What to Do When a Chinese Supplier Sends the Wrong Auto Part

A wrong part is easier to correct while it is still in China. The first task is to stop the affected item from entering the normal shipment and prove exactly how it differs from the purchase order.

Do not begin with an argument about blame. Begin with a controlled comparison.

Hold the affected line

Mark the SKU as held and keep it separate from accepted goods. Record:

• Supplier
• Purchase order and line number
• Product description
• Ordered OE or reference number
• Quantity affected
• Current physical location
• Reason for hold
• Person responsible for the next action

If the order contains several suppliers or SKUs, the unaffected lines can remain in their existing status.

Compare the order requirement with what arrived

Build a two-column issue record.

This turns “wrong part” into a supplier action that can be verified.

Collect evidence that identifies the problem

Useful evidence may include:

• Outer carton and shipping label
• Inner packaging label
• OE and batch markings
• Full product view
• Close-up of connector, pin count, mounting point, thread, or side mark
• Measurement with the scale visible
• Buyer-approved reference image beside the received item
• Quantity count or carton arrangement
• Damage or packaging condition

Keep the photos connected to the order line. A pile of unlabeled images creates another identification problem.

Check whether the label or the physical part is wrong

There are several possible outcomes:

1. The physical part and label are both wrong.
2. The physical part is correct but the label is wrong.
3. The label is correct but the physical part appears wrong.
4. The order reference was incomplete or ambiguous.
5. The supplier used a superseded or cross-reference number that needs buyer confirmation.

Do not approve simple relabeling until the physical identity is confirmed. A new sticker cannot fix the wrong connector or left-right orientation.

Ask the supplier for a defined correction

Send one issue message containing:

• The agreed order requirement
• The evidence received
• The exact mismatch
• The affected quantity
• The requested action
• The deadline for a response

Possible actions include replacement, rework, relabeling, missing-quantity dispatch, price credit, return, cancellation, or buyer-approved exception.

Avoid messages such as “Please check quality.” State the required result: “Replace 24 pieces with OE reference X, 6-pin connector, left side, and send label and connector photos before dispatch.”

Verify the correction

Before releasing the line, ask for evidence tied to the corrective action:

• Corrected product and label photos
• Replacement domestic tracking number
• Rework measurement or function result
• Updated quantity count
• Revised packing list
• Credit note or commercial agreement
• Follow-up inspection where the risk justifies it

The issue closes only when the agreed outcome is confirmed.

Decide what happens to the rest of the shipment

The buyer has three common options:

Wait for correction

Use this when the affected part is essential to the shipment, the correction date is reliable, or splitting would create poor freight economics.

Ship accepted goods and hold the problem line

Use this when the other goods are urgent and the held item can be clearly separated from the shipment and documents.

Accept an exception

Use this only when the buyer understands the deviation and records approval. An exception should not be presented as a normal pass result.

Update the invoice, packing list, quantity, value, and carton information to match the final decision.

Prevent the same mistake on the next order

Add the issue to the supplier and product record:

• Which reference was confused
• Which visible feature caught the problem
• Which RFQ field was missing
• Whether the supplier corrected the issue responsibly
• Which inspection point should be added next time
• Whether the supplier remains approved for that category

For fitment-sensitive products, use sample and fitment confirmation before bulk production. For finished orders, use a defined quality inspection scope.

Kymon can coordinate the issue record, supplier communication, correction evidence, and shipment impact. The buyer approves any replacement, credit, exception, or release.

Send the wrong-part evidence and purchase order.

FAQ

What should I do if a Chinese supplier sends the wrong auto part?

Hold the affected line, document the order requirement and received item, collect clear photos and measurements, notify the supplier, and record the agreed replacement, rework, credit, or buyer exception before shipment.

Can a wrong label be fixed without replacing the part?

Sometimes, but only after confirming that the physical part is correct and the label error has not hidden a fitment or traceability problem. Record the relabeling evidence.

Should the rest of the shipment wait for one wrong SKU?

It depends on urgency, freight cost, customer need, and whether the affected line can be separated. The buyer can hold one SKU, split the shipment, or wait for correction.