10 Questions to Ask Before Choosing a Buying Agent

Hiring a buying agency is critical to the success of your project, whether it is about only a few pieces of customized furniture for your house, a large-scale project involving the furnishing of a whole resort or continuous restocking of shop supplies.

1. What services do they offer?

You should expect more from an agent than just working as an intermediary between you and the producer. Demand at least the following services:

• Quality control done by agent and regular updates about the production process.
• Free warehouse service to consolidate multiple orders.
• Consultation about the tradeoff between price and quality, explanation of various material and finishing options.
• Packaging and export preparation.
2. Do they have a minimum order quantity?

Many agents have a minimum order quantity of a 20ft container (in other words, min: $5k – $15.000, or several hundred pieces of goods). Most clients are just interested in some few pieces. Even customers with bigger orders in mind would like to first order samples to access the workmanship. Further, after the main order, the client might want to order some few more products as completion. Also, a minimum order quantity tells a lot about how much the company appreciates small orders (read: zero). Therefore, look out for:

• No minimum order quantity. This also includes customized products.
• Sample orders possible.
• Thorough consultation, quality control and shipping services even for small orders.
3. Do they have experience with your kind of order?

There are fundamental differences between products for commercial and for private use. Products in public areas are used by many people. They must not only comply with local regulations, but also need to be more robust (material, joinery, finishing) than, let’s say, private garden furniture. A good agent must understand this and act accordingly. Further, many private clients might order for the first time overseas and need concise information on the whole process.

• Agents need to be prolific in commercial and private projects and understand their different requirements.
4. Which product range and materials do they offer?

First, many agents focus only on specific products (building materials, textiles etc.) and therefore might be not the right choice for your request. However, picking an agent whose expertise is only your kind of products is also not recommended, as for future orders, of different products, you will have to find another agent. Also, an agent with a broader expertise might suggest you solutions where it is required “to think outside the box”.

• An agent should have experience in a broad range of products: building materials, furniture, textiles, deco items etc.
• Also, an agent should be able to suggest alternative materials and finishings.
5. Are customized designs possible?

Having a big catalog to choose from is nice, but often just no product is right (remember shopping, where no shop has the shoes you are looking for). Therefore, customized designs are a crucial service. Agents should be able to produce a products based on a picture, CAD drawings or just a sketch on the back of a beer mat. Of course, customized products should have no minimum order quantity and should not be more expensive than off the shelf designs. This is the service you are looking for.

• Customized designs must be possible. These can be based on pictures, drawings or just a description.
• Of course, customized products should have no minimum order.
• Finally, do not pay more for customized products than for regular products from the catalog. A “design fee” is just not acceptable.
6. What are their credentials or qualifications?

It is important that you can trust the company to make your project succeed. They must be seasoned professionals with great routine in consultation, quality control and complementary services.

• What type of clients have they worked with?
• What are the results of this cooperation?
• Is the agent willing to provide pictures of the work?
• Will the agent send you contact details of clients so that you can inquire about the agent’s work?
7. Do they have an understanding of the client’s market?

Goods produced on the other site of the world might meet expectations of the local population, but this might not be the case for Western markets. Therefore,

• Does the agent have a track record of working for projects in the client’s country?
• Does the agency consist of a multi-cultural team which is able understand different markets?
8. How big is the company and what are their skills?

If a company is a small owner-operated firm, customers might run into delays, bankruptcies or lack of expertise. On the other hand, big companies with their hierarchies and bureaucracies might be slow to respond to customer wishes. Therefore

• Look out for a medium-sized company that is big enough to provide continuously professional services.
• But the agent should not be too big, otherwise, clients with small orders might not be taken seriously and it is easy to get lost in the different levels of hierarchy.
9. How transparent is their business?

Do not risk the success of your order (and your money) by putting the project’s destiny into the hand of a virtual or sleazy company. Look out for:

• Office address and phone number on the homepage.
• Company incorporated and complete company name disclosed.
• Names and pictures of key staff online available.
• Possibility to visit the agent’s office and to browse through previous projects.
10. Since when is the company in business?

Do not do business with a new, inexperienced company that does not have a reputation to lose. Your time, money and project is too valuable to put it at great risk. Thus,

• Since when does the company exist?
• What is the experience of the key staff?