To choose a commercial lighting supplier, check six things before price: compliance documents, photometric data, the driver named in writing, samples that match the datasheet, quality control you can see, and warranty terms in the contract. A supplier who answers all six clearly is usually cheaper in the end than the lowest quotation, because returns, failed fittings and missing paperwork cost more than the price difference.
The six checks
| Check | What to ask for | Red flag |
|---|---|---|
| 1. Compliance documents | EU Declaration of Conformity, test reports for safety and EMC, RoHS, GPSR arrangements | “CE” printed on the box but no declaration or reports |
| 2. Photometric data | IES or LDT files for the fittings you order | Only a marketing datasheet with round numbers |
| 3. Driver | Driver brand and model named on the proforma invoice | “Good quality driver” with no name |
| 4. Samples | Samples that match the datasheet you were quoted | Sample differs from the datasheet, or is refused |
| 5. Quality control | Ageing test, pre-shipment inspection, photos or reports | No written inspection process |
| 6. Warranty | Warranty length and terms in the contract, including spare parts | Warranty only mentioned in a chat message |
1. Compliance documents
For the EU, a fitting needs CE marking backed by a Declaration of Conformity and test reports for electrical safety and electromagnetic compatibility, plus RoHS compliance. The General Product Safety Regulation (GPSR) also requires an economic operator responsible for the product in the EU. Great Britain currently recognises CE marking for most lighting products alongside UKCA; check the latest guidance for your product. Energy labelling and producer responsibility for waste electrical equipment may also apply, depending on who places the product on the market.
Ask: “Please send the Declaration of Conformity and the test reports for this model.”
2. Photometric data
A lighting designer needs IES or LDT files to calculate a layout in DIALux or Relux. Without them, the scheme cannot be proven before installation. Check that the file matches the exact model, wattage and beam angle you are buying.
Can a Chinese manufacturer supply photometric files for a DIALux layout?
Yes. A factory with a goniophotometer can measure IES and LDT files for the models you are quoting, and your designer then runs the layout in DIALux or Relux before the order is placed. Ask with the quotation rather than after it: a file measured against a shipped order proves nothing you can still act on. KELVANO measures IES and LDT files for project specifications, and can prepare a lighting layout for qualified projects.
3. The driver, named in writing
The driver decides most of a fitting’s lifetime, flicker and dimming behaviour. A supplier can quietly change the driver between sample and production if it is not written down. Ask for the driver brand and model to be named on the proforma invoice.
4. Samples that match the datasheet
Before the first order, test samples against the datasheet: light output, colour temperature, colour rendering, beam angle, dimming and build quality. If the sample differs from the datasheet, ask why before you order.
5. Quality control you can see
Ask how the supplier tests before shipment: ageing tests on finished fittings, inspection of each batch and the reports that come with it. A supplier with real quality control can show photos of the test equipment and send inspection results.
6. Warranty terms in the contract
A five-year warranty is common for commercial LED fittings, but the terms matter more than the number. Ask how claims are handled, whether spare parts are supplied and who pays freight on replacements. Get it in the contract.
Other things to compare
- Speed and quality of answers. A supplier who answers technical questions clearly before the order will answer them after it.
- Minimum order. Around 50 units per model lets you test a market or finish one project without heavy stock.
- Range fit. One supplier covering track, downlights, linear, tri-proof and high bay simplifies documents, warranty and shipping.
- Stock flexibility. Fittings with switchable power and colour temperature let a distributor stock fewer part numbers.
Payment terms. Ask how a supplier wants to be paid before you ask for a price, because the answer tells you who you are dealing with. A factory selling to trade works on bank transfer with a deposit and a balance, against a proforma invoice naming the company that will ship the goods. Check that the beneficiary name matches that company, confirm the bank details by phone rather than by replying to an email, and treat any emailed change of details as suspect until someone confirms it by voice. KELVANO’s own terms are set out under how do I pay for a first order.
How KELVANO answers the checklist
| Check | KELVANO |
|---|---|
| Compliance | CE marked, RoHS; GPSR documentation confirmed for your market before you order |
| Photometric data | IES and LDT photometric files can be measured for project specifications |
| Driver | Integrated flicker-free driver; brand named on your proforma invoice |
| Samples | Available on request |
| Quality control | Ageing test on every batch; production and test equipment shown on our supplier page |
| Warranty | 5 years; spare parts agreed by order quantity |
| Minimum order | From 50 units to full project volumes |
| Quotation | Within 24 hours |
| Stock flexibility | Most downlight and track spot series offer switchable power and colour temperature |
See our commercial lighting supplier page for how we work, or browse the product range.
Send your checklist
Send us your product list and the documents you need. We reply with the matching fittings, the documents available for your market and a quotation within 24 hours.
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