Subject: Company information before payment

Hi [Name],

Before we arrange payment, please help confirm the company information for our records:

1. Full Chinese legal company name:
2. Unified social credit code:
3. Business license screenshot or scan:
4. Company address:
5. Whether you are the manufacturer, trading company, sourcing agent, or a mixed model for this product:

Please also confirm that the proforma invoice and payment beneficiary will use the same company name.

Thank you,
[Your name]

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Subject: Production role and inspection details

Hi [Name],

To prepare our order file, please help confirm:

1. Which production steps are done in-house by your company?
2. Which steps are outsourced?
3. Can you send a short current video of this product, similar products, packing area, warehouse, or production line?
4. Where would third-party inspection take place before final payment?
5. If inspection finds defects, what is the agreed rework or replacement process?

This helps us confirm the order before deposit.

Best,
[Your name]

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Subject: PI and payment beneficiary confirmation

Hi [Name],

Before payment, please confirm:

1. The proforma invoice issuer:
2. The bank beneficiary name:
3. Bank country / region:
4. Whether the account is a company account or personal account:
5. Whether the beneficiary name is exactly the same as the PI issuer:

If any name is different, please explain the relationship in writing and provide supporting company information.

Thank you,
[Your name]

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Subject: Written specification confirmation before deposit

Hi [Name],

Please confirm the exact specifications included in your quotation:

1. Product model / SKU:
2. Material:
3. Size / dimensions:
4. Color:
5. Logo / customization:
6. Packaging:
7. Labeling / barcode / manual:
8. Carton size and gross weight:
9. Sample standard:
10. Mass production standard:
11. Warranty / defect handling:

Please confirm that mass production will follow the approved sample and written specifications.

Best,
[Your name]

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Subject: Shipping terms and price scope

Hi [Name],

Please confirm what is included in the quoted price:

1. Incoterm: EXW / FOB / CIF / DDP / other
2. Product cost:
3. Packaging and labeling:
4. Domestic China transport:
5. Export fees:
6. International freight:
7. Import duty / tax:
8. Customs clearance responsibility:
9. Destination port or address:
10. Estimated shipping timeline:

Please state clearly what is not included.

Thank you,
[Your name]

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Subject: Additional information needed before payment

Hi [Name],

Thank you for the quotation. Before we can arrange payment, we still need:

1. [Missing item 1]
2. [Missing item 2]
3. [Missing item 3]

We are not able to send payment until the company identity, PI details, payment beneficiary, and order terms are clear in writing.

Please send the missing information and we can continue reviewing the order.

Best,
[Your name]

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Subject: Payment authorization confirmation needed

Hi [Name],

The PI is issued by [Company A] but the bank beneficiary is [Company B]. Before payment we need:

1. A short written explanation of the relationship between [Company A] and [Company B]:
2. Who owns [Company B]:
3. A re-issued PI (with company stamp) including this sentence: "[Company B] is authorized to collect payment on behalf of [Company A], which remains fully responsible for this order, including quality, delivery, and refunds."

Once we receive the updated PI, we can proceed with payment as planned.

Thank you,
[Your name]

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Subject: Re: [original subject] - following up

Hi [Name],

Following up on my message from [date]. We are ready to move forward, but we cannot arrange payment until we receive:

1. [Outstanding item]

If there is a reason this is difficult to provide, please tell us — that is fine. If we do not hear back by [date, 2-3 business days out], we will put this order on hold and review other suppliers.

Best,
[Your name]

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Hi [Name], before payment please send: (1) full Chinese legal company name, (2) unified social credit code, (3) business license photo. Also please confirm the PI and bank beneficiary will show the same company. Thanks!

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Hi [Name], the PI shows [Company A] but the bank account is [Company B]. What is the relationship? We need one line on the stamped PI: "[Company B] is authorized to collect payment on behalf of [Company A], which remains responsible for this order."

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Hi [Name], quick check before the balance payment: please send photos or a short video of our actual order (logo visible) taken this week. Once we review them we can arrange the inspection and payment.

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Hi [Name], we received new bank details by email. For security we only accept account changes confirmed by voice. Can we do a quick call now to confirm? After the call please send a re-issued stamped PI with the new account.

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Subject: Company identity information for our order file

Hi [Name],

Before we arrange payment, please help provide:

1. Full Chinese legal company name in Chinese characters:
2. Unified social credit code:
3. Business license screenshot or scan:
4. Company name that will issue the proforma invoice:
5. Bank beneficiary name that will receive payment:

Please confirm whether these are all the same legal company.

Best,
[Your name]

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Subject: Business license clarification

Hi [Name],

Thank you for sending the business license.

Could you please confirm:

1. Is this the same company that will issue the proforma invoice?
2. Is this the same company that will receive payment?
3. Is this company the manufacturer, trading company, or export company for this order?
4. Where will production and inspection take place?

Thank you,
[Your name]

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Subject: Payment beneficiary name confirmation

Hi [Name],

Before payment, we need to understand the relationship between:

- Proforma invoice issuer: [Name A]
- Payment beneficiary: [Name B]

Please explain the relationship in writing and confirm which company is responsible for product quality, shipment, defect handling, and refund/rework for this order.

If possible, please issue the PI and payment account under the same company name.

Best,
[Your name]

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Subject: Company information question

Hi [Name],

When reviewing the company information, we noticed this point:

[Describe mismatch]

Could you please explain it and provide the correct current information for our order file?

We need to resolve this before arranging payment.

Thank you,
[Your name]

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Subject: Payment paused until company information is clear

Hi [Name],

Thank you for your help so far. We need to pause payment until the company identity, proforma invoice issuer, and payment beneficiary are clear and consistent enough for our records.

Please send:

1. [Missing item 1]
2. [Missing item 2]
3. [Missing item 3]

Once we receive this, we can continue reviewing the order.

Best,
[Your name]
