Clear supplier communication records help buyers avoid disputes over what was approved, promised or changed during a China sourcing project.
Decisions to document
The most important records are the decisions that affect money, quality or shipment.
- Specification changes
- Sample approval
- Payment conditions
- Inspection exceptions
- Shipment release
Use short written confirmations
A brief confirmation after a call or chat reduces ambiguity.
- What changed
- Who approved
- Which document version applies
- What happens next
Keep evidence searchable
Supplier communication should be organized so the buyer can find the exact record when a problem occurs.
- Use project folders
- Name files by date and topic
- Keep original chat screenshots for key decisions