You have heard from a colleague that there is a reliable Durban-based plastic packaging manufacturer. Or you did a Google search and found a local company claiming to offer short lead times and first-article approval.
You are interested. But you have been burned before. Two years ago, a local converter impressed on samples and initial runs, then delivered off-spec material on run 4. The whole thing cost you 40 hours of email and a two-week delay. You do not want to repeat that.
The question is: how do you evaluate a new local supplier responsibly without spending weeks on a due-diligence rabbit hole?
Here is the checklist.
The First-Contact Questions (Email or Phone)
Before you request a sample or engage any vendor qualification process, send an email with these five questions. A professional supplier will answer them clearly and directly. If they dodge or oversimplify, that is data.
1. “What is your current lead time for [your specific SKU]?”
Do not ask “what are your lead times?” That is too vague. Ask for a specific product that is close to what you need.
A professional answer sounds like: “For standard PET bottles from our current inventory, we can ship within 7–10 business days. Custom SKUs or colour variants typically run 2–3 weeks from order to delivery.”
Red flag: “We can get it to you quickly” or “depends on volume” without numbers. You need specifics because you need to know if you can actually use them operationally.
2. “Do you work with first-article approval, and if so, how does the process work?”
This is the heartbeat of risk-managed supplier qualification. A supplier who has a structured first-article process has already thought through the “how do we prove consistency?” problem.
A professional answer sounds like: “Yes. Here is our process: (1) you approve a written spec sheet; (2) we produce the first batch to that spec; (3) you inspect and sign off; (4) only then do we shift to volume production. If the first article fails your agreed spec, you can walk away with no minimum-order commitment.”
Red flag: “We can do samples” but no structured approval gate. You need a process, not just good intentions.
3. “What is your minimum order quantity (MOQ) for a first-article run, and for repeat orders?”
You need two numbers here, because they are different. A supplier who can do a low first-run MOQ (1,000–2,000 units) but requires a higher standard MOQ (5,000 units) on repeats is being realistic about their production economics.
A professional answer sounds like: “First-article runs can be as low as 1,500 units. Standard reorders are 3,000-unit minimum. For volume accounts (say, 50,000+ units annually), we can discuss customized terms.”
Red flag: No distinction between trial and volume. Or an MOQ so high it locks you in without a real trial.
4. “What product documentation do you provide, spec sheets, resin codes, and EPR/recycled-content data?”
This is the EPR compliance question. Most procurement managers need this for: – Their own internal supplier approval process (QC/compliance) – Their own customer audits (if they supply retailers or food-industry customers) – EPR reporting (South Africa’s PRO reporting requirements)
A professional answer sounds like: “Every product comes with a spec sheet (dimensions, wall thickness, tolerances, resin code). We provide material data sheets that include recycled-content percentage and PRO registration status. Updated annually or when any formulation changes.”
Red flag: “We’ll get that for you if you need it.” Documentation should be automatic, not a special request.
5. “If there is a quality issue with a run, what is your process for resolution?”
This is the accountability question. You want to know they have thought through failure modes.
A professional answer sounds like: “If a batch deviates from the agreed spec sheet, we notify you immediately (within 24 hours of our QC flag). We discuss the variance with you, whether it is acceptable or a full replacement. We do not just ship deviations and hope you do not notice.”
Red flag: “We stand behind our quality” without specifics. You need a process.
The Documentation Audit (Before You Request Samples)
Once you have clear answers to those five questions, ask the supplier to send:
1. Company registration documents (verify they are a real, registered business) 2. IPSA membership confirmation (if applicable, a signal of industry standards commitment) 3. Spec sheets for the 2–3 product categories you are interested in (verify they have formal documentation, not just brochures) 4. A description of their first-article approval process (in writing, not just verbal) 5. Proof of PRO registration and/or B-BBEE status, if these matter to your end-customer (ask them to provide what they have; do not assume)
If the supplier hesitates to provide this, or you have to chase multiple times to get it, that is a yellow flag. Professional suppliers have this ready.
The Trial Run: Structured First-Article
Once you have verified the above, propose a first-article trial:
Step 1: Spec Sheet Approval (Week 1)
You and the supplier agree on a written spec sheet for your target product. Dimensions, tolerances, resin grade, fill volume, closure compatibility, wall thickness, whatever matters to your application. Both parties sign off.
Step 2: Production Run (Weeks 2–3)
The supplier produces the first batch to that spec sheet. This is their investment of time and materials. If you reject the batch after seeing it, they absorb the cost, that is how first-article works.
Step 3: Inspection and Sign-Off (Week 3)
You inspect the batch against the spec sheet you both agreed on. Measure a sample, verify the quality, check for defects. If it meets spec, you sign off. If it does not, you reject and walk away. No minimum-order commitment triggered.
Step 4: Volume Decision (Week 4+)
Only after you have signed off do you place a volume order.
This process buys you something that invoice price cannot: proof that the supplier can hold consistency run to run.
The Questions During the Trial
As you inspect the first-article batch, ask:
1. “Is this batch representative of what I should expect on future runs?” 2. “If I need to make a minor change to the spec (e.g., different colour), how much notice do you need, and can we trial the change the same way?” 3. “What happens if I need to scale from 5,000 units per month to 15,000? Can you handle it, and does the lead time or quality change?” 4. “If there is a production issue on run 2, how do you inform me, and what is your replacement timeline?”
Do not accept vague answers. You are trying to move from “this looks good once” to “this will be consistent for the next 18 months.”
The Commercial Conversation
Once the first-article has passed, you can discuss pricing, payment terms, and volume commitments:
1. Pricing: Confirm per-unit cost and any volume tiers 2. Payment terms: 30-day net is standard; some suppliers offer terms for high-volume accounts 3. Delivery: Confirm cost (usually included in per-unit price for local delivery), location, and responsibility if damaged in transit 4. Volume commitment: Some suppliers ask for a quarterly forecast so they can reserve capacity. This is reasonable if it comes with a price lock 5. Escalation contact: Get a direct phone/WhatsApp for your named account manager, this is crucial
Red Flags to Walk Away
If at any point you see these, consider walking away:
- Evasive answers to straightforward questions. “We’ll figure it out” is not an answer.
- No first-article process. They want you to commit to volume off samples alone.
- MOQ so high it locks you in without a real trial. (e.g., 50,000-unit first order)
- Documentation they cannot provide. If they do not have spec sheets or resin-code data, they are not professional enough for B2B.
- Unresponsiveness. If it takes them 5 days to answer an email now, it will take them 5 days during a production crisis.
- Pressure to decide. A good supplier is patient about qualification. Pressure is a sign they are more interested in volume than partnership.
- No accountability for quality. If they cannot articulate how they handle deviations, they have not thought about it.
Green Flags to Move Forward
- Clear, specific answers to all five questions, on first contact, in writing.
- Formal documentation ready (spec sheets, compliance certs, company info).
- A named account manager who will be your single escalation point.
- A structured first-article process with clear steps and sign-off gates.
- Honesty about constraints. “We can do up to 50,000 units per month and cannot exceed that” is better than “we can do whatever you need.”
- Responsiveness. Fast email replies, clear communication, willingness to answer detail questions.
Why This Matters
The time you invest in this checklist saves you 40 hours of firefighting when the supplier fails at run 3. It also gives you the data you need to build an internal case for the switch.
When you go to your MD and say, “I have evaluated this local supplier against our approval criteria, they have passed first-article, and the total cost of supply (including risk) is 8 percent lower than our current import option,” you are not making a sentimental argument. You are making a business case.
