Six working documents with English and Chinese side by side, free to download and change. Fill in your requirements, send the file straight to the factory, and the factory reads every line in Chinese and answers in the same file.
Free to use, copy and change for your own orders. No sign-up.
How to use them
Download the Word or Excel file. Both open in Microsoft Office, Google Docs and Sheets, LibreOffice and WPS Office, which many Chinese factories use.
Fill in the right-hand column. Delete any line you do not need and add your own.
Send it to the factory before the sample or the order, and ask them to answer or confirm each line in the same file.
Keep the agreed, signed copy with your purchase order. It is what the sample, the bulk order and the inspection are checked against.
The Chinese is written the way factory teams write it. Before you send a file, check that figures, units and model numbers are the same on both sides, and agree in writing which language applies if they ever differ.
These are working templates, not legal documents. They do not replace a contract or legal advice.
Product specification sheet产品规格书
What it is for
One document that says exactly what you are buying, so the quote, the sample and the bulk order are all checked against the same thing.
When to use it
Before you ask for quotes, so every factory prices the same product.
With the sample request, and again with the purchase order once the sample is approved.
Bulk production must match this golden sample and the specification named above.
大货必须与本封样及上述规格书一致。
Any change of material, part, parts supplier or process needs the buyer's written approval before production.
材料、零部件、配件供应商或工艺如有任何变更，须在生产前取得买方书面同意。
Carton marking and packing specification外箱唛头及包装要求
What it is for
Tells the factory how to pack, mark and label every carton, so the goods arrive undamaged, the warehouse can receive them and the shipping marks match the documents.
When to use it
With the purchase order, once the units per carton are agreed.
Before goods go to a marketplace or fulfilment warehouse with its own label rules: add those rules here.
A fixed rule for what your team does when a supplier says its bank account has changed, because a fake change-of-bank-details email is a common way buyers lose a payment. It includes a notice to send suppliers in advance and a record to fill in each time.
When to use it
Adopt it before your first payment to any supplier, and send the notice with your first order.
Fill in the record whenever any payment detail changes: account, bank, beneficiary name or country.
We do not change payment details on the strength of an email, chat message or invoice alone, even one that appears to come from you.
我们不会仅凭一封邮件、一条聊天消息或一张发票更改付款信息，即使它看起来是贵司发来的。
If your bank details change, please tell us in a letter on company letterhead, with the company chop, signed by your legal representative or finance manager.
如贵司收款账户有变更，请用公司抬头纸书面通知我们，加盖公司公章，并由法定代表人或财务负责人签字。
We will then call you on the phone number we already hold for you, not one given in the change request, and confirm the new details before any payment.
收到后，我们会拨打我方已有的贵司电话（而不是变更通知里提供的号码）核实新账户，核实无误后才会付款。
The beneficiary must be the same company as the seller on our contract and invoice. We do not pay a personal account or another company unless this was agreed in writing in advance.
收款人必须与合同和发票上的卖方是同一家公司。除非事先书面约定，我们不向个人账户或其他公司付款。
This can delay a payment by a day or two. Thank you for understanding: it protects us both.
这可能让付款晚一两天，感谢理解，这样做对双方都是保护。
2. Procedure for your team 内部操作流程
Stop. Make no payment to the new details until every step below is done.先暂停：以下步骤全部完成之前，不向新账户付任何款。
Find the supplier's phone number in your own records: the contract, an earlier invoice you have paid, or the business licence. Never use a number, email address or link given in the change request.从自己的记录里找供应商电话：合同、已付过款的旧发票或营业执照。绝不使用变更请求里给出的电话、邮箱或链接。
Call that number and speak to the person you normally deal with. Ask them to confirm the change and read the new account number out to you; do not read it to them.拨打这个号码，找平时对接的人。请对方确认变更，并由对方把新账号读给你听，而不是你读给对方听。
Check that the beneficiary name matches the seller's legal name on the business licence and your contract. A personal account, a different company name or a bank in a different country or region from before is a reason to stop and check further.核对收款人名称与营业执照和合同上的卖方法定名称是否一致。如出现个人账户、不同的公司名称，或银行所在国家/地区与以前不同，应停下来进一步核实。
