Brief an agent to find new Chinese suppliers
Agree what counts as outside the agent's network before searching. Specify regions, permitted discovery and contact channels, exclusions and what may be shared. Require a dated outreach log separating new contacts from existing relationships, with replies and rejection reasons. Put this scope in your brief to Cambridge China Bridge.
Define what counts as a new supplier
Ask the agent to declare its existing relationships at the start: suppliers previously used, quoted, visited or contacted, plus introductions through regular intermediaries. Agree whether a previously known factory contacted for your project qualifies. Label these categories separately so an old contact cannot quietly become a fresh discovery.
State why you want a wider search: a missing process, a different production region or less dependence on an incumbent. UK government supply-chain guidance identifies a clear picture of the supply chain as the starting point for finding risks or vulnerabilities. Keep the technical requirements in your sourcing brief; this additional scope governs where the agent searches.
Set boundaries and approve changes
Specify whether the search is China-only, which regions are included and which are excluded. Define acceptable production processes, factory types and subcontracting arrangements. Separate firm exclusions from preferences. If the purpose is regional diversification, ask whether candidates share the incumbent's critical component supplier or production site.
Give the agent a reporting date and an agreed effort boundary, such as approved channels and regions to investigate. Require written approval before widening geography, relaxing a capability requirement or commissioning extra work. Use where to source in China to frame regional choices without treating a cluster as proof that a particular factory fits.
Permit discovery and contact separately
Name the discovery channels you permit: Chinese-language searches, factory websites, trade-fair exhibitor directories, industry associations, trading platforms and referrals. Then specify permitted contact methods, such as business email, telephone or messaging. A platform listing may identify a lead; it does not show that anyone approached the factory.
Approve an initial enquiry containing only the information needed to screen capability. State whether the agent may name your business, share drawings, publish an enquiry or involve another intermediary. Reserve detailed designs and commercially sensitive information for your approval. Require referrals to show who introduced the candidate and any existing relationship with the agent.
Make exclusions explicit
Supply a do-not-contact list covering your incumbent, suppliers already approached, rejected factories and any businesses you want kept outside the search. Say whether traders, buying offices, agents' affiliated businesses and factories relying on subcontracted critical processes are excluded or merely need separate disclosure.
Ask the agent to match candidates by company name, address, website and production site before contacting them. Different listings or sales contacts can lead back to the same factory. Record uncertain matches for review, and require approval before recontacting an excluded supplier or approaching it through an intermediary.
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Require evidence of fresh outreach
Request a search log recording the channel, search terms or directory used, discovery date and coverage gaps. For each candidate, require company and site identity, prior relationship status, introduction route, contact date, contact method, recipient's role, enquiry version and outcome. Distinguish discovered, contacted, replied, declined and awaiting response. Keep copies of sent enquiries and relevant replies; redact unrelated personal details.
Check that the evidence matches your project and dates, rather than an earlier conversation. A sent message proves an attempt; a reply supports engagement; neither proves capability. Require reasons for rejection and explain unsearched channels. A report finding no suitable new factory can fulfil the agreed search scope. Move suitable candidates into supplier qualification before approving supply.
Frequently asked questions
How do I make an agent search beyond its contacts?
Define the existing network before work starts. Agree which prior relationships are excluded, approve search channels and require a log showing where each new candidate was discovered and contacted.
What proves a sourcing agent contacted new factories?
Ask for dated sent enquiries, relevant replies and a candidate log showing identity, prior relationship status and contact route. A supplier list or website screenshot proves discovery, not outreach.
Should I ban trading platforms from the search?
Only if that serves your objective. Platforms can reveal leads, but require disclosure of the actual factory and contact evidence. Approve other discovery channels so the search is not confined to platform results.
What if the agent finds no suitable new suppliers?
Review coverage, outreach evidence, rejection reasons and unanswered enquiries. Accept a supported negative result, then decide whether to widen the search or change a requirement in writing.