Vetting a Canadian medical supplier comes down to paperwork you can check before money moves, not to how the website looks. A short document request separates an established device establishment from a reseller who cannot show a licence or a recall path. This guide lists the documents to ask for, how to verify a licence number, and what to keep on file once the account is open.
What documents should you request before the first order?
- The supplier medical device establishment licence number and proof it is current.
- Lot or batch certificates for any lot-sensitive product such as indicators or gloves.
- A written recall and field-safety process, naming who contacts you and how fast.
- Product spec sheets showing the standard each line is tested against.
How do you verify a supplier licence number?
Ask for the number and confirm it against the public registry rather than trusting a logo on a page. A valid medical device establishment licence covers the importing or distribution activity the supplier performs, and the registry lists the establishment and its status. If a supplier cannot point you to a verifiable number, treat that as an open question before you place volume.
| Document | What it proves | Keep on file |
|---|---|---|
| Establishment licence | legal basis to distribute devices | yes, with the expiry date |
| Lot certificate | the specific lot passed its testing | yes, per lot-sensitive order |
| Recall process | a traced path to reach you | yes, with contact names |
| Spec sheet | the standard the product meets | yes, per product line |
What belongs in a delivery and recall plan?
A recall plan should name a contact, a method and a timeline, so a notice reaches your office and not a general inbox. Ask how the supplier reaches you, how it identifies affected lots, and how it arranges replacement or return. Tie that to your own incoming-goods check: record the lot on receipt so a later notice can be matched to stock you still hold.
How do you compare two quotes fairly?
Compare on landed cost and terms, not on the unit price alone. Check case pack size, minimum order, lead time, and whether freight is included, because a low unit price with a long lead time can cost more in stock-outs. Confirm the return policy for unopened cases and the process if a lot fails on arrival. A first order on a starter bundle lets you test fulfilment and packing quality before you commit to a quarterly volume.
What should you keep on file after the account opens?
Keep the licence copy with its expiry, the spec sheets for each stocked line, and a running lot log for indicators and gloves. Review the file at least once a year, refresh the licence copy, and confirm the recall contact still answers. Ontario and other provincial clinics often align this with CMDR requirements and CSA Z314 records when they write their purchasing policy.
What should a first order look like?
Start small and testable. One case per core line, delivered to the clinic, lets you check packing, lot labelling and lead time before you commit to a quarterly volume. Inspect the delivery against the packing slip, record the lot numbers, and store the spec sheets with the purchase file. If the first order arrives clean and on time, the next order can carry the volume your usage model calls for, reviewed against the delivery you actually received.
What red flags should stop a first order?
Be cautious when a supplier will not name a licence number, cannot describe a recall process, or quotes a unit price that ignores case pack and freight. A supplier that answers a document request clearly is easier to audit later. If a quote is missing the numbers you need to compare landed cost, ask for them in writing before you order, not after. A written quote with pack size, lead time and freight terms makes the comparison honest.
Ordering for a clinic, lab or care home? Wholesale and multi-site ordering covers case pricing and account setup, and the B2B wholesale collection lists the lines stocked for institutional buyers.
Related reading
Medical supplies wholesalers in Canada: your checklist · Opening a wholesale account: what setup requires · Wholesale
A first order on the clinic starter bundle (gloves, spore testing, sterilization packaging) lets you test packing and lead time across the core lines, and the wholesale page sets out account setup and case pricing.
Frequently Asked Questions
Is a licence number enough on its own?
No. Confirm it in the public registry and check the activity it covers. A number without a matching status is still an open question.
Should I ask for lot certificates on every order?
Ask for them on lot-sensitive lines such as biological indicators and gloves, where a specific lot failure would need tracing back to your stock.
How often should the supplier file be reviewed?
At least once a year, and again whenever a licence or product line changes. Refresh the copy and re-test the recall contact.
CliniEco Medical is a licensed medical device establishment (MDEL #35334).
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