A Step-by-Step Guide to Protecting Your Business with Proper Documentation
Receiving an inaccurate order from a supplier on ItaoBuy can disrupt your supply chain and impact your business. A successful dispute hinges on one critical factor: clear, organized, and comprehensive evidence. This guide outlines the proper procedure to report issues and file disputes that get resolved in your favor.
The Golden Rule: Document Everything
When you identify a problem—be it incorrect items, quantity shortages, or quality defects—do not accept the shipment or proceed with sales. Immediately begin gathering evidence. The quality of your documentation directly determines the strength of your claim during ItaoBuy's dispute resolution process.
Essential Evidence to Strengthen Your Case
Submit these three core components to build an indisputable claim:
1. Detailed Spreadsheet Data
Create a clear comparison between what was ordered and what was received.
| Item Ordered (SKU/Description) | Quantity Ordered | Quantity Received | Discrepancy | Agreed Unit Price |
|---|---|---|---|---|
| Model XZ-100 Wireless Earbuds | 500 | 475 | -25 | $15.00 |
| Model XZ-100 Charging Case | 500 | 520 | +20 (Wrong Item) | $5.00 |
2. Quality Control (QC) Photos & Videos
- Context Shots:
- Unpacking Video:
- Defect Close-ups:
- Comparison Shots:
- Unpacking Video:
3. Official Receipts and Order Records
- The official ItaoBuy order invoice.
- Packing list included in the shipment.
- Payment confirmation.
- All relevant chat logs or emails with the supplier discussing order specifications.
Proper Dispute Filing Process on ItaoBuy
-
Initiate Contact Immediately:
- Compile Your Evidence Package:
- Formally Open a Dispute:
- Submit a Detailed Description:Avoid emotional language.
- Upload All Supporting Files:
- State Your Resolution Request:
- Monitor and Respond Promptly:
- Compile Your Evidence Package:
Pro Tips for a Successful Outcome
- Time is Critical:
- Be Professional:
- One Claim, One Dispute:
- Follow Platform Rules:
- Be Professional: