Quick answer: A reliable cashew supplier has a verifiable legal entity, sends samples with clear specifications, provides a certificate of analysis (COA) for each lot, can trace its raw material, accepts third-party inspection and signs a contract with clear quality and claim terms. Be wary of unusually low prices, demands for 100% prepayment, or a bank account that doesn't match the company name.
The 10-point checklist
- Legal status: check the company name, enterprise code and address on Vietnam's National Business Registration Portal. The name on the contract, invoice and bank account must match.
- Experience and markets: ask which markets they ship to, their main grades and monthly capacity.
- Samples: request samples of the exact grade you plan to buy, with specifications. Keep a reference sample.
- Written specifications: size, colour, moisture, broken ratio, foreign matter, aflatoxin, microbiology and tolerances.
- COA and testing: a COA per lot; for demanding markets, independent lab results.
- Traceability: each lot has a code linking it to its raw material and processing date.
- Third-party inspection: the supplier accepts SGS, Intertek or similar to check quality and supervise loading.
- Documentation: the right C/O, phytosanitary certificate, COA and so on for your market. See how to import cashews from Vietnam.
- A clear contract: Incoterms, shipment dates, late-delivery penalties, the quality-claim procedure, governing law and arbitration.
- Safe payment: a reasonable deposit with the balance against shipping documents, or an L/C for large or first orders.
Red flags
- Prices well below the market for the same grade and period.
- Refusing to send samples, or samples very different from delivered goods.
- Asking a new customer for 100% payment before production.
- A bank account in a person's name or another company's, or account details changed by email at the last minute. Always confirm by phone.
- Refusing third-party inspection.
How to start with a new supplier
Begin with a trial order: a small volume or a mixed-grade container, inspected before shipment. Judge both the goods and how the supplier communicates and resolves issues. Once trust is built, move to longer contracts for stable prices and supply.
Frequently asked questions
How can I check that a Vietnamese company is real?
Look up its enterprise code on the National Business Registration Portal and compare the name and address with the contract, invoice and bank account. A video call or a site visit also helps.
Should I pay a deposit to a new supplier?
A partial deposit is normal, but avoid paying everything up front. For large orders, an L/C or payment against shipping documents is safer.
What does an SGS inspection cover?
Usually quantity, weight, packing, sampling for quality (size, colour, moisture, defects) and supervision of container loading. The buyer defines the exact scope.
Sources
- Vietnam National Business Registration Portal — dangkykinhdoanh.gov.vn
- International Chamber of Commerce (ICC), Incoterms® 2020 — iccwbo.org
VSAP is a brand of Công ty Cổ phần Nông sản Tinh Hoa Việt, headquartered in Dak Lak with an office in Hanoi. We send samples, specifications and a COA per lot, and accept third-party inspection on request. Talk to our sales team.
— VSAP
