Mediation with a UK sourcing seller
Prepare a focused evidence pack and realistic settlement options, agree the mediator and appointment terms, and bring someone authorised to settle. Record the outcome with clear responsibilities, dates and acceptance checks before signing. This guide applies to disputes with UK sellers, including Cambridge China Bridge.
Define what you want mediation to resolve
Mediation helps the parties explore an agreement; the parties decide the settlement terms, rather than the mediator. Propose it in writing, naming the disputed order, the unresolved issues and the outcome you want. Ask the seller to confirm its willingness to participate and suggest suitable mediators.
Check the contracting company and any dispute clause using the guide to UK seller supply terms. Keep this exercise focused on the UK seller's commitments. Ask a solicitor to check the applicable process and any approaching deadlines, particularly if proceedings are already underway.
Prepare a pack that supports negotiation
Assemble the contract, accepted quotation, specification, approved samples, inspection records, payment evidence and relevant correspondence. Add a short chronology and an issue list separating agreed facts from disputed facts. For organising the underlying claim, use preparing a claim against a UK sourcing provider.
For each issue, show the evidence, the commercial impact and the remedy sought. Separate documented expenditure from estimates and explain your calculations. Prepare alternatives such as a refund, rework, replacement or credit. For each alternative, check transport, storage, inspection and business disruption. Agree with the mediator what to exchange beforehand and what to discuss privately.
Agree the mediator and appointment terms
Ask prospective mediators about commercial supply disputes, defective goods and interrupted orders. Request disclosure of connections with either party, their relevant training, insurance and complaints arrangements. Ask how they would manage technical disagreements and whether a separate expert would help.
Agree the appointment together. Obtain written terms covering fees, how costs are shared, cancellation, attendance, document exchange, confidentiality arrangements and the meeting format. Confirm whether advisers, interpreters or technical staff will attend. Ask how private discussions and documents will be handled rather than assuming everything receives the same treatment.
Bring people who can approve a settlement
Before the meeting, confirm who can negotiate and sign for each company. Record the scope of your representative's authority internally, including acceptable financial concessions and operational commitments. If approval rests elsewhere, arrange for the decision-maker to be available and explain that approval process to the mediator.
Check that proposed promises can actually be delivered. A UK seller offering factory rework should confirm the factory's willingness, the inspection arrangements and the replacement shipment plan. Keep technical staff available to test feasibility. Do not treat the seller's expectation of a factory contribution as a substitute for a clear commitment from the seller.
Write an outcome that can be carried out
For civil disputes, a signed settlement agreement serves as a legally binding contract. Ask a solicitor to review the wording before signing. Identify the companies, orders and issues covered, and state who will pay or perform each obligation, by what agreed date, and how completion will be checked.
For rework or replacement, attach the specification and acceptance method; allocate collection, freight, storage and inspection costs. Clarify when any release of claims takes effect, what remains unresolved and what happens if performance fails. Keep a signed copy and track delivery against it. If no settlement is reached, record the outstanding issues and review complaint and court options with your adviser.
Frequently asked questions
Can a mediator make the seller refund me?
The mediator does not decide the settlement terms. You and the seller agree them. Prepare evidence for the refund you seek and workable alternatives you could accept.
What documents should I take to mediation?
Take the contract, quotation, specification, approvals, inspection reports, payment records and key correspondence, with a short chronology, disputed issue list and supported calculation of your loss.
Who should attend for my company?
Bring someone with agreed authority to negotiate and sign, or arrange access to the person who can approve terms. Keep technical or logistics staff available where their input affects delivery.
Is a mediation settlement legally binding?
For civil disputes, the signed settlement agreement serves as a legally binding contract. Have a solicitor check its scope, obligations, release wording and arrangements for failed performance before signing.