
- How do you manage compliance when production moves or is outsourced?
- How are expired or missing documents handled?
Risk signal
Treating certifications as blanket coverage without scope review.
F) Subcontracting and transparency
- Is subcontracting allowed for this order?
- If yes, which processes and where?
- How is subcontracting disclosed and approved?
- How are materials tracked when moved off-site?
- What buyer visibility is provided if subcontracting occurs?
Risk signal
Subcontracting framed as ‘only if necessary’ without disclosure rules.
G) Documentation and shipment readiness
- What documents are prepared before shipment?
- Who reviews documents for accuracy?
- How are discrepancies resolved under time pressure?
- What causes shipment delays most often?
- How is last-minute change managed?
Risk signal
Documentation treated as logistics’ responsibility only.
H) Change management and escalation
- What triggers escalation internally?
- Who has authority to stop production?
- How are buyer approvals captured?
- How are changes documented once production has started?
- What happens if buyer feedback is delayed?
Risk signal
No clear escalation owner or decision path under pressure.
Category add-ons (use selectively)
RMG-specific
- How are lines allocated across shifts?
- What triggers subcontracting in peak season?
- How is size/colour ratio accuracy controlled?
- How is shade variation handled across fabric lots?
Leather-specific
- Which processing stages are in-house vs external?
- What traceability level can be maintained (batch / stage)?
- How are chemical requirements applied across stages?
- How are material batches linked to finished goods?
Interpreting responses
- Look for specifics, not confidence.
- Consistency matters more than optimism.
- Gaps are acceptable if they are explicit and documented.
- Use responses to define scope, not to pass/fail suppliers.
Key principle
Supplier qualification is about predictability, not promises.
Document control
Where this tool is used alongside verification or oversight, it should be read as verified per engagement: scoped, time-bound, and documented for a specific order or decision—not as an ongoing supplier status.
Need a scoped version for a live order?
This resource is still being prepared. If you need a version of this structure applied to an active or planned order, we can scope it per engagement.