How to import from China: an 11-step guide for first-time buyers

Importing from China is an eleven-step sequence, and the order matters: choose a product you can sell at a margin; calculate the full landed cost; check the import rules for your market; find and shortlist suppliers; verify the supplier before you talk price; send a detailed RFQ; approve a production sample; agree payment terms in writing; inspect the goods before releasing the balance; choose the shipping method; and prepare the documents to clear customs. Each step removes one specific risk. Skipping a step usually moves that risk to a later, more expensive place.

Product choice and landed cost

Step 1: Choose a product you can actually import and sell

Do this. Start with a product your target customer already buys. Check size, weight, fragility, battery or liquid restrictions, minimum order quantity, repeat purchase potential, and how hard returns would be. If you cannot explain the material, the key dimensions, and the main failure mode, you are not ready to order.

Have ready. A clear target customer and use case, a short list of competing products, an estimate of packed size and weight, the destination market, and the certification or labeling question.

Common trap. Choosing from a supplier's "hot selling" list or a single glossy photo. A bulky product can look profitable per unit and still lose money on freight and damage.

Red flag. The supplier cannot explain the material or specification, the photos are copied from another seller, the item needs a certification you cannot obtain, or the minimum order is far beyond what you can test.

Step 2: Calculate the full landed cost before you ask for a final quote

Do this. Add up every cost before the product is sellable: unit cost, tooling or setup, samples, packaging and labeling, inland freight in China, export clearance, international freight, insurance, duty, import taxes, broker fees, destination terminal charges, local delivery, storage, payment fees, and an allowance for defects or returns. Compare cost per unit, not per shipment.

Have ready. The supplier's Incoterm, carton dimensions and weights per unit, a candidate HS code, the destination postcode, a freight quote, the duty rate from your customs authority, and a broker quote.

Common trap. Comparing a quote that includes freight with one that does not, or treating the supplier's freight estimate as final. Volumetric weight on a light but bulky product is easy to forget, and destination charges often turn a good margin into a loss.

Red flag. A quote with no Incoterm, currency, validity date, or packing data is not comparable. A freight quote that leaves out terminal or destination charges is not an all-in number.

Rules, suppliers, and verification

Step 3: Check the import rules for your market

Do this. Identify the likely HS code, any restricted or prohibited status, product safety rules, labeling and packaging requirements, and any registration that applies to the product or manufacturer. Check your country's official customs or trade website, or ask a licensed broker. Then put the requirement into your RFQ so every supplier quotes the same standard. Our import documents checklist lists the paperwork that follows.

Have ready. A plain description of the product, material, intended use, destination country, candidate HS codes, and the certification or test report question. Food-contact items, children's products, electricals, chemicals, and batteries need a more specific question.

Common trap. Treating a CE mark, FCC label, or certificate PDF as proof. A mark is not a test report, and a report can be expired or issued to a different company.

Red flag. The supplier says "all certificates are available" but cannot give a report number or issuing lab. The certificate is in another company's name. Nobody has mentioned a registration your market requires.

Step 4: Find and shortlist suppliers

Do this. Use two or three channels: B2B marketplaces, trade shows, industry referrals, directories, and China-based sourcing help. Build a shortlist of three to five suppliers that appear to make or consistently supply your product. Send each the same one-page brief so answers can be compared. Our guide to buying from 1688 without an agent explains where marketplace risks sit.

Have ready. A one-page brief with product description, target quantity, destination, certification needs, packaging idea, timeline, and a reference photo or drawing.

Common trap. Sending "please quote this" to twenty suppliers and choosing the fastest reply. A good trading company can handle mixed orders and small quantities, as long as you know what it is.

Red flag. The company name on the quote differs from the license or bank account. Catalog photos are watermarked by someone else. The supplier refuses a short video call during Chinese working hours. The address looks residential on a map.

