How to Verify an Iranian Supplier Before Making an International Purchase
How to Verify an Iranian Supplier Before Making an International Purchase
A practical, step-by-step verification guide for international buyers. Learn what documents to request, how to assess factories, red flags to avoid, sample & testing best practices, payment methods, and how Vitfa helps you find and verify reliable Iranian suppliers.
Why supplier verification matters
Buying internationally always carries risk. Verifying your supplier before placing large orders reduces the chances of fraud, late shipments, substandard goods, and costly legal disputes. With suppliers from Iran (or any market), the same principles apply — but you also need to consider regulatory, logistics and documentation specifics.
What you will learn in this guide
- Concrete documents to request (COO, COA, MSDS, business license, tax ID)
- How to validate company existence and reputation
- Factory audit checklist and what to ask during a video tour
- How to handle samples, testing and inspection
- Payment terms and risk mitigation
- Red flags and escalation steps
Step-by-step verification process
Step 1 — Basic verification: company identity & registration
Start with the basics. Ask for the company’s official name, business registration number, registered address, and tax number. Request scanned copies of the business license (or commercial registration) and the company’s national ID. For export-oriented firms, also request the export license or customs registration number.
- Company name, registration number, registered address
- Business license scan (with visible registration number)
- Tax ID / VAT registration (if available)
Tip: Compare the registration data with the details the supplier shows on their website, LinkedIn, and Vitfa profile (if available).
Step 2 — Trade references and previous export history
Ask for references from recent international buyers. Reliable suppliers will share references, previous proforma invoices, or details of repeat customers. Ask for the names of at least two customers (companies) you can contact for a reference, and request permission to contact them directly or via Vitfa.
- 3rd party buyer references (with contact details)
- Sample Proforma Invoice or past Bill of Lading (BL)
- Export history overview (markets and volumes)
Step 3 — Documents that matter (and how to check them)
Key documents you should request and what to look for:
| Document | Why it matters | What to verify |
|---|---|---|
| Commercial / Proforma Invoice | Price, description, INCOTERMS and seller details | Consistent company name, bank details, clear INCOTERM |
| Certificate of Origin (COO) | Used for customs, duties & preferential treatments | Issued by chamber of commerce or authorized authority |
| Certificate of Analysis (COA) / COA | Quality and technical specification for industrial products | Matches your spec; check lab / testing authority |
| MSDS | Safety information for chemicals & hazardous goods | Correct product name, hazard classification, packing group |
| Inspection / Third-party report | Independent verification of quantity/quality | Check inspector name, company, date and sample size |
| Bill of Lading / AWB | Proof of shipment and freight details | Matches PI and packing list |
Tip: Ask the supplier to provide original or certified copies. If documents look photocopied or inconsistent, request verification directly from the issuing body (e.g., chamber of commerce).
Step 4 — Online footprint: website, marketplaces, and Vitfa profile
Strong suppliers typically maintain multiple online touchpoints: an official website, B2B listings, and profiles on trusted marketplaces. Check:
- Company website (about, contact details, legal address)
- B2B platforms — e.g., Vitfa profile (verified badges)
- LinkedIn company page and key personnel
- Third-party reviews, forum mentions, trade shows
Vitfa adds value here by listing suppliers with structured data, verified contacts and — where available — verification badges and inspection reports. Use Vitfa to compare multiple suppliers and export-ready profiles.
Step 5 — Factory checks & video tour
If your order value justifies it, run a factory check. If an in-person audit isn’t possible, request a live video tour (Zoom/WhatsApp/Teams). During the tour, confirm:
- Factory exterior and signage (matches company name)
- Production lines and packaging operation
- Warehouse and stock samples
- Quality control lab and testing equipment
- Key staff interviews (QA manager, production manager)
Prepare a short checklist ahead of the call and ask the supplier to show items on your list. Record the video (with permission) for later review.
Step 6 — Samples, lab tests and pre-shipment inspection
Always request samples before full production. For industrial or chemical products, request third-party lab testing (ISO-accredited labs) and compare COA with lab results. For bulk shipments, arrange pre-shipment inspection (PSI) by a recognized inspector (SGS, Bureau Veritas, Intertek).
- Sample approval form (signed)
- Third-party lab test report (if applicable)
- PSI checklist and inspection certificate before shipment
Step 7 — Payment & contractual safeguards
Never send full payment before verifying the supplier and receiving acceptable samples. Recommended payment approaches:
- Letter of Credit (LC): Safer for large orders — ensures payment upon presentation of compliant documents.
- Escrow services: For first-time relationships, escrow (third-party) can hold funds until shipment confirmation.
- Telegraphic Transfer (TT): Common but risky — use for trusted suppliers or after partial deliveries.
Include detailed contractual clauses: delivery schedule, penalties for non-compliance, arbitration venue, governing law, and sample acceptance criteria.
Step 8 — Logistics & customs planning
Plan INCOTERMS in advance. Verify the supplier’s proposed port of shipment, transit times, and whether they have experience exporting to your destination. Request a sample Bill of Lading or AWB template and check freight forwarder references.
