25 Messages for Talking to Chinese Suppliers (Copy, Paste, Send)

If you import from China, you know the drill. You don't speak Chinese. Most factories don't speak great English. Stuff gets lost in translation. Money gets burned.

I use these 25 templates constantly — first inquiry, price talks, samples, shipping, problems. Each one has English, Chinese, and a note on when to use it. Keep them in a Google Doc or Notes file. When you need one, fill in the brackets, paste, send.

First Contact

1. Standard Inquiry

When: First message to a supplier you found on 1688 or Alibaba.

Hello, I'm an ecommerce seller based in [country]. I'm interested in your [product name]. Could you please send me:

Price per unit at 50, 100, and 500 units

MOQ (minimum order quantity)

Lead time for first order

Whether you offer custom packaging

Thank you.

你好，我是[国家]的电商卖家。我对贵公司的[产品名]很感兴趣。麻烦发给我：

50、100、500件的单价

最小起订量

首批货的交期

是否支持定制包装

谢谢。

2. Follow-Up After No Reply

When: You didn't get a response in 2-3 days.

Hello, I sent a message a few days ago and wanted to follow up. I'm ready to place a sample order and have budget for a larger order if the quality is good. Please let me know if you're interested in working together.

你好，前几天发了一条消息，想跟进一下。我准备先下样品单，如果质量没问题的话有预算下大货。如有兴趣合作请回复。

3. Requesting a Video Call

When: You want to verify the factory is real.

I'd like to do a quick video call to see your products and workshop. This helps build trust on both sides. Would you be available for a 10-minute WeChat video call this week?

我想做一个简短的视频通话，看看你们的产品和车间。这对双方建立信任都有帮助。这周方便微信视频通话10分钟吗？

Price Negotiation

4. Polite Price Push

When: The first quote is higher than expected.

Thank you for the quote. The price is a bit higher than I expected based on similar products I've seen. Is there room for negotiation? If we can get to [target price], I'm ready to place an order this week.

感谢报价。这个价格比我看到同类产品的价格稍微高了一点。价格还有谈的空间吗？如果能做到[目标价]，我这周就可以下单。

5. Quantity-Based Discount

When: You want a lower unit price for a larger order.

What would the price be at [higher quantity] units? I'm open to increasing the order quantity if the unit price comes down.

如果订[更大量]件，价格是多少？如果能降低单价，我可以考虑增加订单量。

6. Competitor Price Leverage

When: You have a competing quote. Use carefully — don't fabricate.

I've received a quote of [price] from another supplier for a similar product. I'd prefer to work with you because [reason], but the price difference is significant. Can you match or come close to [price]?

我从另一家供应商拿到了[价格]的同类产品报价。我更愿意和你们合作因为[原因]，但价格差距确实很大。你们能做到接近[价格]吗？

Samples

7. Requesting a Sample

When: You need to check quality before placing a bulk order.

I'd like to order a sample before placing a bulk order. Could you send me [quantity] samples of [product name]? I'm happy to pay for the samples and shipping. What's the total cost and how do I pay?

我想在下大货前先订样品。能发[数量]个[产品名]的样品吗？我可以付样品费和运费。总共多少钱？怎么付款？

8. Sample Received — Positive

When: Samples look good and you're ready to order.

I received the samples and the quality looks good. I'm ready to place an order for [quantity] units. Can you confirm the lead time and send me a proforma invoice?

样品收到了，质量看起来不错。我准备订[数量]件。请确认一下交期并发形式发票给我。

9. Sample Received — Needs Improvement

When: Samples have issues you want fixed before ordering.

I received the samples. Overall good, but I noticed [specific issue]. Could you improve [specific thing] on the production batch? I'd like to see updated samples before placing the bulk order.

样品收到了。总体不错，但我注意到[具体问题]。大货能改进[具体问题]吗？我想在看到改进后的样品再下大货单。

Quality Control

10. Setting Quality Expectations

When: Placing the order — be specific before money changes hands.

Before we proceed with the order, here are my quality requirements:

[specific requirement]

[specific requirement]

[specific requirement]

Please confirm these are achievable at the quoted price. I will arrange a third-party inspection before shipment.

订单确认前，以下是我的质量要求：

[具体要求]

[具体要求]

[具体要求]

请确认按照报价能够达到这些要求。我会在发货前安排第三方验货。

11. Third-Party Inspection Notice

When: You're sending an inspector to the factory.

I've arranged for a third-party quality inspection at your factory. The inspector will contact you to schedule a visit next week. This is standard practice for all our orders and helps avoid quality issues.

我已经安排了第三方质检到贵厂验货。验货员会联系你约下周的时间。这是我们所有订单的标准流程，有助于避免质量问题。

12. Quality Problem — Requesting Compensation

When: You received defective products.

We found [X] defective units in our last order ([order number]). The issue is [describe problem]. I've attached photos. How can we resolve this? Options I'd accept: (1) refund for defective units, (2) deduction from next order, (3) replacement units shipped with next order.

上一批订单（[订单号]）中我们发现有[X]件不良品。问题是[描述问题]。照片已附上。我们怎么解决？可接受的方案：(1)退不良品款项，(2)下笔订单抵扣，(3)下批货补发。

Payment & Terms

13. Requesting Better Payment Terms

When: You've successfully completed 1-2 orders and want better terms.

