Verifying a Japanese Proxy Buyer or Sourcing Agent

A proxy buyer purchases specified items in Japan on your behalf and forwards them. A sourcing agent goes further: finding suppliers, negotiating terms, and sometimes handling inspection and logistics. Both models put your money and your goods in someone else’s hands, so verify the operator before the first significant order.

Identify the operating entity

Ask whether you are contracting with a corporation or an individual, and obtain the full legal name, registered address, and contact details. For a corporation, request the 13-digit corporate number and search it in the JapanCompanyCheck checker to compare the legal name, address, and active or closed status.

Read the verification checklist for the full process and the corporate-number guide for what the record proves. An operator unwilling to identify its entity leaves you without a counterparty for any later dispute.

Read the full fee schedule

Proxy pricing has many components: a service fee or commission percentage, domestic shipping to the warehouse, consolidation and repacking, storage beyond a free period, optional inspection, photography, and payment processing fees. Obtain a written quote for your exact order rather than relying on headline percentages.

Compare the quote with the published fee page and confirm which amounts are estimates. Ask how currency conversion is calculated and when the rate is fixed. For ongoing sourcing work, clarify whether the agent earns only from you or also takes supplier-side margins.

Start with a small test order

A first order should test the service, not fund it. Choose inexpensive items and judge dispatch speed, communication clarity, inspection honesty, packing quality, and tracking accuracy. Compare the received goods against the inspection photographs and report the operator provided.

Keep the same evidence discipline as a direct purchase: confirm the item identifiers, condition, and contents on arrival. The seller-checking guide applies the same principles to marketplace purchases.

Tie payments to milestones

Structure payment around objective events: a deposit to start purchasing, the balance against parcel photographs with tracking, or full payment only after shipping evidence, depending on what the operator accepts. Avoid full upfront payment on a first order.

Document the refund terms for each failure mode: the item cannot be sourced, the item differs from the description, the parcel is lost, or customs rejects the contents. Confirm which party bears each loss before money moves.

Document the agreement in writing

The written agreement should name the items with specifications, the condition standard, the inspection evidence format, the shipping method and timeline, the full fee breakdown, and the refund terms. For branded or regulated goods, confirm who checks authenticity and export eligibility.

When invoice documentation matters for your business, verify the operator’s invoice registration status on its company page and read the T-number guide to understand what that status means.

Watch the relationship over time

Re-check the fee totals on each invoice against the agreed schedule, and keep every quote, payment confirmation, inspection report, and tracking record. If the operator’s entity, address, or payment beneficiary changes, verify the new details through an independently sourced channel before continuing.

Frequently asked questions

What is the difference between a proxy buyer and a sourcing agent?

A proxy buyer purchases specified items on your behalf and forwards them. A sourcing agent additionally finds suppliers, negotiates, and may handle inspection and logistics.

How much should a proxy buyer cost?

Compare the full written quote: service fee, domestic shipping, consolidation, storage, inspection, and payment fees. Percentages alone do not describe the total.

Should I pay the full amount upfront on a first order?

Avoid full upfront payment for a first order. Start small, tie the balance to shipping evidence, and document the refund terms before paying.