Importing from China has six stages, each with distinct decisions and paperwork. Skip a stage and you find yourself paying for the mistake later — either in cash, in delayed shipments, or in reputation with your buyers.
Process
The end-to-end import process
01
Supplier selection
Vet candidates on business licence, export history, ability to communicate in writing, and willingness to sign a purchase agreement with specifications attached.
02
Production
Lock a written spec, run a sample round, and set a payment schedule that ties the balance to a passed pre-shipment inspection — not just to the container leaving the port.
03
Inspection
Book a third-party inspection at 100% production completion. Use AQL 2.5 for consumer goods. Fix defects before goods leave the factory, not after they land.
04
Shipping
Choose sea, air, or express based on unit economics and launch date. Confirm Incoterm (FOB, CIF, DDP) in writing. Buy cargo insurance separately if the Incoterm does not include it.
05
Customs clearance
Have HS code, commercial invoice, packing list, and bill of lading ready before goods arrive. Duty, VAT, and any anti-dumping levies are your responsibility as importer of record.
06
Delivery & receipt
Inspect goods again on arrival for shipping damage. Reconcile packing list against physical count within seven days so any short-shipment claim is defensible.
Freight
Shipping methods compared
- Sea freight — cheapest per unit; 25–40 days door-to-door; use for bulk orders where launch date is flexible.
- Air freight — 5–10x more expensive than sea; 5–10 days; use for restocks, launch samples, or products with a short window.
- Express courier (DHL/UPS/FedEx) — priciest; 3–5 days; use only for samples, small quantities, or emergencies.
Incoterms
The four Incoterms buyers actually see
- EXW (Ex Works) — buyer picks up at the factory gate. Cheapest quote but the buyer arranges everything else.
- FOB (Free On Board) — supplier delivers to the origin port and clears Chinese export. Most common for experienced importers.
- CIF (Cost, Insurance, Freight) — supplier arranges main-leg freight and insurance to destination port. Simpler but you lose visibility over freight cost.
- DDP (Delivered Duty Paid) — supplier delivers to your door with duty and VAT prepaid. Highest quote but lowest work on your side.
Pitfalls
Common mistakes to avoid
- Paying 100% before inspection — always retain 30% until inspection passes.
- Skipping the sample round — a $150 sample is cheaper than a $15,000 defective shipment.
- Ignoring HS codes — the wrong code can double your duty bill or trigger customs holds.
- Buying DDP without a real customs broker — a supplier’s ‘DDP’ is often estimated and unaudited.
Questions
Common questions
How long does a full import cycle take?
Plan on 60–90 days from PO to delivered goods for sea freight, 30–45 days for air. Add another 2–3 weeks for a fresh product with a new supplier — samples and tooling take real time.
Do I need a customs broker?
Yes, unless your destination country volume is very low. Brokers cost $100–300 per shipment and prevent most of the delays that come from paperwork errors.
What is a reasonable deposit?
30% deposit on PO signing, 70% balance on passed pre-shipment inspection is the industry standard. Anything above 50% deposit deserves scrutiny.