Many sourcing disputes are decided by what the buyer can prove. A long chat history is useful only if the important promises are easy to find. Before paying a China factory or supplier, buyers should save the key messages in a clear evidence file.
This checklist helps buyers capture the terms that usually matter later.
Save product and sample evidence
- Final specification, size, material, color, and finish.
- Approved sample photos or videos.
- Logo, label, packaging, carton, and barcode approvals.
- Any certification or test report promises.
For specification risk, read bulk material changed after sample approval. DDPexpert’s quality inspection guide explains what should be checked before shipment.
Save payment and delivery terms
- Invoice company and bank beneficiary.
- Deposit, balance, refund, and delay terms.
- Production start, completion, and shipment dates.
- Inspection approval before balance payment.
Save shipping and document promises
Keep messages about EXW, FOB, DAP, DDP, importer of record, duty, tax, carton data, invoice, packing list, tracking, and delivery responsibility.
For payment risk, use the supplier storefront verification checklist. For full sourcing structure, DDPexpert’s China sourcing workflow guide is the deeper reference.
Final recommendation
Before paying, save the messages that define product, payment, timeline, inspection, shipping, and refund terms. A clean evidence file is easier to use than a messy chat export.
