1. Why is a background check necessary?

The 138th Canton Fair will be held in Pazhou, Guangzhou, from October 15 to November 4, 2025. With over 32,000 exhibitors , the event is crowded and fast-paced, and you'll likely encounter both "high-quality customers/suppliers" and "scammers/OEMs/shell companies." Quickly assessing a supplier's credibility in advance and on-site can directly influence whether you bring samples, place an order, or schedule a factory tour, saving significant time and money.

II. Overview of the Customer Background Check Process (4 stages, easy to remember)

1. Quick pre-meeting intelligence (preparation) : lock in the target list, verify business information, and schedule meetings.

2. On-site quick check (in seconds/within ten minutes) : document inspection, sample and booth verification, and instant online verification.

3. In-depth verification (return to the hotel/1-7 days after returning to the country) : Industry and Commerce/customs declaration/quality inspection/social media/on-site factory inspection.

4. Follow-up and contract (final check before transaction) : payment method, credit terms, sample contract and third-party inspection.

The following will gradually refine the executable methods, tools and operation templates for each step.

3. Quick Pre-Meeting Intelligence (Must Do, Saves Time on-site) – Practical Steps

Goal: Reduce the number of candidates to meet on-site from 100 to 20 (prioritization)

1. Get the list of exhibitors/buyers

• The official list of exhibitors, booth numbers, and exhibition period zones can be found on the official website and conference system (make a note of the booth number, company English name, and person in charge).

• If you are an exhibitor, get the appointment list in advance from the organizing committee backend or your booth registration form; if you are visiting the exhibition, "follow/collect" the target in the buyer system/exhibition APP in advance.

2. Basic online verification (using a mobile phone or laptop, 1-3 minutes per company)

Quick judgment template (red/yellow/green)

• Green (credible): official website + industrial and commercial (or ledger) + factory workshop map + active social media or long-term platform sales.

• Yellow (caution required): Only a trading company or B2B platform store, missing information, and only WeChat/mobile phone number as contact information.

• Red (rejection or in-depth verification): Company information is contradictory, the industrial and commercial bureau cannot be found, a large deposit is required upfront, and only private email/WeChat is used for communication.

• Search on your browser or mobile phone: CompanyName + 公司+ 工商, CompanyName + business license , CompanyName + 地址.

• Check the official website homepage (whether it has the complete company address, business scope, production photos/workshops, and product certifications).

• Search Alibaba / GlobalSources / Made-in-China to see if there are any stores, historical transactions/reviews.

• Search for the company or person in charge on LinkedIn/Facebook/Instagram to see if there is any real business activity and publishing timeline.

• Quick judgment points: whether the official website domain name is a corporate email address (@company.com), whether the product pictures are professional, and whether there is proof of mass production.
  

3. Check business and credit records (check key targets again, this can be done before the meeting)

• Domestic: Tianyancha/Qichacha/National Enterprise Credit Information Publicity System (check legal representative, year of establishment, registered capital, business scope, whether there are administrative penalties/judicial records).

• International buyers: Use the company's official website, the commercial registry in the company's place of incorporation, or a business information service (e.g. Companies House / local chamber).
  

4. Check import and export documents/customs data (screen those with real foreign trade activities)

• Paid or free customs databases: such as ImportGenius, Panjiva, or customs data platforms (such as AB Customer Customs Data, which is free to try ). Check whether the other party has real shipping records, major export markets, document companies, and commonly used freight forwarders.

• If there is no actual order but there is a factory, it may be a new factory or turning to medium or high-risk customers.
  

5. Make an appointment and pre-communication (lock in the on-site time)

• Template SMS/email: short, clear, including time/booth/purpose (see attached template).

• Try to send it via your company email (to increase trust) and ask the other party to send a copy of their company business card/business license or product material number list for confirmation in advance.

IV. On-site "Instant Check" Process (Key - 3-10 Minutes to Make a Judgment)

After arriving at the booth, please follow the simplest process below (tools to carry with you: mobile phone, photos, notes, WeChat/WhatsApp, exhibition paper catalogue):

1. Verify your booth and exhibits (30–60 seconds)

• Check whether the booth number is consistent with the exhibition catalog (take photos as evidence).

• Observe the booth display: whether it is a brand-independent booth (luxuriously built) or a temporary folding booth (common among trade middlemen).

• Check whether the sample is finished product packaging or a sample/loose parts.
  

2. Request and take photos of three documents (1–3 minutes)

• Copy (or scan) of business license/company registration certificate.

• Exporter registration, foreign trade record or VAT invoice sample (to prove its foreign trade qualifications).

• Company business card + passport or ID card of the person in charge (if the other party has concerns, explain that it is for pre-registration purposes).

• Note: Inform and obtain permission before taking photos. Many formal companies will tacitly allow partners to take photos for record keeping.
  

3. Live Q&A (approximately 3–5 minutes) — Quick screening questions

• Who are your main customers/export markets? (See if this is consistent with your external claims)

• What is the minimum order quantity (MOQ), delivery time, factory capacity (monthly output), and whether third-party inspection is accepted?

• Can you provide export declarations/packing lists (samples) from the past two years or customer recommendation letters?

• Core judgment point: If the other party avoids or is vague about these issues, you need to be cautious.
  

4. On-site online verification (2–5 minutes)

• Quickly search the business license name and registration number (Tianyancha/Qichacha).

• Search for the person in charge on LinkedIn to confirm if the job title matches the photo.

• Search for images of the same product on Taobao/Ali/Google to see if they are reprinted from other stores (to determine if they are original).
  

5. Instant scoring and marking

• Use your CRM/form to rate each company on a 3-level scale of A/B/C (e.g. reputation, production capacity, cooperation intention), and mark "need follow-up visit/need factory inspection/direct quotation".

