How to Qualify an International Buyer

Every exporter's time is limited. Samples, quotations, and negotiations all cost money. Qualifying buyers — checking that they are real, serious, and a good fit before you invest heavily — is how you protect that time and avoid the worst risks.

Step 1: Verify the Company Exists

Start with the basics:

• Company registration: most countries have public business registers. Check the company name, registration number, address, and directors.
• Website and domain: does the company have a real website with a history? Is the email address on the company domain, or a free email service?
• Physical address: does it match the registration? Look it up on a map.
• Phone number: call the main number listed on their website, not only the one in the email.

A buyer who cannot be verified in these basic ways is not a buyer you should ship to on credit.

Step 2: Check Their Trade Activity

• Do they actually import this kind of product? Shipment data services, their website, and their product range can tell you.
• Who are their customers — retailers, brands, wholesalers, or end users?
• How long have they been in business?

A long-established importer with a clear product focus is a stronger prospect than a newly registered company with a vague business description.

Step 3: Assess Fit

Even a real, solid buyer may not be right for you:

• Volume: do their typical order sizes match your capacity?
• Price level: are they buying at price points you can reach profitably?
• Quality and compliance: do they need certifications or standards you have?
• Market: do they sell in a market you can supply, with the right labels and approvals?

Step 4: Ask Qualifying Questions

Serious buyers expect questions. Useful ones include:

1. What products do you currently import, and from which countries?
2. What quantities do you typically order, and how often?
3. What certifications or standards do you require?
4. What price range are you targeting?
5. What are your usual payment terms with suppliers?
6. What is your timeline for placing an order?

Buyers who refuse to answer anything and only want your lowest price are usually not ready to buy.

Step 5: Check Payment Ability

Before offering anything other than advance payment or a letter of credit:

• Order a credit report from a credit reporting agency
• Ask your bank to check the buyer's bank details
• Consider export credit insurance, which includes a credit assessment of the buyer
• Start with secure terms and relax them as trust builds — see payment terms for new buyers

Red Flags

Be cautious when a buyer:

• Uses only a free email address and no company website
• Is extremely eager and orders large quantities without asking about quality
• Asks you to pay fees, registration charges, or "certificates" before an order is released
• Pushes for open account or unusual payment routes on a first order
• Asks you to send samples or goods to an address unrelated to their company
• Changes bank details by email mid-deal — a classic sign of fraud

Read avoiding export payment fraud for the most common scams.

Keep It Proportionate

A buyer asking for a catalogue does not need a credit report. A buyer asking for 90-day open account terms on a large order does. Match the depth of checking to the risk you are being asked to take.

Frequently Asked Questions

How do I check if a foreign company is real?

Check the national company register, the company website and domain, the physical address, and call the main phone number listed publicly. For larger deals, order a credit report and ask for trade references.

What documents should I ask a new buyer for?

For significant orders, a company registration certificate, import licence or registration if applicable, and bank reference details are reasonable requests. Verify them independently.

What if a buyer refuses to be verified?

Treat it as a warning sign. You can still work with them on fully secure terms such as advance payment, but avoid extending credit or committing heavy custom production.