First-time wholesale buyers and new exporters tend to ask the same questions. This B2B FAQ gives short, practical answers on minimum order quantities, samples, customs, payment, lead times and contracts, with links to deeper guides. General information only; rules differ by country and product, so check official sources for your own case.
Minimum order quantities (MOQs)
What is an MOQ?
The minimum order quantity is the smallest amount a supplier will sell in one order, measured in units, weight, cartons or value. It exists because setting up production, picking and packing has fixed costs that must be spread across enough units.
Why do suppliers set MOQs?
Reasons include machine set-up time, raw material purchase minimums, packaging runs, and the administrative cost of handling small orders. An MOQ may be fixed for each product, colour or size.
Is the MOQ negotiable?
Often, to some degree. Options include:
- Ordering a mixed assortment that reaches the total MOQ
- Accepting standard stock designs instead of custom ones
- Paying a higher unit price for a smaller quantity
- Committing to a longer-term, repeat-order relationship
- Splitting an order across a few delivery dates
Suppliers are more flexible when the buyer is clear, reliable and offers a path to repeat business.
How should I choose a first order quantity?
Choose the smallest quantity that meets the supplier’s requirement, fits your cash and storage, and lets you test demand. Calculate your break-even point including landed cost, and avoid ordering more than you can realistically sell in a reasonable time.
Samples
Should I always get samples?
For physical products, yes, unless the goods are standard and you’ve bought them before. Samples help you check quality, materials, finish, dimensions and packaging.
Do suppliers charge for samples?
Practices vary. Some provide free samples, some charge for the sample and shipping, and some credit the cost against a later order. Clarify in writing before you request them.
What should I test?
Test against your written specification: dimensions, performance, safety, durability, labelling and packaging. Photograph and measure. If regulations apply to your product, check whether the sample meets them or whether you need laboratory testing.
Will the bulk order match the sample?
Not automatically. Ask for a pre-production sample or a pre-shipment inspection, and state in the purchase order that goods must conform to the approved sample and specification. See our guide to how to write a purchase order.
Lead times
What is lead time?
The time from placing an order to receiving goods. It includes production, quality control, transport to the port or airport, transit and customs clearance.
How can I avoid delays?
Confirm lead time in writing, allow buffer for peak seasons and holidays, order early, keep specifications stable after the order, and monitor progress with periodic updates or inspections.
What if the supplier misses the date?
Your contract should describe remedies, such as notice, rescheduling, price reductions or cancellation. Without a written agreement, your options are limited.
Prices and quotes
Why do quotes vary so much?
Differences may come from materials, quality, volume, delivery terms, packaging, payment terms and whether the supplier is a manufacturer or a trader. Make sure you compare quotes on the same specification and the same Incoterms.
What does “quote validity” mean?
The period for which the quoted price holds. After it expires, the price may change because of material costs or exchange rates.
What is landed cost?
The total cost to get goods to your door: product price, freight, insurance, duties, taxes, handling and local delivery. It’s the right figure for comparing suppliers.
Payment
What payment methods are common?
Bank transfer, open account on credit terms, advance payments or deposits, letters of credit and documentary collections. Which one fits depends on trust and risk.
Is it safe to pay a deposit?
Deposits are normal for made-to-order goods, but only after you’ve verified the supplier and put terms in writing. Avoid paying large sums to personal accounts or to accounts in a name different from the supplier’s. See how to find and vet a reliable supplier.
Can I negotiate payment terms?
Yes. Many suppliers will adjust terms in exchange for volume, reliability or security. See our guide to negotiating payment terms with suppliers.
Shipping and Incoterms
What are Incoterms?
Standard trade terms published by the International Chamber of Commerce that define who arranges transport, who pays for what and where risk passes. Examples include FCA, DAP and FOB. See Incoterms explained in plain English.
Do I need a freight forwarder?
Not legally in most cases, but forwarders simplify bookings, documents and customs. Compare providers using our freight forwarder checklist.
Customs and duties
What is an HS code?
The Harmonized System is an international product classification used by customs. The first six digits are common across member countries, and countries add more digits. The code affects duty rates, restrictions and statistics.
Who pays customs duties?
It depends on the agreed delivery term and the local rules. Usually the importer pays import duties and taxes unless the terms say otherwise, as in DDP. Confirm this in the contract.
How do I find the duty rate?
Check your country’s tariff schedule or customs authority, or ask a customs broker. Preferential rates under trade agreements may apply if the goods meet origin rules.
What documents does customs usually want?
Commonly a commercial invoice, packing list, transport document, and sometimes a certificate of origin, licences, test reports or other certificates. Requirements vary.
What if customs holds my shipment?
Contact your forwarder or broker immediately, provide any requested documents and clarify the issue. Delays can generate storage charges, so act quickly.
Contracts and documents
Do I need a written contract?
For anything beyond a trivial order, yes, or at least a detailed purchase order accepted by the supplier. Put specifications, price, delivery terms, payment terms, inspection and remedies in writing.
What should a purchase order include?
Parties, items, quantities, prices, delivery terms, payment terms, quality requirements and authorisation. Our article on how to write a purchase order has a template.
Risk and trust
How do I avoid scams?
Verify the company’s registration and address, insist on documents, avoid paying personal accounts, check bank-detail changes by phone, test samples, and start small. Be sceptical of prices well below market and of pressure to pay quickly.
Can I rely on a marketplace badge?
It’s a starting signal. Verify independently.
What if the goods are defective?
Document the problem with photos and inspection reports, notify the supplier in writing within the time stated in your contract, and follow the agreed remedy process. Insurance and payment instruments can also provide recourse.
B2B Trading Guide: How Wholesale Deals Work
Conclusion
Most B2B surprises come from missing information: an unknown MOQ, an untested sample, an unclear delivery term or an overlooked duty. Ask the questions above early, put the answers in writing and keep records. If you need the bigger picture, start with our B2B trading guide and international trade basics.
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