Having a supplier does not remove the need for clear sample feedback, specification changes and order updates. Local coordination can help organize those questions and records when the task, access and responsibilities are agreed.
25TC assesses existing-supplier support in Tianchang and nearby manufacturing areas. A request is reviewed against practical access, communication and follow-up capability. This is a regional service, not a promise to cover every supplier or purchasing task in China.
Define the problem before arranging the work
Describe what is missing or unclear. Is a sample awaiting feedback? Has a specification changed? Do you need an agreed progress update, clarification of an issue, or coordination of a defined visit or check?
A precise task makes it possible to discuss a useful deliverable. “Confirm which revision the supplier is preparing and record the remaining questions” is clearer than “make sure everything is fine.” The latter does not define what should be checked or who can make a decision.
Provide the right starting information
- The supplier's city and the nature of the product or assembly.
- The current stage: enquiry, sample, order preparation, production or shipment preparation.
- The task you want assessed and any known access constraints.
- The agreed milestone or document revision relevant to that task.
- The party authorized to answer questions and approve changes.
- Any timing concern, clearly separated from dates already agreed with the supplier.
Keep the initial website enquiry non-confidential. There are no file uploads. Email first if supplier documents, drawings or other records need discussion, and agree an appropriate transfer method before sharing them.
Agree access and the limits of the assignment
Tell the supplier who is authorized to communicate about the task. Where a visit, photograph, document review or check is proposed, access and permission need confirmation. A local introduction does not establish a right to enter a factory or obtain private records.
Agree the work, expected records, exclusions and costs before paid work starts. Supplier payments, coordination fees, travel or third-party work should be distinguished where applicable. No standard fee, guaranteed access or fixed completion time is offered here.
Make updates clear about their source
A useful update distinguishes a supplier statement from a direct observation or a document that was reviewed. It should also say what remains unconfirmed.
Example follow-up record
This is a suggested record structure, not evidence of a completed customer project.
- The task and date of the update.
- The milestone or revision being discussed.
- What the supplier reported.
- What was directly observed or documented within the agreed scope.
- Differences, unresolved questions and missing evidence.
- The response or decision required, and from which authorized party.
For example, receiving a reported completion date is different from observing finished goods. Neither should be described as a passed inspection unless the agreed inspection was actually performed and its result recorded.
Keep exceptions with the decision owner
If a proposed change affects the specification, cost, timing or shipment arrangements, put it to the party authorized to decide. Record the response before treating the change as approved.
Local follow-up does not automatically authorize a coordinator to change an order, accept a deviation, release payment or approve shipment. Those powers, if any, must be set out in the project arrangement. A progress report is not a substitute for the buyer's required approval.
Know when a separate specialist scope is needed
Routine coordination, a defined factory visit, a supplier audit, sampling inspection, full inspection and laboratory testing are different assignments. Agree which one is required and what evidence it should produce.
Where an issue requires technical evaluation, specialist testing or independent review, identify that need rather than presenting ordinary coordination as a replacement. 25TC does not claim a self-owned laboratory, warehouse network or zero-defect guarantee.
Discuss the next practical step
Send the supplier city, a non-confidential product summary and the specific local task. We can assess the regional scope and explain which confirmations are needed before agreeing the work.
You may retain a direct contract with the factory while discussing a separate coordination service. The supplying entity, contracting parties and responsibilities are confirmed for each project. 25TC is operated by Anhui Morhon Technology Co., Ltd.
Review existing-supplier and order coordination services →