China Supplier Defect Report Template: Free CSV Log
A useful supplier defect report connects an observed problem to the exact item, an agreed requirement and evidence the supplier can identify. Use this free CSV log to organize those facts before asking for a response. It is a communication template, not an inspection certificate or a sampling plan.
Download the supplier defect log · CSV
Start with the agreed requirement
“Poor quality” is difficult to investigate. A more useful record names the order, SKU, affected carton or lot, and the specification revision or approved sample used for comparison. Record what you observed separately from your explanation of its cause.
| Record | Practical entry |
|---|---|
| Requirement | The drawing revision, approved sample ID or agreed packing instruction. |
| Observation | A description of the visible difference, with a measurement and unit when relevant. |
| Scope | How many units were checked and how many showed the issue. |
| Evidence | Photo or video filenames that match the issue ID. |
| Follow-up | The action requested, supplier response and evidence needed to close the issue. |
Keep the observed count separate from the shipment total
If you checked 20 units and saw the same issue on three, record both numbers. That observation alone does not establish the condition of every unit in the shipment. Do not label the entire order “passed” or “failed” unless the person making that decision has the applicable acceptance criteria and authority.
The worksheet has separate columns for units checked and affected units observed. If one item has two different issues, use separate issue IDs and avoid adding the two rows together as if they necessarily describe two different items.
Make photographs traceable
- Give each issue a short identifier, such as D001.
- Take an overview that identifies the item, then a close-up showing the problem.
- Record the actual filenames in the same row as the observation.
- Where a measurement matters, identify the measured points, the unit and the method used.
- Keep the original files alongside the log so later messages do not become the only evidence.
These are practical recordkeeping suggestions. They do not establish a technical root cause. ASQ describes check sheets as structured data-collection tools; the downloadable log here is our own template and is not an ASQ certification or endorsed form.
A supplier message you can adapt
Order / SKU / variant: Issue ID: Agreed requirement and revision: Observed difference: Units checked / affected units observed: Evidence filenames: Please confirm your understanding of the issue, propose the next action, and identify who will respond and by when. Please reference the issue ID in your reply.
Close the loop in the same record
Keep the supplier’s response and proposed action beside the original observation. If the supplier replaces, reworks or repacks an item, record what was checked afterwards and by whom. A reply saying “fixed” is different from evidence showing the agreed check was completed.
Use the sample approval record for the reference sample and the carton marking checklist to identify packed goods. For a planned visit, see the factory visit agenda.
If you need local coordination to document an issue in Shenzhen or nearby manufacturing areas, send China Unboxed a free inquiry with the location, product and evidence you already have. Tell us if the task requires a specialist inspection or laboratory; a coordination visit does not replace either.