| Company and factory identity | Business registration details, factory address, production-site information, and the legal entity named on the quotation and contract. | Check that the company details are consistent across business documents, invoices, contracts, and the proposed production site. Arrange a factory visit or an independent on-site audit where appropriate. | Pass / Review / Fail |
| Product specification | A written specification covering basis weight (GSM), sheet or roll dimensions, brightness or whiteness test method, opacity, moisture, and surface characteristics. | Compare the specification with the intended printing process and end use. Confirm measurement methods and acceptance limits in writing; values should not be compared without checking that the same test method is used. | Pass / Review / Fail |
| Quality management | Any current quality-management certificate claimed by the supplier, plus relevant inspection procedures and production records. | Verify the certificate with its issuer or accreditation database, including validity, certified legal entity, and scope. ISO 9001 is a quality-management-system standard, not a guarantee that a particular paper grade meets your specification. | Pass / Review / Fail |
| Fiber sourcing claims | Supporting documentation for any FSC or PEFC claim, including the supplier’s certificate details and the product claim intended for invoices or shipping documents. | Check certificate status and scope in the relevant official database. Confirm that the specific product and transaction documentation are eligible for the claimed status; a certificate alone does not prove every product is certified. | Pass / Review / Fail |
| Production capability | Available grades, production formats, stated capacity, typical lead times, minimum order quantities, and the factory’s role in manufacturing or trading. | Ask for a production-site tour, recent process records, and a clear explanation of which operations are performed in-house. Match quoted capacity and delivery commitments to the order size and schedule. | Pass / Review / Fail |
| Sample and print testing | Representative samples from the proposed grade and, where possible, a sample produced under normal production conditions. | Test samples on the intended press and compare printability, feeding, dusting, surface appearance, and color consistency. Approve and retain a signed reference sample before mass production. | Pass / Review / Fail |
| Inspection and consistency | A documented inspection plan, test reports, lot identification, and the supplier’s process for handling nonconforming material. | Agree on inspection criteria, sampling approach, and acceptable limits before ordering. Compare production-lot results with the approved specification and reference sample. | Pass / Review / Fail |
| Packaging and shipment | Packaging method, pallet or roll protection, shipment marks, loading plan, delivery terms, and estimated production and transit times. | Confirm that packaging protects paper from moisture, edge damage, and contamination during handling and transit. Check that delivery terms and responsibilities are stated clearly in the contract. | Pass / Review / Fail |
| Commercial and payment terms | Itemized quotation, currency, payment schedule, quotation validity, order quantity, delivery terms, and procedures for claims or replacements. | Compare like-for-like specifications and delivery terms across quotations. Ensure the contracting entity, beneficiary account, and invoice details are consistent and independently verified. | Pass / Review / Fail |
| Communication and risk controls | Named sales and quality contacts, response process, escalation path, and written confirmation of changes to specifications or delivery dates. | Use a small trial order where practical. Treat unverifiable certificates, pressure to pay an unrelated account, inconsistent company details, or refusal to document specifications as warning signs. | Pass / Review / Fail |