Why Evidence Quality Determines Whether You Win

Most international buyers lose China supplier disputes not because they were scammed, but because they cannot prove what happened. Chinese courts and arbitration panels require specific types of evidence, in specific formats. Evidence that would be admissible in a US or UK court is sometimes inadmissible in China — and vice versa.

This guide covers exactly what you need to collect, how to preserve it, and the common mistakes that destroy cases before they begin.

💡 If a Dispute Has Already Happened

Do not delete anything. Even communications that make you look bad are better than no evidence at all. Contact us immediately so we can help you preserve evidence in admissible format.

The Master Evidence Checklist

Use this checklist to audit your current documentation. The more boxes you can check, the stronger your legal position.

📋 1. Contract & Agreement Documents CRITICAL

  • Signed contract (bilingual Chinese/English preferred) REQUIRED
  • Proforma invoice (PI) with detailed product specifications
  • Price confirmation emails or WeChat messages
  • Any amendments or addendums to the contract
  • Non-disclosure agreement (if applicable)
  • Quality standards or technical specification documents referenced in contract

💳 2. Payment Records CRITICAL

  • Bank transfer receipt / SWIFT copy showing amount, date, and beneficiary account
  • Beneficiary's bank account name (should match contract party name)
  • Any intermediate payment instructions (suppliers sometimes change bank details mid-transaction — a red flag)
  • Payment reminder messages from the supplier
  • Record of any partial refunds or repayments

💬 3. Communication Records IMPORTANT

  • Complete WeChat conversation history (not just screenshots) PRC EVIDENCE
  • Email threads (export as .eml or PDF with headers, not plain text)
  • WhatsApp / Skype messages (if used)
  • Call logs (date, time, who you spoke with, summary of discussion)
  • Any voice messages (transcribe + translate to English/Chinese)

🚢 4. Shipping & Logistics Documents IMPORTANT

  • Bill of Lading (B/L) — original if available
  • Air Waybill (for air freight)
  • Commercial Invoice from supplier
  • Packing List
  • Certificate of Origin
  • Insurance documents (if buyer arranged)
  • Photos of goods upon arrival (if defective or wrong items)

🔍 5. Quality & Inspection Records IMPORTANT

  • Third-party pre-shipment inspection report
  • Your own quality check photos/videos
  • Supplier's quality guarantee or warranty commitments (in writing)
  • Photos of defective goods with date stamps
  • Return or replacement request correspondence

🏢 6. Supplier Business Information HELPFUL

  • Supplier's business license (Uniform Social Credit Code)
  • Qichacha or Tianyancha company report
  • Complete WeChat conversation showing factory floor video call
  • Alibaba / Made-in-China supplier profile screenshots
  • Any references from other buyers (contact info if possible)

Can I Use WeChat Messages as Evidence? (PRC Evidence Rules)

This is the most common question from international buyers. The answer is yes — but only if preserved correctly.

✅ WeChat Evidence: What Chinese Courts Accept

  • Complete chat backup (using WeChat's official PC backup feature) — not screenshots alone
  • Notarized chat records — a PRC notary public certifies the chat is authentic
  • WeChat Pay records — these are independently verifiable through WeChat's payment system
  • Voice messages — must be preserved in original format (not converted to text)

❌ Common WeChat Evidence Mistakes

Screenshots alone are often rejected. Chinese courts frequently rule that screenshots can be fabricated. The properly admissible format is a notarized extraction of the complete chat history from the device. If you are using WeChat to communicate with suppliers, back up the entire chat history to a PC immediately — do not rely on your phone as the only copy.

How to Organize Evidence for Legal Proceedings

Chinese courts and CIETAC arbitration panels expect evidence to be submitted in a specific format. Disorganized evidence can be rejected or simply ignored.

  1. Create a chronological index. List every document in date order with a one-line description. This becomes the evidence list you submit with your legal complaint.
  2. Translate key documents. Any document in a foreign language must be accompanied by a Chinese translation. Courts will not read your evidence if it is only in English.
  3. Authenticate foreign documents. Contracts signed outside China, overseas payment records, and foreign inspection reports typically need notarization + apostille (or consular legalization) to be admissible.
  4. Preserve digital evidence in original format. WeChat backups, email .eml files, and WhatsApp chat exports should be kept in their native format — not converted to PDF until notarized.

Evidence Mistakes That Kill Cases

1. Deleting "Unfavorable" Communications

Buyers sometimes delete messages where they admitted something, made a concession, or were difficult. Never delete anything. Chinese courts look at the totality of the relationship. A missing message looks like you are hiding something — which damages your credibility far more than an awkward admission.

2. Relying on Screenshots Instead of Complete Backups

Screenshots are the weakest form of evidence. They can be fabricated, they can be incomplete, and they lack metadata. Always preserve the complete digital original.

3. Not Having the Contract in Chinese

If your contract is only in English and the dispute is heard in a Chinese court, the court will order an official translation — at your expense. Worse, translation disputes can arise where the Chinese version says something different from what you thought you signed. A bilingual contract with a "prevailing language" clause prevents this.

4. Making Payment to a Personal Account

If you paid into a personal bank account (red flag!), proving that payment was for the contract becomes much harder. The supplier will often claim the money was for something else, or that it was a personal loan. Always insist on corporate account payments and keep the SWIFT receipt showing the beneficiary name.

Frequently Asked Questions

I only have PayPal records and emails — can I still pursue a case?

Yes, but it is harder. PayPal records prove payment but not the terms of the deal. Emails can establish the agreement, but Chinese courts prefer a formal contract. If you find yourself in this situation, act quickly: the evidence you do have may be enough to freeze assets while you build the case. Contact us to assess your specific situation.

How do I back up WeChat conversations properly?

Use WeChat's official PC client (WeChat for Windows/Mac). Log in, go to Settings → Backup & Restore, and create a full backup of the chat history to your computer. This creates a file that a PRC notary can verify as authentic. Do not rely on screen recording or manual screenshots — they are not admissible as primary evidence.

Do I need to notarize evidence collected inside China?

Not usually. Evidence collected inside China (WeChat messages with a China-based supplier, Chinese contract signed in China, inspection done in China) does not need notarization. What needs notarization are documents collected outside China — your emails, your domestic payment records, and any evidence gathered in your home country. The exact requirements depend on whether your country has an apostille treaty with China (most Western countries now do, since China joined the Apostille Convention in 2023).

What if the supplier refuses to sign a contract?

Walk away. A supplier who refuses to sign a contract is signalling that they do not intend to be legally bound. In China, even WeChat messages and emails can form a legally binding contract under PRC law — but proving the terms becomes much harder without a signed document. If you have already paid without a contract, preserve all communications immediately and get legal advice on your options.