From Sample to Shipment: How to Vet a New Hair Supplier

Wiki Article

In the global hair industry, one wrong supplier can ruin your brand’s reputation overnight. Fake hair sold as Remy. Delays with no tracking. Tangled bundles arriving in crushed boxes. If you're sourcing hair for resale, wigs, or a salon business, finding a reliable supplier is not optional—it’s essential.

But how do you go from interest to trust? From sample to shipment? In this guide, we break down how to vet a new hair supplier step by step, ensuring that your business is based on quality, not guesswork.

1. Start with Research, Not Random Messages

Before you reach out to any supplier, do your homework.

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What to check:

Website & branding: Do they have a professional, updated website?

Online presence: Are they active on Instagram, YouTube, or Alibaba?

Factory or trading company? Look for behind-the-scenes videos or production content.

Customer reviews: Check copyright, YouTube reviews, or reseller groups.

???? Pro tip: Search for “[Supplier Name] + Reviews” or “[Supplier Name] + Scam” to catch red flags early.

2. Contact Them Like a Professional

Suppliers take serious buyers seriously. Don’t just say, “Price?” or “Send list.”

Ask:

What types of hair do you sell (virgin, Remy, single donor)?

What countries do you source from?

Do you supply wholesale? Private label?

What is your MOQ (Minimum Order Quantity)?

Can you share recent customer orders or reviews?

A good supplier will reply with detailed answers, price lists, and media files.

???? Red flag: If a supplier dodges your questions or only responds with “How many bundles u want?”, move on.

3. Order a Sample – But Know What to Look For

Never place a bulk order without testing samples first.

What to check in your sample:

Hair texture: Is it consistent and soft from root to tip?

Ends: Are they full or thin and frizzy?

Cuticle alignment: Run fingers up and down. Does it feel smooth one way and resistant the other?

Shedding: Comb it a few times. Minimal strands should fall.

Tangle Test: Leave it overnight loose. Does it matte?

Smell: Strong chemical smell means heavy processing.

???? Bonus test: Wash it. Real virgin hair retains softness and pattern after multiple washes. Synthetic or coated hair will frizz or dry out.

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4. Evaluate Their Packaging & Presentation

The way a supplier sends a sample says a lot about how they’ll handle bulk orders.

Packaging checklist:

Hair stored in protective sleeves or satin bags?

Branded labels or tags?

Tamper-proof outer packaging?

Included invoice, instructions, or thank-you notes?

Suppliers serious about branding and hygiene will send clean, secure, and professional packaging—even for samples.

5. Talk Quality, Not Just Price

Every supplier can offer a better deal. But chasing the lowest price will almost always compromise quality.

Ask them:

What’s the difference between your $25 and $40 bundle?

Is this single donor or mixed donor hair?

Do you use acid processing or silicone coating?

What’s the lifespan of this hair with proper care?

A good supplier will explain differences transparently.

???? Pro tip: Record all these responses for future comparison.

6. Understand Their Fulfillment Process

You need to know how quickly and efficiently your supplier can deliver once an order is placed.

Ask:

What is your processing time?

Which courier services do you use?

Do you offer DDP (Delivered Duty Paid)?

How do you handle delays or wrong items?

Can I get real-time tracking?

Reliable suppliers typically ship within 2–5 days and share a tracking number immediately.

7. Get Everything in Writing

Once you’re ready to order more, don’t rely on screenshots or WhatsApp messages. You need a clear record of your agreement.

Request:

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A pro forma invoice listing product details, pricing, shipping costs, and delivery timelines.

Their return or dispute policy—What happens if the hair is wrong, delayed, or defective?

Any guarantees on quality or replacements.

???? This protects you from miscommunication later.

8. Do a Small Bulk Test Before Scaling Up

Don’t jump into a $5,000 order after just one sample. Start with a trial bulk order—say, 10–30 bundles—to see how they handle real business volume.

Evaluate:

Did they ship on time?

Were the items exactly as promised?

How was the packaging and customs process?

Did the hair perform well over 2–3 weeks?

???? If your trial bulk order is consistent with the sample, you're getting closer to a reliable partner.

9. Use Payment Methods That Offer Protection

Avoid suppliers who only want Western Union or copyright payments. These offer no buyer protection.

Safer options:

PayPal (Goods & Services) – Great protection for small orders.

Wise/Bank Transfer – Better for bigger orders; just confirm their bank name matches their business.

Alibaba Trade Assurance – Offers full refund protection for product and shipping issues.

????️ Never send full payment to a new supplier without verified credentials. Start small and build trust.

10. Build a Relationship, Not Just a Transaction

The best suppliers treat you like a partner, not just a one-time buyer. Once you find a good one, nurture the relationship.

Tips:

Send feedback regularly (good and bad).

Share your business goals—they might offer private labeling or exclusive deals.

Celebrate small wins (a new website launch, big sale, etc.) with them.

???? Trust is earned on both sides. Treat your supplier like a long-term partner, and they’re more likely to give you priority service, faster responses, and better terms.

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Final Thoughts: Vet First, Buy Later

In the hair business, product quality is everything—and your supplier holds the key. Don’t let a flashy Instagram page or cheap price lure you into skipping proper due diligence.