Step 5: Verify the supplier before you negotiate price

Do this. Check the business license and its scope, the company name against an official registry, export rights, certificate numbers against the issuing body, and the bank account name against the legal seller. Ask for a live video walkthrough of the workshop during Chinese working hours. Ask which markets they export to and for a past bill of lading with commercial details removed. Our guide to verifying a Chinese supplier covers the free checks in order, and the factory audit checklist covers what a third-party visit should look at.

Have ready. The supplier's legal name, license, certificate numbers, bank details, and process questions a reseller would struggle to answer.

Common trap. Treating verification as one check. A marketplace badge, a website, or a showroom video is not enough. Skipping verification because the first order is small is another trap; small orders are where a fake supplier can disappear with the least effort.

Red flag. The supplier asks you to pay a personal account. The beneficiary changes at the last minute. The license covers trading only while the supplier claims to be the factory. The certificate belongs to a company you have never heard of. The supplier refuses to show the workshop live.

Quote, sample, and order

Step 6: Send a detailed RFQ and compare quotes properly

Do this. Send the same RFQ to every shortlisted supplier on the same day. Include product description, specifications with tolerances, reference sample or photos, order quantity and expected annual volume, packaging, compliance and testing, Incoterm and destination, timeline, and what you will check before shipment. Ask for quote validity, sample cost and sample lead time, and packing dimensions. Our RFQ template gives the full field list.

Have ready. Drawings or a 3D file, material grades, dimensions with tolerances, Pantone colors rather than "red", packaging artwork, barcode requirements, and the destination address.

Common trap. Comparing only the unit price. Two quotes can look similar and describe different materials, packaging, or Incoterms. The lowest quote is useless if the supplier did not answer the specification.

Red flag. An instant quote with no clarifying questions. A price far below every other quote, usually for a different product. No validity date or sample lead time. A spec sheet that says "high quality" instead of naming materials and tolerances.

Step 7: Order and approve a production sample

Do this. Order a sample and test it against every line of the specification: material, dimensions, color under consistent light, finish, function, packaging, and labeling. If relevant, charge it, cycle it, drop it, wash it, or run it for a few days. Approve it in writing, seal it as the golden sample, and keep one copy with you and one with a third party. Our guide to ordering a sample before a bulk order explains how to make the sample enforceable.

Have ready. A test checklist, measuring tools, a photo setup with consistent lighting, a written spec sheet, and an approval form that identifies the sample by date, model, and photos.

Common trap. Approving a sample because it "looks good" without recording what good means.

Red flag. Sample and bulk come from different factories or lines. The supplier refuses to seal a golden sample. The sample uses different materials or labels from the spec. "Mass production will be the same" never reaches writing.

Payment, inspection, and shipping

Step 8: Agree payment terms and write the order down

Do this. Put the legal seller, beneficiary, specification, sample reference, inspection clause, pass and fail criteria, correction process, and shipment release into the proforma invoice or purchase order. A common structure is a deposit to start production and the balance after the finished order passes inspection and before shipment is released. The deposit should follow a complete order pack, not a promise. Our guide to 30/70 payment terms explains what each payment should unlock.

Have ready. A verified beneficiary, a signed proforma invoice, the written specification, the golden sample ID, inspection criteria, and a contract stating who pays for rework, sorting, and reinspection. For a new supplier or a large order, ask your bank about escrow or a letter of credit.

Common trap. Treating "balance before shipment" as protection when it only means the supplier asks for money before you have evidence. Never accept a beneficiary change through chat; re-verify it through a previously confirmed channel.

Red flag. The beneficiary changes at the last minute. The supplier pressures you to pay before inspection. There is no written contract or inspection clause. The supplier refuses objective pass and fail criteria.

Step 9: Inspect before you release the balance

Do this. Agree on inspection points before production: during production, pre-shipment, and optionally container loading. Define the sampling level and defect limits. A pre-shipment inspection should check quantity, workmanship, function, measurements against the golden sample, labeling, packaging, and carton marks. Require a written report with photos, PO number, sample size, defects, and the inspector's conclusion. Our guide to pre-shipment inspection in China explains the sampling math and its limits.

