Introduction
Importing from China is a sequence, not a decision. Most of the surprises importers encounter come from a step that was skipped, not from a step that went wrong.
This article covers the full sequence, so buyers can see what happens between “I want to order” and “the shipment arrives at my warehouse”.
1. Confirm The Product Is Importable
Before searching for suppliers, confirm the product can be legally imported into the destination country. Some categories require certifications (electrical, cosmetic, food-contact, children’s products). Others are restricted or prohibited.
Regulatory constraints determine which suppliers can produce for the target market. Filter for this before spending time on sourcing.
2. Find And Verify The Supplier
Find candidate suppliers, request quotations against a written specification, and verify the shortlist. Verification includes business licence review, factory visit or third-party audit, and reference checks.
Do not shortcut this step. A confirmed supplier costs far less than a bad shipment.
3. Sample And Approve
Request pre-production samples against the specification. Approve in writing. The approved sample becomes the reference for both production and inspection.
4. Place The Purchase Order
The purchase order confirms specification, quantity, unit price, packaging, Incoterm, payment terms, delivery date, and inspection rights. Both sides sign. Verbal orders create disputes; written orders resolve them.
5. Deposit And Production
Standard first-order deposit is 30%. Production runs 20–45 days depending on product category, factory workload, and complexity. During this window, monitor progress and hold in-process checkpoints if the order value warrants.
6. Pre-Shipment Inspection
Before releasing the balance, run pre-shipment inspection (covered in detail in the PSI guide). This is the last checkpoint before the goods leave the factory.
7. Balance Payment And Shipment Booking
Release the balance after PSI passes. Book the shipment — sea freight for most orders, air freight for urgent or high-value goods, express courier for samples and small parcels. The Incoterm agreed at PO stage determines who handles which part of shipping.
8. Ocean Or Air Transit
Sea freight from China to major destinations runs 25–45 days port-to-port depending on route. Air freight runs 3–7 days. Track the shipment; document any anomalies.
9. Customs Clearance
At destination, the shipment clears customs. Duties, taxes, and any category-specific documentation are handled here. If a customs broker is engaged, they run this step. If not, the importer runs it directly.
Documents needed: commercial invoice, packing list, bill of lading or air waybill, certificate of origin if applicable, and any product-specific certifications.
10. Delivery And Post-Delivery Check
The cleared shipment moves from port to the destination warehouse. On arrival, count against the packing list, spot-check against the PSI report, and document any discrepancies.
What Can Go Wrong
Most first-order problems come from:
- Vague specification → wrong product produced
- Skipped supplier verification → factory does not exist as described
- No PSI → defects arrive at destination
- Wrong Incoterm → shipping cost surprises
- Missing certifications → shipment held at customs
Each of these is preventable at the stage where it originates.
FAQ
How long does the full import cycle take? Typically 60–90 days from supplier selection to warehouse arrival for sea freight. Air freight compresses the shipping portion to under a week.
Can I import small quantities from China? Yes. Small-batch and low-MOQ manufacturing is covered in the manufacturing cluster.
Do I need a customs broker? For most importers, yes. The paperwork and category-specific compliance is faster and safer with someone who does it daily.
Run Your Next Import Through A Verified Process
The importers who repeat successfully are the ones who make the process routine. If you would like Hansen to run the sourcing, quality, and coordination on your import, see China Supplier Sourcing or start a project.