We've worked together well on [X] orders now. For future orders, would you consider 30% deposit + 70% against copy of shipping documents, instead of 100% upfront? This is standard trade practice.

我们已经顺利合作了[X]笔订单。以后订单能否考虑30%定金+70%见提单副本付款，而不是100%预付？这是行业惯例。

14. Trade Assurance Request

When: You want payment protection through Alibaba.

Can we process this order through Alibaba Trade Assurance? This protects both of us. I'll pay through the platform once the order details are confirmed.

这笔订单能走阿里信保吗？这样对双方都有保障。订单细节确认后我通过平台付款。

Shipping & Logistics

15. Shipping Terms Confirmation

When: Confirming logistics details.

Please confirm the shipping terms for this order:

Incoterms: [FOB/CIF/DDP]

Port of loading: [port]

Port of destination: [port]

Estimated transit time: [X] days Please include shipping cost in the proforma invoice if CIF/DDP.

请确认本票货的运输条款：

贸易术语：[FOB/CIF/DDP]

装运港：[港口]

目的港：[港口]

预计运输时间：[X]天如果CIF/DDP请在PI中包含运费。

16. Freight Forwarder Introduction

When: You're using your own freight forwarder.

I'll use my own freight forwarder for this shipment. Here are their contact details: [forwarder name, WeChat, email]. Please coordinate with them for pickup at your factory.

本批货我用我自己的货代。联系方式如下：[货代名称、微信号、邮箱]。请和他们协调到贵厂提货。

Customization & Branding

17. Custom Packaging Request

When: You want branded packaging.

I'd like custom packaging for this order. Here are the specifications:

Box dimensions: [X] × [Y] × [Z] cm

Printing: [1-color/4-color] logo on [position]

Logo file: attached What's the additional cost per unit and the minimum order for custom packaging?

这批货我想做定制包装。规格如下：

盒子尺寸：[X]×[Y]×[Z] 厘米

印刷：[单色/四色] logo，位置在[位置]

Logo文件：见附件每件增加的额外成本以及定制包装的最小起订量是多少？

18. Insert Card / Instruction Manual

When: You want to include a card or manual in the box.

Please include an insert card in each box. I'll provide the design file (attached). Size: [X] × [Y] cm, double-sided, [paper type]. Please confirm the additional cost per unit.

请在每盒里放一张卡片。设计文件由我提供（见附件）。尺寸[X]×[Y]厘米，双面，[纸张类型]。请确认额外的单价成本。

Ongoing Relationship

19. Regular Order Pattern

When: Setting up an ongoing arrangement.

I'd like to set up a regular ordering pattern. My estimated volume is [X] units per month. Can you reserve production capacity? This helps both of us plan better.

我想建立定期下单的模式。预估月需求量为[X]件。能否为我预留产能？这样对双方做计划都有好处。

20. Holiday Planning

When: Planning around Chinese New Year or other holidays.

Chinese New Year is approaching. I want to plan my orders around the holiday period. When is your last shipping date before the holiday, and when do you resume production?

春节快到了。我想提前做好放假期间的订单计划。你们节前最后发货日是哪天？什么时候恢复生产？

21. Requesting New Product Alerts

When: You want to be the first to know about new products.

If you develop new products or see new trends in your category, please let me know. I'm always looking for new products to add to my store.

如果你们开发了新产品或在品类里看到新趋势，请告诉我。我一直在找新产品充实店铺。

22. Appreciation Message

When: After a smooth order. Relationships matter.

Just wanted to say thank you for the smooth order. Quality was good, delivery was on time, and packaging was well done. Looking forward to the next order.

想跟你说声谢谢，这批货很顺利。质量好、交期准时、包装也做得好。期待下一批合作。

Problem Resolution

23. Delayed Order — Check Status

When: Order is past the promised ship date.

Our order [order number] was scheduled to ship by [date]. I haven't received a shipping notification yet. What's the current status? Please send an updated timeline.

我们的[订单号]订单原计划[日期]发货。我还没收到发货通知。目前什么状态？请发一个更新的时间表。

24. Wrong Product Received

When: You received something different from what you ordered.

We received the shipment but the products don't match our order. We ordered [what you ordered] but received [what you got]. I've attached photos of what we received. How can we fix this quickly?

我们收到了货但产品和订单不符。我们订的是[订了什么]但收到的是[收到什么]。收到的货物照片见附件。如何快速解决？

25. Requesting Exclusive Rights

When: You want protection from the supplier selling the same product to competitors.

I'm planning to invest significantly in marketing this product. Would you be open to an exclusivity arrangement for [region/platform]? This could mean larger order volumes from my side. Let me know your thoughts.

我计划在这个产品上投入大量营销资源。愿不愿意考虑在[地区/平台]上的独家合作？这意味着我这边会下更大的订单量。想听听你的想法。

A Few Things

Always send the Chinese version. Even if the supplier knows some English. Response rates go way up.
Replace the [brackets] with real data. The more specific, the more serious you look.
Chinese suppliers value relationships. Be polite. Don't lead with aggression.
If no reply in 2-3 days, send message #2. Most suppliers get flooded with inquiries.

These 25 cover the day-to-day. Factory visits, certifications, full dispute resolution — that's a bigger system.

The China Sourcing Suite has 50+ templates plus checklists for supplier verification, quality control, factory visits, and the full pipeline from search to shipment.