Most problems on a China order do not appear on shipping day. They start weeks earlier: materials arrive late, a component is swapped, a line is moved to another customer's job, and nobody tells you until the ship date has already passed. Production follow-up is how you find those problems while there is still time to act.
This guide is a working method for US small-order buyers: what to agree before the deposit, which milestones to track, what evidence to ask for at each one, how to tell real progress from a recycled photo, and what to do when a date slips. It is general guidance based on Osmanth's own working method, not legal or quality-certification advice.
1. Before the deposit: agree what "on track" means
Follow-up only works if both sides agreed in advance what will be reported and when. Put these in the purchase order or a short written schedule the supplier confirms:
- The exact order: product, specification or approved sample reference, quantity, packaging and labeling, and the delivery date and trade term you agreed.
- Named milestones with dates (see the table below), plus who on the supplier side reports each one.
- The evidence for each milestone: what photos, videos or documents count, and that they must show your order specifically.
- The reporting rhythm: weekly, or at each milestone, whichever you prefer, on one agreed channel with a named backup contact.
- The rule for changes: any change to material, component, color, packaging or date is reported in writing before it happens, not after.
- How payment links to progress: if the balance is due before shipment, tie it to evidence you can check, such as a finished-goods count or an inspection result, not to a message saying the goods are ready.
2. The milestones to track, and the evidence for each
| Milestone | Ask for | What to look at |
|---|---|---|
| Materials and components ready | Photos of the main materials or parts with your order reference visible; supplier's own record of what arrived | Is it the material, color and grade on your approved sample? Are key components the brand or model you agreed? |
| Production start | Dated photos or a short video of the first units on the line; the planned daily output | Is it your product, with your specification, and not a similar catalog item? Does the planned output fit the ship date? |
| Mid-production | Count of finished units so far; photos of units, labels and any in-process checks | Is the count moving in line with the plan? Have any defects or changes been reported? |
| Finished goods | Total count, photos of packed and unpacked units, carton markings and labels | Do labels, barcodes and carton marks match your instructions? Is the quantity complete? |
| Packing and ready to ship | Packing list, carton count, gross and net weights, photos of sealed cartons | Does the packing list match the order? Is a booking or pickup date confirmed? |
For anything where a defect would be costly, add an inspection before the balance. Certified quality inspections and lab tests are a separate job for an agency with the right capability or accreditation; progress photos are not a substitute for them.
3. How to tell real progress from a recycled photo
A photo proves only what it shows. A few habits make progress evidence far harder to fake or reuse:
- Ask for something specific to today. For example, a handwritten note with today's date and your order number placed next to the goods, or a short video that pans from the product to the carton marks.
- Ask for the same view each time. The same area, the same count method, the same carton marks. Changes between reports are then easy to see.
- Check details, not the overall look. Logo position, label text, the color of a part, the carton print. Generic factory photos rarely get those right.
- Keep the original files rather than chat-compressed copies, and note who sent each one and when.
- Use a live video call at one or two key milestones. Ask the person to walk from the entrance to the line and show your goods.
Label every item in your own log by where it came from: something you or your agent saw directly, something seen on live video, or something the supplier only sent. A supplier-sent photo is useful, but it is still the supplier's statement.
4. When a date slips: act the same day
- Ask three written questions: what exactly is late, why, and what is the new date for each remaining milestone.
- Ask for evidence of the cause, such as the late material delivery or the machine repair, not only an explanation.
- Re-check the plan. If the new date needs a daily output the factory has not shown so far, say so and ask how it will be met.
- Decide what you can still change: a partial shipment, a different shipping mode, or a revised delivery date with your own customer.
- Record it. Add the slip, the stated reason, the new date and your decision to the log. A pattern of small slips is often the earliest warning of a larger problem.
If replies stop altogether, follow our guide on what to do when a supplier goes silent after the deposit.
5. Plan around Chinese public holidays
The longest break of the year is the Spring Festival (Chinese New Year). For 2027, China's State Council has set the official Spring Festival holiday as February 5 to February 13, 2027, with January 31 and February 14 (both Sundays) as working days. The National Day holiday is October 1 to October 7, 2027.
Those are the official dates. A factory's own closing and reopening dates can differ, and production may take time to return to normal while workers come back. Ask your supplier in writing for its own last production day, last shipping day and reopening date, and set your milestones around those dates rather than around the official calendar alone.
6. Keep one follow-up log
A simple shared sheet is enough. One row per update, with these columns: date, milestone, what the supplier said, what evidence was received (file name), how it was seen (on site, live video, supplier-sent), any issue, the next action and who owns it. When something goes wrong, this log is what your bank, your platform, an inspector or a lawyer will ask for first.
How Osmanth can help
Our Production & Order Follow-up service confirms the order details with the supplier in Chinese, requests dated evidence at each agreed milestone, compares progress with your purchase order and timeline, and sends you an English report weekly or per milestone, with a risk and delay log. Where a site check helps, Factory & Site Visits can add dated on-site photos. Every finding is labeled by evidence status: what we checked ourselves, what we saw on live video, and what the supplier only stated. Certified QC inspections and lab testing are referred to an agency with the relevant capability. Every job is quoted individually; there are no list prices on this site.
Due diligence, not a guarantee: we report what we can reasonably verify, and our liability is limited to the fee paid for that service. Limitation of liability.
Want someone following your order in China?
Send the supplier name, your purchase order or product details and the delivery date. We will reply with the milestones we would track, the evidence we can collect, the limits, and a written quote.
Describe Your Task →Sources
- General Office of the State Council of China, Notice on the 2027 public holiday schedule (国办发明电〔2026〕10号, published 2026-11-05; Spring Festival February 5–13, 2027; National Day October 1–7, 2027).
Checked 2026-11-13. The milestone and evidence method reflects Osmanth's own working method; it is not legal advice and not a quality certification.
Limits of this guide
- Progress evidence shows what was photographed or seen at a moment; it does not guarantee the quality of the full order.
- What a supplier must report, and what happens if it misses a date, depends on your contract.
- Holiday dates for later years are set by the State Council each year; check the current notice.
FAQ
What milestones should I track on a China production order?
A practical set is materials and components ready, production start, mid-production, finished goods, and packing and ready to ship. Agree a date and the evidence for each one in writing before you pay the deposit.
How can I tell if a supplier is sending old or generic production photos?
Ask for evidence specific to that day, such as a note with the date and your order number next to the goods, ask for the same view each time, check details like labels and carton marks, and use a live video call at key milestones.
When is Chinese New Year 2027 and how does it affect my order?
China’s State Council set the official 2027 Spring Festival holiday as February 5 to 13, 2027. Factory closing and reopening dates can differ from the official dates, so ask your supplier in writing for its own last production day, last shipping day and reopening date.
Are progress photos the same as a quality inspection?
No. Photos show what was seen at a moment. For costly defects, add an inspection before the balance payment; certified inspections and lab tests are done by agencies with the relevant capability or accreditation.