Ask a second person to check the record and approve it before the details are changed in your payment system.在付款系统里修改账户之前，请第二个人复核记录并批准。
For the first payment to the new account, consider a small test payment and ask the supplier to confirm by phone that it arrived.第一次向新账户付款时，可以先付一笔小额测试款，并请供应商电话确认到账。
If anything does not match, do not pay. If money has already gone, call your bank at once and report it to the police.只要有任何不符，就不要付款。如果款项已经付出，立即联系你的银行并向警方报案。
3. Verification record 核实记录
English
中文
Supplier name (as on the business licence)
供应商名称（与营业执照一致）
Date and how the change request arrived (email, letter, chat)
收到变更请求的日期及方式（邮件、信函、聊天）
Old details: beneficiary, bank, account number
原账户：收款人、银行、账号
New details: beneficiary, bank, account number, SWIFT code
新账户：收款人、银行、账号、SWIFT 代码
Reason given for the change
对方给出的变更原因
Phone number called and where it came from
拨打的电话号码及其来源
Person spoken to, and date and time of the call
通话对象，以及通话日期和时间
Beneficiary matches the seller's legal name? Yes / No
收款人与卖方法定名称一致？是 / 否
Letter on letterhead with company chop received? Yes / No
是否收到加盖公章的书面通知？是 / 否
Checked by: name and date
核实人：姓名及日期
Approved by a second person: name and date
第二人批准：姓名及日期
Outcome: approved / refused / still being checked
结果：批准 / 拒绝 / 仍在核实
Pre-production meeting checklist产前会检查清单
What it is for
The points to confirm with the factory just before bulk production starts: materials, the approved sample, the schedule, quality checks and packing. A problem found here is fixed before it is built into every unit.
When to use it
After the golden sample is approved and the deposit is paid, before cutting, moulding or assembly begins.
At the factory, on a video call, or by sending the list and asking the factory to answer each line in writing.
Attendees: buyer; factory production, quality and sales
参会人员：买方；工厂生产、品质和业务
PO number and quantity
订单号及数量
Approved sample reference
确认样编号
2. Materials and parts 材料与零部件
English
中文
Materials match the specification and the approved sample
材料与规格书和确认样一致
Bulk materials and parts in stock, or arrival dates confirmed
大货材料和零部件已到位，或已确认到料日期
Material certificates or test reports for this batch, if required
本批材料的材质证明或检测报告（如要求）
No change of material or parts supplier since the sample
打样之后没有更换材料或配件供应商
Colour of bulk material checked against the golden sample
大货材料颜色已对照封样核对
3. Production 生产
English
中文
Schedule: start date, finish date, packing date
排期：开工日期、完工日期、包装日期
Production line and daily output for this order
本订单使用的生产线及日产量
Any process done outside the factory (which, and where)
是否有外发加工（哪些工序、在哪里做）
The production team knows the changes agreed at sample approval
生产团队清楚封样时确认的修改内容
Known difficult points and how they will be controlled
已知的难点及控制方法
4. Quality 品质
English
中文
In-line checks during production (who checks, how often)
生产过程中的巡检（谁来检、多久一次）
First units off the line checked against the golden sample before the full run
首件对照封样确认后，再批量生产
Tests on bulk production (function, safety, drop test)
大货要做的测试（功能、安全、跌落测试）
Pre-shipment inspection date and AQL agreed
出货前验货日期及 AQL 已约定
How defects found will be handled (rework, replacement)
发现不良品如何处理（返工、更换）
5. Packing, documents and shipping 包装、单据与出运
English
中文
Carton marking and packing specification confirmed
外箱唛头及包装要求已确认
Labels, barcodes and artwork files final
标签、条码和设计稿已定稿
Export documents needed (commercial invoice, packing list, certificate of origin)
需要的出口单据（商业发票、装箱单、原产地证）
Shipping: forwarder, ready date, port
出运：货代、货好日期、港口
Balance payment amount and when it is due (e.g. after the inspection passes)
尾款金额及付款节点（例如验货合格后）
6. Actions agreed 会议决定事项
English
中文
Action 1: what, who, by when
事项 1：做什么、谁负责、何时完成
Action 2: what, who, by when
事项 2：做什么、谁负责、何时完成
Action 3: what, who, by when
事项 3：做什么、谁负责、何时完成
Buyer: name, signature and date
买方：姓名、签字及日期
Factory: name, signature, date and company chop
工厂：姓名、签字、日期及公司盖章
Purchase-contract key-points checklist采购合同要点清单
What it is for
A list of the points to agree with the factory and write into your purchase contract or order terms. It is not contract wording and it is not legal advice.
Have the final contract reviewed by a qualified lawyer before you sign it, especially for a first or large order.
When to use it
Before you sign a contract or confirm a proforma invoice with a new supplier.
When an existing supplier sends new terms, or an order is much larger than before.