- Define INCOTERM (FOB, CFR, CIF, EXW) clearly
- Confirm packing (Drum/Jumbo/Pallet/Container specs)
- Request previous shipment references with BL numbers
Step 9 — Post-shipment follow-up and warranty
After shipment, confirm documentation and track the cargo. If the cargo fails acceptance tests, refer to your contract’s claims and warranty clauses. Keep communication channels open and document every step.
Red flags — When to pause or walk away
- Supplier refuses to share registration documents or references.
- Inconsistent company details across documents and online profiles.
- Too-good-to-be-true prices with pressure to pay immediately.
- Unwillingness to provide samples, lab tests or allow inspections.
- Bank details differ from company name or bank account belongs to an individual.
- Poor quality of documents (blurred scans, no official stamps where expected).
If you encounter multiple red flags, stop and escalate. Consider asking Vitfa for verified alternatives or for help contacting the supplier through a supervised channel.
Common verification mistakes buyers make
- Relying only on a supplier’s website — websites are easily copied or faked.
- Skipping samples to save time/cost on first orders.
- Paying full amount upfront without contracts or escrow.
- Not validating bank information with company registration.
- Assuming inspection reports are valid without checking the inspector’s credentials.
Quick checklist (one-page)
- Business license & registration — verified
- Trade references — contacted
- COA / MSDS / Technical data — checked
- Sample approved and tested
- Pre-shipment inspection arranged
- LC/Escrow or safe payment agreed
- Packing & INCOTERMS confirmed
- Claims & warranty clauses included in contract
Sample verification email / RFQ to send (editable)
Subject: RFQ & Verification Request — [Product] — [Quantity]
Dear [Supplier Name],
We are interested in purchasing [Product name], grade/spec [XX]. Please provide:
1. Business registration & export license (scanned).
2. Proforma Invoice including INCOTERM (FOB/CFR/CIF) and delivery port.
3. Certificate of Origin (COO) and Certificate of Analysis (COA).
4. MSDS (if applicable) and third-party lab test reports.
5. Recent export references (company name + contact).
6. Photos of product, packaging, and factory (or schedule video tour).
7. Sample availability and cost (including shipping).
Payment terms: [preferred]. Please confirm lead time and production capacity.
Best regards,
[Your name]
[Company]
[Contact details]
Contracts, payment and legal protections
Contracts should be clear on price, INCOTERM, payment schedule, product specs, inspection rules, delivery timetable, penalty clauses and dispute resolution. Choose a neutral arbitration venue and legal system if possible (e.g., ICC arbitration clauses are common).
Suggested contract clauses
- Specification clause: Attach COA and sample approval as contractual annexes.
- Inspection clause: State PSI provider, sampling method, and acceptance thresholds.
- Payment clause: LC details, escrow terms, or staged TT schedule with clear release conditions.
- Delay & penalty: Liquidated damages per day of delay, or right to cancel after X days.
- Force majeure: Define events and notice periods.
Payment flow example (recommended for medium orders)
- Buyer opens confirmed LC 80% payable at presentation of compliant documents.
- Supplier receives 20% advance TT to start production.
- PSI performed; if OK, shipping documents presented to bank and LC paid.
How Vitfa helps you verify suppliers
Vitfa is built to connect international buyers with export-ready suppliers across the region. Here’s how we add value during verification:
- Structured profiles: Suppliers list business registration, export history, product COAs and packing details in a standard format, making comparisons easy.
- Verification badges: Where available, suppliers on Vitfa show verification badges — indicating checked registration, phone verification, or third-party inspection.
- Document storage: Suppliers can upload COAs, MSDS and past BLs — so buyers can verify documents before contacting.
- Intro and supervised contact: Vitfa can introduce buyers to suppliers and, on request, facilitate a supervised video tour or coordinate an inspection.
- Marketplace tools: Request multiple quotations, compare offers, and use Vitfa’s messaging to keep communication centralized and archived.
Tip: Use Vitfa to shortlist suppliers, request standard documents and ask for verified references before moving to payment or dispatch.
If you’d like, Vitfa’s trade team can assist in supplier onboarding, document checks and arranging third-party inspections for an additional service fee. Contact our team via Vitfa Contact.
Case study — from suspicious lead to successful first shipment
A buyer found a low-price offer on a public B2B board. After requesting documents, they noticed mismatched company names on the invoice and bank account. The buyer paused and asked Vitfa for alternatives. Vitfa introduced two verified suppliers; the buyer requested samples, ran lab tests, opened an LC, and completed the first order successfully — with no disputes.
Lesson: Verification costs far less than dealing with a failed shipment or fraud.
Final checklist before you place the order
- Company registration documents verified and matches bank account
- At least one positive trade reference contacted
- Samples tested and results approved
- Pre-shipment inspection agreed in contract
- Payment method secured (LC or escrow)
- Packing, labeling and INCOTERM confirmed
- Clear claims and warranty clauses in contract
Ready to start? Search verified suppliers on Vitfa — compare profiles, request documents and request quotations all in one place.