Finding and vetting suppliers abroad

The process in seven steps

Systematic supplier sourcing follows a clear sequence. Each step reduces the risk of the next.

1. 01
   Define requirements

   Write down product, material, dimensions, standards, annual volume, target price, packaging and delivery dates. A clear specification makes quotes comparable.

2. 02
   Research the market

   Identify possible supplier countries and companies through trade fairs, industry associations, chambers of commerce, B2B platforms and trade promotion bodies.

3. 03
   Build a shortlist

   Turn a longlist of candidates into three to five favourites based on experience, size, specialisation and communication.

4. 04
   Request quotes

   Send the same request for quotation (RFQ) and specification to every candidate so prices, lead times and terms can be compared.

5. 05
   Vet the suppliers

   Check the favourites against a due diligence checklist; for larger volumes, with a factory visit or audit.

6. 06
   Test and approve samples

   Order samples, test them against the specification and keep an approved reference sample.

7. 07
   Contract and first order

   Sign the contract, start with a manageable first order and have the goods inspected before shipment.

Where to find suppliers

The best channel depends on your industry and product; combining several usually pays off:

• Trade fairs: first-hand impressions, samples on the spot and many suppliers in one place.
• Industry associations and chambers of commerce: member directories and contacts, often with some pre-selection.
• B2B platforms: huge choice but very mixed quality – always verify the information yourself.
• Switzerland Global Enterprise (S-GE): the official Swiss organisation for export and import promotion, with country information and contacts.
• Recommendations from your own network and from partners who buy similar products.

Due diligence checklist

Before any money changes hands, make sure the supplier exists, can deliver and works reliably:

As of September 2026 – sanctions measures change constantly; SECO’s current information is authoritative.

Samples and the reference sample

Samples are the most honest test of a supplier. Order them from several candidates and check them against the specification: dimensions, material, workmanship, packaging and, where needed, lab tests.

A compliant sample is approved as the reference sample (golden sample), marked by both parties and kept. Before series production, a pre-production sample from the actual line shows whether the supplier can hit the quality at volume.

Contracts and Incoterms

A written contract creates clarity. At a minimum it should cover the specification and reference sample, price and currency, payment terms, delivery dates, consequences of delay or defects (e.g. penalties), protection of designs and intellectual property, and governing law and jurisdiction. Between companies in states that are party to the UN Convention on Contracts for the International Sale of Goods (CISG), it generally applies unless expressly excluded – if in doubt, have the contract reviewed by a lawyer.

The International Chamber of Commerce (ICC) Incoterms define who bears transport, costs and risk up to which point, and who handles customs formalities. Always state the rule, place and version, for example “FCA Istanbul, Incoterms 2020”.

Under DDP into Switzerland, the foreign supplier must bear and handle Swiss import VAT – in practice this often requires Swiss VAT registration with a local tax representative. For Swiss buyers, FCA or DAP are therefore often the more practical choice.

Quality control before shipment

The most important check happens before the goods leave the factory – afterwards, claims are costly and slow. In a pre-shipment inspection, an independent inspection body checks a sample of the finished goods on site. Sample size and acceptable defect levels are usually set using a recognised AQL method agreed with the supplier in advance.

Tie the balance payment to a passed inspection report. That gives the supplier a clear incentive to fix defects before shipping.

After the first order: managing suppliers

Good supplier relationships are built over several orders. Track on-time delivery, quality and communication, discuss deviations openly and re-assess key suppliers regularly. A second vetted supplier for critical items reduces dependency.

ZETA helps companies find and vet suppliers abroad, organises samples and inspections and coordinates the process with forwarders and customs brokers through to delivery in Switzerland.