Have ready. The golden sample, written specification, agreed inspection standard, packing list, and inspector access.

Common trap. Relying on the factory's own quality report. Inspecting after the balance is paid is the same mistake with less leverage. Do not reject a lot over minor defects inside tolerance; focus on critical and major defects.

Red flag. The factory blocks access or keeps moving the inspection date. The report has no photos or measurements. "Minor defects" are not defined. The inspection is scheduled after the container is loaded.

Step 10: Choose the shipping method and Incoterm deliberately

Do this. Match the method to the order, not to habit. Courier usually suits samples and small urgent parcels. Air freight suits light, high-value, or urgent goods, but batteries and liquids face restrictions. Sea freight in a shared container, LCL, suits smaller ocean volumes; a full container, FCL, suits larger volumes. Rail can work for some Europe-bound routes. Compare transit time, volumetric weight, destination charges, and documents. Our article on shipping costs for small orders explains why small shipments cost more per unit.

Have ready. Carton dimensions and weights, HS code, destination address, required delivery date, battery or dangerous-goods documents if relevant, and two freight quotes that use the same Incoterm. Choose the Incoterm on purpose: EXW leaves almost everything to you, FOB puts the main ocean leg under your control, CIF is simpler but less transparent, and DDP can be convenient if you confirm exactly what the seller includes.

Common trap. Comparing quotes that use different Incoterms. Forgetting destination terminal charges, broker fees, or local delivery when the quote only covers the ocean leg.

Red flag. The forwarder cannot explain who clears customs or who pays which charge. The quote excludes terminal fees without saying so. Someone pressures you to ship before inspection. Battery goods have no documentation.

Customs clearance and the first order

Step 11: Prepare the documents and clear customs

Do this. Prepare the commercial invoice, packing list, bill of lading or air waybill, certificate of origin where required, insurance certificate, import declaration, and any product-specific certificate. Batteries and chemicals usually need an MSDS, and lithium batteries need transport documentation. Wood packaging needs the ISPM 15 mark. Use a licensed customs broker and check that names, values, and quantities match across every document. Our guides to customs documents and the full document checklist cover the details.

Have ready. Your importer number or business registration, a broker contact, the HS code, declared value, product certificates, and copies of every document sent to the broker.

Common trap. Inconsistent names or values across documents. Under-declaring value to reduce duty is customs fraud in your jurisdiction, can void an insurance claim, and usually lands the penalty on the importer. A wrong consignee or a "to order" bill of lading can also leave the goods stuck.

Red flag. The seller offers to under-declare the value. The invoice, bill of lading, and packing list show different companies. The broker is not licensed. A required certificate of origin is missing.

Quick answers

How long does a first import from China take?

It depends on the product and shipping method. A sample usually takes days to a couple of weeks, production often takes several weeks, sea freight adds weeks, and customs adds a few days.

Do I need a company to import from China?

In many countries you need an importer number, a business registration, or both to clear customs. The exact rule depends on your destination and product. Ask a licensed broker before you order, because the importer of record carries the legal responsibility.

Can I import from China without visiting the factory?

Yes. Most first orders are handled remotely with video calls, samples, third-party inspections, and document checks. A China-based sourcing partner can arrange supplier checks and inspections for you. Do not skip verification just because you cannot visit.

What is the biggest mistake first-time importers make?

Paying the balance before inspecting the goods, or choosing a supplier on unit price alone. Both remove the evidence and leverage you need when something goes wrong.

Should I use FOB or DDP for my first order?

FOB gives you more control over freight and makes the cost breakdown easier to see. DDP is simpler because the seller handles more transport and clearance, but confirm exactly what is included and who is the importer of record. Choose the option whose costs and responsibilities you can explain line by line.

What to do next

If you have a product in mind, send us the product, the destination market, and the quantity you are considering through send us a product. We source from factories in China, compare two or three options side by side, check and pack the goods before shipping, and arrange freight so you deal with one person. You can also read more about our services before you decide.