At a glance
- 🔍 Digital Vetting: Check the VAT number (VIES) and KRS (National Court Register) to ensure the company is financially active.
- 📜 Certificates: Look for ISO 9001 for management and CE Marking for construction products (mandatory in Ireland).
- 🗣️ Communication: Test their responsiveness and English proficiency early on. Poor communication is a red flag.
- 🏭 Factory Visit: The gold standard of verification. Never place a large order without a site visit (or a third-party audit).
The Challenge of Distance
You have found a Polish manufacturer with great prices and a nice website. But doubt creeps in: Is this a real factory or just a trading office? Will the quality match the sample? Is my deposit safe?
Finding a supplier is easy; finding a reliable partner requires a vetting process. Here is the checklist we use at Actitrade when onboarding new Polish factories for our Irish clients.
1. Legal & Financial Verification
Before looking at products, look at the paperwork.
- VAT (NIP): Verify their number in the EU VIES database. If it’s invalid, walk away.
- KRS (National Court Register): This reveals how long the company has been in business and who owns it. A company established 20 years ago carries less risk than one registered last month.
- Financial Health: Credit reports can show if the supplier has debt issues.
2. Certificates & Standards
In the construction and joinery sectors, "good quality" is subjective. Certificates are objective.
- CE Marking / DoP: Essential for windows, steel, and insulation entering Ireland. Without a Declaration of Performance (DoP), your building control engineer may reject the materials.
- ISO 9001: Shows the factory has consistent quality management systems.
- FSC: Critical for timber and furniture, proving the wood comes from sustainable sources.
- Industry Awards: Awards like "Gazele Biznesu" (Business Gazelles) often indicate rapid, stable growth in Poland.
3. Communication Culture
How a supplier treats your initial inquiry predicts how they will treat your order.
- Language: Most modern Polish export managers speak excellent English. If you struggle to communicate basic specs now, it will be a disaster when technical issues arise later.
- Responsiveness: Do they reply within 24 hours? Do they ask clarifying technical questions?
- Flexibility: Are they willing to adapt to Irish pallet sizes or specific labeling requirements?
4. The Factory Audit (The "Eye Test")
Nothing beats seeing production with your own eyes. A virtual tour is okay, but a physical visit reveals:
- The condition of the machinery (Old vs. Modern CNCs).
- Worker safety and organization (Clean floors = Clean processes).
- Stock levels (Are they busy?).
Reality Check: Flying to Poland for every potential supplier is time-consuming and costly for an Irish SME.
How Actitrade removes the risk
We act as your eyes and ears on the ground. Because we are based locally, we have likely already worked with the manufacturer you are considering—or we can visit them within a few hours.
Our Verification Process:
- On-site Audit: We visit the factory before you sign the contract.
- QC Check: We inspect the goods before loading, sending you photos/video proof.
- Contract Security: We ensure contracts protect your deposit and specify lead times clearly.
Summary
Poland is a safe and high-quality market for sourcing, provided you do your due diligence. Do not skip the verification steps just to save a few percent on the price.
Want to verify a supplier? Send us their details, and we can run a preliminary check or organize a full factory audit for you.