What evidence should I save before filing an Alibaba Trade Assurance dispute?
Q: What evidence should I save before filing an Alibaba Trade Assurance dispute?
Save evidence that connects four things: who the transaction was with, what the supplier agreed to deliver, what actually happened, and what remedy you requested. A folder full of defect photos is not enough if the photos cannot be tied to the protected order, the agreed specification, the inspected batch, and a clear timeline.
Begin with the transaction identity. Preserve the Alibaba order number, supplier store and product URLs, company name, business licence, proforma invoice, payment record, bank beneficiary, and the buyer account used for the order. If the supplier, invoice issuer, payee, manufacturer, or exporter are different companies, record each role. Do not collapse several entities into one name for convenience.
Then preserve the agreement that can actually be tested. This includes the product specification, drawings, material or component requirements, dimensions and tolerances, approved artwork, packaging and label files, quantity, delivery date, inspection terms, and the identity of any approved sample. Export the relevant Alibaba messages that show the supplier accepted those requirements. Statements such as "best quality" or "same as before" are much weaker than measurable terms.
Record every approved change. Suppliers and buyers often adjust materials, colours, packaging, quantities, or shipment dates during production. A dispute reviewer needs to see whether a difference was unauthorized or whether the buyer accepted it. Keep the request, supplier response, buyer approval, date, and revised file together. Do not rely on the latest attachment without preserving the earlier version.
Document what happened using traceable evidence. Keep the full inspection report, unedited photographs and videos, carton and product labels, sample identifiers, timestamps, packing list, shipping marks, tracking information, and correspondence. If the goods are defective, show the inspection quantity, number of affected units, defect type, location, and comparison with the agreed requirement. A few close-up images may prove that a defect exists, but not how widespread it is.
Preserve the chronology. Write a simple dated log from the order agreement through payment, production updates, inspection, shipment, receipt, defect notice, and supplier response. Link each event to its original message or file. This is more useful than a long narrative written after the dispute has escalated.
State the requested remedy clearly and keep it proportionate to the evidence. Specify whether you asked for rework, replacement, a second inspection, missing goods, a partial refund, cancellation, or another solution. Save the supplier's reply and any deadline you gave them. Avoid changing the requested remedy repeatedly without explaining why.
Keep original files. Do not submit only compressed screenshots, edited collages, translated summaries, or files stripped of dates and identifiers. You can add a short index explaining the evidence, but the index should point to the originals rather than replace them.
Alibaba's official Trade Assurance information describes protection for eligible payment, delivery, product, and after-sales issues. Its trade dispute guidance also tells users to provide valid proof and keep case updates in the Complaint Center. Neither page means that every disagreement will qualify for a refund. The strength of the case still depends on the applicable order terms and the evidence.
If the goods have not shipped, do not weaken your position by releasing the balance while a material failure remains unresolved. This failed-inspection guide explains how to connect the inspection finding, corrective action, payment decision, and possible dispute before the goods leave China.