When should a sourcing agent name the factory?

Put disclosure into the sourcing brief

Avoid accepting “factory details available later”. Attach a disclosure schedule to the brief, stating the information, release trigger, named recipient and person responsible for sending it. Agree this before paying for sourcing work, so a confidential search does not turn into an order you cannot assess.

First establish whether the provider is your seller or acts as your agent, using who you contract with. Keep separate decisions for identifying the factory, contacting it directly and seeing its quotation. Agreeing disclosure of its identity does not settle the other decisions.

Specify what each stage reveals

An initial search can use candidate codes if you accept that approach, with location, claimed capability and the checks completed. Mark claims as unverified where appropriate. Agree the event that releases identities rather than letting coded candidates remain anonymous through approval.

At the evaluation stage, request the registered name in Chinese, any English trading name, registration identifier, registered address and actual production address. Identify the seller, exporter and proposed payment recipient separately where they differ. The sourcing brief guide explains how to test capability claims; this schedule controls when the supporting identities reach you.

Name recipients and permitted uses

List each recipient by name, employer and role, including external auditors, laboratories or advisers who need the information. State which documents each receives, how they receive them, whether they may forward them and how a replacement reviewer is added. A department name alone leaves access uncertain.

Agree confidentiality and any restrictions on direct contact alongside the disclosure schedule. Let authorised reviewers inspect the underlying identity evidence, even if wider circulation uses redacted copies. Specify access needed for testing, traceability, complaints and requests from authorities. Use confidentiality agreements with sourcing providers for the wider agreement.

Make disclosure a buyer approval gate

Set a buyer approval condition: the named approver receives and accepts the identity pack before supplier approval, tooling authorisation or a production deposit. Include the registration document, production-site evidence, audit identity, sample provenance and an explanation of differences between documents. A factory name alone is insufficient if the sample or audit came from another site.

UK product-safety guidance says you need to demonstrate compliance with relevant regulations and safety requirements before putting products on the market. Build time for that review into your disclosure schedule. Use the technical compliance file guide for the evidence review; the proposed pre-payment gate here is a purchasing condition to agree.

Record who can accept an unresolved difference and what remains on hold. If the provider proposes disclosure only after payment, negotiate an earlier confidential review or pause the commitment. Do not describe the supplier as approved while an authorised reviewer still lacks the agreed identity evidence.

Keep the identity record usable after ordering

Store the accepted identity pack with the approved specification and order records. Connect candidate codes, samples, inspection reports and shipment records to the approved entity and site. Ask the provider to notify you of proposed factory or subcontractor changes and obtain your approval before moving the agreed work.

Suggested brief wording: “Release the agreed factory identity pack to the named recipients before our supplier approval or financial commitment. Identify missing information and document discrepancies. Keep affected approvals and payments on hold until our named approver accepts the pack. Request approval before changing the manufacturing site.” Adjust the wording to your project and record the provider's acceptance.