• Take photos of business cards and documents on site and name them according to the booth number to avoid losing them later.

5. Further skills on site (can significantly improve efficiency and safety)

1. Bring the business card of the third-party inspection/factory inspection agency and ask on the spot that "third-party inspection/factory inspection is possible" can usually force the other party to reveal their true attitude (most of the factories willing to cooperate are legitimate ones).

2. On-site payment terms will only be drafted to avoid cash/personal account transfers ; letters of credit, deposit ratios, sample costs, etc. can be discussed on the spot.

3. Use QR-code form (scan code to create file) : let the other party scan the code to fill in the company information (automatically enter the CRM), and you can also check the authenticity and completeness of the other party's filling.

4. Voice record key conversations (with permission) : as a basis for subsequent quality/after-sales discussions.

VI. "In-depth Verification" Checklist (1-7 days after the meeting) (Required)

1. Industrial and commercial and legal due diligence : Download and save screenshots of the company's industrial and commercial registration, shareholder structure, and historical litigation.

2. Customs document verification : Use customs data to compare the company's export records (be alert if you find a lot of inconsistencies).

3. Sample testing/third party inspection : send samples to SGS / BV / Intertek for pre-inspection.

4. Arrange factory/warehouse video/on-site audit : first arrange a video to see the production line, machines, and employees in operation, and then decide whether to conduct an on-site factory inspection.

5. Reference customer lists and letters of credit : If the other party can provide a list of long-term customers, you can try to contact them one by one to verify (pay attention to privacy and etiquette).

7. Common Tools and Resources

• Conference affairs and basic information : Canton Fair official website / Buyer Service System / Exhibition Hall Map.

• Business/credit inquiries : Tianyancha, Qichacha, National Enterprise Credit Information Publicity System (China); company registries in various countries (UK Companies House, etc.).

• Customs and trade data : ImportGenius, Panjiva, and AB Customer Customs Data (paid); you can also entrust a third party to perform document verification.

• Third-party inspection/factory audit : SGS, Bureau Veritas (BV), Intertek, local sourcing agents.

• On-site tools : mobile phone, power bank, notebook, portable scanner or camera, Google/Baidu Translate, company information form (PDF/QR).

• CRM/business card management : HubSpot, Pipedrive, AB Ke CRM , Feishu/Enterprise WeChat or simple Excel template.

8. Verification template that can be used directly on site (just copy and use)

A. On-site Appointment Confirmation SMS/Email Template (English)

Subject: Meeting confirmation at Canton Fair — [CompanyName] / Booth [No]

Hello [Name],

Thank you — we'll visit your booth (Hall [X], Booth [Y]) on [date/time]. Please confirm: main contact [Name/Phone], samples to discuss [product model]. Could you kindly send a copy of your business license and one product FOB price list before the meeting?

Best regards,
[Your name / Company / Mobile / Email]

B. On-site Quick Question Checklist (Print the card and bring it with you)

• Company Full Name/English Name:

• Place of Registration + Year of Establishment:

• Do you have your own factory (Factory) or trading company (Trading)?

• Monthly production capacity (same product):

• MOQ / Normal delivery time (FOB/CIF):

• Do you accept third-party inspection? Do you provide export certificates from the past three years?

• The company's main export markets (Top 3):

• Credit terms suggestion (T/T 30% deposit / LC / Net30):

C. Post-Conference Follow-up Email (Sample/Quote) Template (English)

Subject: Follow up & Sample request — [Product Model]

Hi [Name],

Thanks for meeting at Canton Fair. Could you please:

1. Send proforma invoice for [product/model] with MOQ and lead time.

2. Attach business license and latest export shipment report (sample).

3. Confirm payment terms and sample cost.
   We plan to place a trial order after sample pass. Best, [Your name]

9. Common precautions and how to deal with them

1. Only using personal WeChat and refusing to provide company email or license → On-site request to at least copy the company email or request a scanned copy of the license.

2. Request for large down payment using personal account → Reject, suggest using company account, letter of credit or third-party escrow.

3. There are multiple inconsistencies between the booth information and online information → Immediately note and mark as high risk.

4. Calls are never answered or are always rescheduled → Lower the priority or simply give up.

5. Strongly oppose third-party factory/product inspections → High risk, cooperate with caution.

10. On-site one-minute rapid judgment process

1. First, check the booth (take a photo) → 2. Ask for the business license (take a photo) → 3. Ask three key questions (capacity/MOQ/whether third-party contracts are accepted) → 4. Confirm on Tianyancha/LinkedIn (2 minutes) → 5. Mark A/B/C in the CRM (decision: arrange factory appointment/accept samples/cancel)

11. Practical Tips (Can Improve Your Efficiency Immediately)

• The first day of the exhibition is usually used to explore the market, and the second day begins to focus on meeting the most valuable customers.

• Make "whether you are willing to have third-party inspection" one of the hard conditions for determining whether to cooperate.

• If you are representing a buyer, ask to see the last three boxes of packing lists (BL) or confirm with your regular freight forwarder before placing an order.

• Send a follow-up email within 48 hours after the exhibition (response speed is the key to measuring professionalism and the probability of getting orders).

We have summarized all the practical methods of customer background checks for you, so try them now!

🔖 Recommended reading:

Don’t miss: A comprehensive guide for new foreign trade professionals to expand their customer base by participating in industry exhibitions!

A guide for newcomers to offline exhibitions: Scan 200+ accurate customer business cards in 3 days, with a full process breakdown!

The 138th Canton Fair's enhanced document review process sparked industry discussion: new patterns in booth supply and demand and strategies for resolving the bottleneck