Documents to Prepare for a China Supplier Dispute
Bring the transaction into focus with a clear timeline, complete records and a concise explanation of the problem.
Document Checklist
Identify the Transaction
The Parties Involved
List the buyer, seller, factory, trading company and payment recipient where relevant. Keep the names used in the original documents, including Chinese names.
The Written Agreement
Collect signed contracts, purchase orders, quotations, specifications and confirmed samples. Include written amendments and order changes.
The Payment Trail
Keep payment instructions, bank records, invoices and receipts together. Add a simple table of amounts, currencies, dates and recipients.
Show What Happened
Delivery Records
Collect shipping notices, tracking details, bills of lading and records of receipt. State clearly which goods arrived and which did not.
Quality Records
Organise photographs, batch numbers, inspection reports and any comparison with approved samples. Explain when and how the problem was discovered.
Communications
Keep complete email chains and message exports where available. A selected screenshot may help explain a point, but the surrounding conversation also matters.
Make Your Enquiry Clear
The Timeline and Your Request
A concise chronology should link each important event to a supporting document. End with the current position and the outcome you hope to discuss.
Missing Information
You do not need to have every answer before contacting us. Mark missing documents and uncertain facts so the initial review can focus on the gaps.
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