Wholesale conversations tend to start with unit price, which is the number that matters least until you know what sits behind it. Stock reliability, documentation and returns handling decide whether a supply relationship works after the first order.
This checklist is written for retailers and distributors evaluating any supplier in this category. It is deliberately vendor-neutral: the questions apply whoever you buy from, including us.
Verify the counterparty first
Before product details, establish who you are actually buying from.
- Legal entity name and registration, matching the invoices you will receive.
- A physical address, not only a messaging app handle.
- A named contact with a role, and a second contact for logistics.
- Payment terms in writing, including what happens if an order is short or damaged.
A supplier who is reluctant to put these in writing is telling you something useful.
Documentation worth asking for
In a regulated category, documentation is the difference between a product you can sell and a liability.
- Product specification sheets — capacity, nicotine concentration, coil type, battery capacity, charging standard.
- Batch or serial references on the units themselves, so a complaint can be traced to a production run.
- Nicotine warnings and ingredient information as they appear on the retail packaging.
- Compliance documentation for your market — not a generic certificate, but something that matches the jurisdiction you are selling into.
Ask for a sample of the actual retail packaging. What a supplier can show you on paper and what arrives in a carton are not always the same thing.
Pricing beyond the unit number
A low unit price with poor fill rates is more expensive than a higher price with reliable delivery.
- Minimum order quantities and whether they are negotiable by SKU.
- Landed cost, including freight, duties and any handling — not just the ex-works price.
- Price validity period. In a category with volatile component costs, a quote without a validity window is not a quote.
- Breakage and shortage policy, in writing.
Stock reliability and lead times
- Ask for a realistic lead time and a recent example of an order that shipped on time.
- Ask where stock is held. Regional warehousing means shorter transit and fewer customs surprises; long-haul shipping means the opposite.
- Ask what happens when a SKU is out of stock — substitution, backorder, or cancellation.
Support and returns
- Who answers when something goes wrong, and how quickly.
- The returns process, including who pays for return freight on a defective unit.
- Whether the supplier provides retail-facing material — specification summaries that your staff can use, rather than only a wholesale catalogue.
Red flags
- No batch traceability on the units. If a problem cannot be traced, it cannot be resolved.
- Vague compliance claims without documents that match your market.
- Prices far below the market with no explanation of why.
- No written returns policy, or a policy that changes after the first order.
- Pressure to order immediately with a discount that expires today.
- Unwillingness to identify the legal entity. This is the single most serious signal.
A practical supplier scorecard
Score each candidate on these six points, out of five:
- Documentation — can they produce specifications and batch references?
- Market compliance — do they have documents for your jurisdiction?
- Stock reliability — regional stock, realistic lead times?
- Total cost — landed cost, not unit price.
- Support — a named contact and a written returns process.
- Transparency — entity, address, and clear terms.
A supplier that scores well on documentation and transparency but poorly on price is usually a better partner than the reverse.
How we work
For transparency, since this is our own site: STAGBAR sells a deliberately small range and publishes the specifications for each device. Orders ship from regional warehouses in Poland, Spain and Germany. We do not claim certifications we do not hold, and we will send product documentation on request.
If that does not suit your business, the checklist above still applies to whoever does.
FAQ
What documents should I ask for before a first order?
Specification sheets, batch or serial references, retail packaging with nicotine and ingredient information, and compliance documentation that matches your market.
Is a lower unit price always better?
No. Fill rates, landed cost and returns handling usually matter more than the unit price once you account for the cost of a short or delayed order.
How do I verify a supplier is legitimate?
Ask for the legal entity name, a physical address and written payment terms, and check that they match the invoices and the packaging. Reluctance to provide these is a warning sign.
Should I buy from a supplier without regional stock?
It depends on your volume and patience. Regional stock shortens transit and reduces customs exposure; long-haul shipping adds both time and unpredictability.
The short version
- Verify the entity before discussing product.
- Ask for specifications, batch references and market compliance documents — and check the actual packaging.
- Compare landed cost and fill rate, not unit price.
- Get the returns process in writing.
- Treat missing traceability or a vague legal entity as a stop sign.
STAGBAR publishes specifications as measured. Products are intended for adults of legal smoking age only. Nicotine is an addictive substance. This article is general commercial information, not legal advice.
