If the bulk goods do not match the sample or order, protect your remaining leverage first. Stop the balance payment or shipment if you still can, preserve evidence, and define the exact non-conformity.
Do not begin with “the quality is bad.” That is difficult to measure and easy to argue about. Compare the goods with the written specification, approved sample, drawings, confirmed materials, packaging standard, and platform order.
If the goods are still in China
- Pause the next payment and shipment. Do not release the balance just because the supplier says the problem is minor.
- Inspect the finished batch. Identify the affected quantity, defect types, severity, and whether the problem is consistent or random.
- Connect evidence to the agreed requirement. Use measurements, side-by-side photos, test results, sample comparisons, and batch identification.
- Request a specific remedy. Rework, remake, replacement, component change, repacking, discount, or refund should match the actual problem.
- Set a deadline and reinspect. Do not accept a repair promise as proof that the batch is corrected.
If the goods have already arrived
Preserve cartons, labels, batch numbers, shipping marks, and damaged packaging. Record the opening process and show how many units were checked. Separate transport damage from production defects. If testing is needed, use a competent third party and maintain a clear sample trail.
Then compare the realistic remedies. Returning low-value goods internationally may cost more than the products. Local rework, replacement parts, a credit, a partial refund, or replacement in the next shipment may produce a better commercial result. Do not accept a future credit unless you genuinely expect to order again.
What evidence is strongest?
- The signed contract, purchase order, or protected platform order.
- The approved physical sample and dated approval record.
- Drawings, tolerances, bill of materials, component brands, and packaging files.
- Inspection reports showing method, sample size, measurements, and batch identity.
- Unboxing video, quantity records, product labels, and third-party test results.
- Supplier messages acknowledging the defect or promising correction.
The best solution is to complete a full inspection before the goods leave China. Once the balance is paid and the shipment departs, your practical leverage usually drops while the cost of every remedy rises.
What a pre-shipment inspection should cover
Inspect the actual bulk production, not another showroom sample. Confirm quantity, model, dimensions, materials, color, appearance, function, workmanship, packaging, labels, barcodes, manuals, accessories, and spare parts. Make sure the inspected cartons are connected to your production batch and shipment.
If defects are found, document the correction plan and inspect again before final payment. A factory photo of one repaired unit does not prove that the entire affected batch was corrected.
Prevent the same problem on the next order
Update the specification using what went wrong. Turn subjective words such as “high quality,” “strong,” or “same as sample” into measurable requirements. Keep a sealed reference sample when practical. State who approves changes and make silence mean no change, not automatic approval.
The international legal position can depend on the contract and governing law. The CISG, where applicable, addresses conformity, examination, notice, and remedies in international sales. For a material claim, obtain legal advice promptly and do not miss contractual or platform deadlines.
General commercial information, not legal advice. See the UNCITRAL CISG overview.