Demand Letter to a Chinese Supplier

What a demand letter actually is

A demand letter is not a lawsuit. It is a formal written claim — from a lawyer, on law-firm letterhead — that sets out: what was agreed, what went wrong, what you are demanding, and what law supports you. It gives the supplier a deadline to respond. In many cases, that is all it takes.

In my experience with cross-border disputes, a well-built letter resolves a surprising share of cases without a court ever getting involved — especially when the supplier's own words and documents already prove the breach. The letter simply organizes their own admissions into a claim they can't talk their way out of.

Why bilingual, and why it matters

Your supplier's managers may not read English comfortably. A letter they can't fully understand loses most of its force. That's why this letter is drafted in two columns:

• Chinese, as the operative legal text — the version a Chinese court would rely on if the dispute escalates.
• English, line by line — so you know exactly what it says, and the supplier has no "we didn't understand" excuse.

Every PRC statute cited is accompanied by a plain-language summary of what the provision means. A Chinese company owner should be able to read the letter and understand, in concrete terms, the legal exposure he is facing.

What the letter covers

• Facts, pinned to documents — contract or PI, invoices, payment records, WhatsApp / WeChat / email history, photos, inspection reports. The letter cites your evidence, not just your complaints.
• Legal basis, cited properly — e.g. the Civil Code of the People's Republic of China (unilateral price hikes don't bind you under Article 543; goods must conform to the contract under Article 615), and the CISG where it applies. Citations always name the full statute and article.
• A clear demand with a deadline — typically 7 days: what to pay, what to deliver, what to stop doing, and a demand for written confirmation.
• A realistic cost picture — what litigation would actually cost (court fees, preservation, notarization & legalization, translation, travel). Suppliers respond to arithmetic.

How it works

1. Send your materials. Whatever you have — contract, invoices, payment proof, chat records, photos. A few sentences of background help too.
2. Facts are organized. I review the evidence and confirm which claims are provable. If your evidence doesn't support a claim, I'll tell you before you spend anything.
3. Letter drafted (bilingual). You get a draft to review in plain English, with the legal points explained.
4. You approve, we finalize. The letter is issued on law-firm letterhead.
5. You send it. I advise on the most effective channel (courier to the registered address, email, or in person) — and what to do if the supplier responds, stalls, or ignores it.

When a demand letter is the right call

• The supplier owes you money, goods, or a refund, and is stalling or making excuses.
• The supplier is raising new charges after you've paid — unilateral price hikes that Chinese law does not permit.
• Quality, quantity, or specification disputes where you have documentation.
• You need a formal, timestamped claim that protects your position — including stopping the limitation period from running (three years under Article 188 of the Civil Code).

When it isn't

• The supplier has already disappeared and you have no current address or contact.
• You have no documents at all — no PI, no payment record, nothing in writing. (Talk to me first; evidence reconstruction may be possible, but a letter alone won't fix it.)
• The amount at stake is trivial relative to the supplier's likely response — sometimes a letter just wakes up a counterparty who was about to pay anyway.

Frequently asked

Do I need to be in China to use this service?

No. Everything is handled remotely — materials by email, drafts by email, delivery by courier or online. Only litigation itself requires physical handling in China, and even then you do not need to travel.

What if the supplier ignores the letter?

Then you have a decision point: escalate to preservation and litigation, negotiate, or walk away. The letter has still done its job — it documented your claim, stopped the limitation clock, and gives you leverage in any negotiation that follows.

How is payment handled?

By international transfer (Wise, Revolut, or bank transfer). The fee is paid in advance; the letter is delivered once payment clears.