How to Import from China: A Step-by-Step Guide
From finding a supplier to clearing customs — the exact, real-world steps to import from China safely, with honest timelines, cost ranges, and the mistakes that cost first-timers the most.
To import from China: write a clear product spec, shortlist and verify suppliers, order and approve samples, then negotiate price and Incoterms in a written contract. Run a pre-shipment inspection at AQL 2.5 before paying the balance, arrange freight (FOB is best for beginners), and clear customs with the correct HS code and import duties. Verify the factory and never wire a deposit to a mismatched account — that single habit prevents most import fraud.
Importing from China, step by step
Seven stages take you from an idea to a container cleared at your warehouse.
- 1
Define the product and find suppliers
Write a one-page spec (materials, dimensions, tolerances, certifications, packaging) before you talk to anyone — vague briefs get vague quotes. Shortlist 5–8 suppliers from B2B marketplaces, trade shows, or a sourcing agent's factory list. Ask each for their business scope, main markets, and whether they are the actual manufacturer or a reseller.
- 2
Verify the factory before you pay anything
Confirm the business license, export license, and that the company name on the license matches the bank account you'll pay. A supplier that refuses a factory visit, third-party audit, or won't name their real manufacturer is a red flag. This step alone prevents most import fraud — never wire a deposit to a personal or mismatched account.
- 3
Order and evaluate samples
Pay for pre-production samples and test them against your spec, not the listing photos. Expect to pay sample fees plus courier (often $50–$300 depending on product), and allow 1–3 weeks. Keep an approved 'golden sample' signed and sealed — it becomes the reference your inspector checks the mass-production run against later.
- 4
Negotiate price, terms, and a written contract
Negotiate unit price, MOQ, lead time, payment terms, and Incoterms in writing. A common structure is 30% deposit / 70% before shipment, but tie the balance to passing inspection. Put quality standards (e.g. AQL 2.5), packaging, and penalties into a Purchase Order or contract — verbal agreements are worthless if something goes wrong.
- 5
Run quality control during and after production
Book an inspection before you release the balance payment. A during-production check catches defects early; a pre-shipment inspection at AQL 2.5 checks the finished, packed goods against your golden sample and spec. Inspection typically costs a few hundred dollars per man-day — far cheaper than receiving a container of unsellable stock.
- 6
Arrange shipping and choose your Incoterms
Decide between sea freight (cheapest for volume, roughly 25–45 days port-to-port to Europe/US) and air freight (days, but multiples of the cost). Incoterms define who pays and who is liable at each stage: EXW (you handle everything from the factory door), FOB (supplier gets goods on the vessel; you take over from the origin port), and DDP (supplier delivers cleared to your door). FOB is the most common for first-time importers.
- 7
Clear customs, pay duties, and take delivery
Your goods need a commercial invoice, packing list, and bill of lading to clear customs. Duties and import taxes depend on the product's HS code and destination country — check your local tariff schedule or ask a customs broker before you order, because a wrong HS classification can add unexpected cost. Once cleared, arrange final-mile delivery to your warehouse.
What it really costs
Your landed cost is more than the unit price. Budget for freight, import duties and taxes (driven by your HS code and destination), inspection fees, and — if you use help — agent fees. With a managed sourcing agent like Trade Entrust, those fees are transparent rather than hidden:
- Project Initiation Fee: $300–$1,500 depending on scope
- Operations fee: 1.5–2% of order value
- Commission: 2–8% (no hidden factory markup)
- Minimum order value: $10,000 FOB
Realistic timeline
Most first orders take 6–12 weeks end to end. The stages don't fully overlap, so plan backwards from the date you need stock on the shelf:
- Sampling and approval: 1–3 weeks
- Production: typically 2–6 weeks by product and quantity
- Sea freight: roughly 25–45 days port-to-port (EU/US)
- Air freight: days, at a multiple of the sea cost
- Customs clearance: usually fast with correct documents
Red flags and common mistakes
These are the patterns that cost first-time importers money. If you see one, slow down and verify before you pay.
- Prices far below every other quote — usually a bait price, a substitute material, or a scam.
- Payment requested to a personal account or a name that doesn't match the business license.
- Refusal to provide samples, allow inspection, or name the real factory.
- Pressure to skip a contract or pre-shipment QC to 'save time'.
- No written spec or agreed AQL standard, so 'defective' becomes a matter of opinion later.
- Communication only through consumer chat apps with no verifiable company identity.
How to import from China — FAQ
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