China Supplier Document Kit: Samples, Packing and Defects
Keep three records together for a supplier order: what was approved, what was packed, and what needs resolving. Start with the document that matches your current problem; each resource below has a different job.
Which record do you need?
| Your situation | Start here | Have this ready |
|---|---|---|
| The sample is ready to approve | Sample approval record | Item and variant, sample ID, agreed revision and approval date |
| The goods are being packed | Carton marking checklist | Order ID, SKU mapping, units per carton and carton numbers |
| You have found a discrepancy | Defect report and supplier message | Requirement, observed result, affected items and photo filenames |
| A different person will follow up | Order handover checklist | Latest approved files, open questions and named owners |
Use one order reference across the files
For an illustrative order called PO-104, keep the approved sample record, carton list and issue log under that same reference. Give revisions distinct filenames, such as PO-104-label-rev2.pdf. A photograph called “problem.jpg” is difficult to reconcile; record its filename next to the affected SKU and carton.
Keep the agreed requirement separate from the observation. “Blue housing approved in sample S-2” and “three inspected units have a different shade” are two different facts. Include the checked quantity so that a reader does not mistake three observed defects for a count of the whole shipment.
Download the issue log
Download the free defect-report CSV
The blank CSV records order references, requirements, observed problems, evidence, supplier responses and closure. Use the field-by-field instructions before filling it in. This is a communication record, not a certificate or an inspection result.
Before handing the folder to someone else
- Identify the current approved revision and keep earlier versions clearly marked.
- List unresolved questions separately from confirmed facts.
- For each open issue, name the owner and the next evidence needed.
- Record whether a correction has merely been promised or actually checked.
Need someone on site?
Use the factory visit agenda to turn missing evidence into specific checks. For local coordination in Shenzhen and nearby manufacturing areas, send a free inquiry with the location, product and records you already have. Specialist testing requires an appropriate provider.