How to import from China, explained simply.
Everything worth understanding before the first order: the full process, incoterms, payments, customs and the questions almost nobody asks in time.
What happens, in order, when you import from China
Every import has the same backbone, whatever the product: you define what you need, find who makes it, verify they really exist, negotiate, pay a deposit, production runs, it gets checked, it ships, it clears customs and it arrives. What separates a calm operation from a messy one isn't luck — it's how much of that was planned before the first dollar moved.
1 · Define what you actually want
The most expensive mistake is made here. "A modern kitchen" is not a specification; board thickness, hinge type and finish are. The vaguer the brief, the more freedom the factory has to cut cost where you can't see.
2 · Find who makes it
Platforms mix factories and trading companies. The second aren't bad — but the price carries a middle margin and the ability to solve a technical problem is lower. Knowing which one you're talking to is the first filter.
3 · Verify before falling in love with the price
Business licence, years exporting, real capacity and references. A price far below the rest is almost never an opportunity: it's usually a different material, a different thickness or a different quantity.
4 · Negotiate more than price
Price is one variable. You also negotiate the minimum, lead times, the deposit percentage, who pays for the mould, what happens if the batch is defective, and who covers special packing.
5 · Pay with your head
The norm is a 30 % deposit and 70 % against shipping documents or before dispatch. Paying 100 % upfront to a new supplier is exactly where money disappears. And payment goes to the company account, never a salesperson's personal one.
6 · Inspect before it leaves
It's the only moment you still have leverage. After that, the goods are on a vessel and the tone of the conversation changes.
7 · Choose the incoterm
It defines how far the seller goes and where your costs begin. After the factory price, it's the decision that most affects landed cost.
| Incoterm | Delivered at | Includes | Your risk from |
|---|---|---|---|
| EXW | The factory | Goods only | The factory door |
| FOB | Chinese port | Goods and loading | The vessel |
| CIF | Your port | Goods, freight and insurance | The vessel (even though he pays freight) |
| DDP | Your warehouse | Everything, duties included | Delivery |
Rule of thumb: first import and zero admin, DDP. Cost control and repeat business, FOB.
8 · Clear customs
Every country has its own procedure and licensed broker. What is prepared at origin — invoice, packing list, certificate of origin, marking — decides whether clearance takes two days or two weeks.
Minimum glossary
- FOB: delivered on board at origin port.
- CIF: cost, insurance and freight to your port.
- DDP: delivered duty paid to your address.
- LCL: loose cargo, sharing a container.
- FCL: a full container to yourself.
- B/L: bill of lading, the shipping document.
- AQL: statistical criterion to accept or reject a lot.
- MOQ: minimum order quantity.
- Packing list: what's in each box and what it weighs.
FAQ
How much money do I need to start importing from China?
It depends on the product, but think in terms of the full order landed: goods, freight, taxes and clearance. Starting with consolidated cargo lets you test with far less capital than a container.
What we don't recommend is spending the whole budget on a first order from an unverified supplier.
How do I know a Chinese factory is real?
Valid business licence, export registration, production capacity consistent with what they offer, and a site visit. A nice catalogue and a fast chat prove nothing.
The visit is the one check that can't be faked.
What if the goods arrive defective?
Without a pre-shipment inspection your position is weak: the goods are in your country and payment is made. You can claim, but recovery depends on the supplier's goodwill.
That's why pre-dispatch inspection is the cheapest insurance in the whole operation.
Is it better to pay more and buy from a local importer?
Sometimes yes: small volume and no appetite for admin makes buying locally reasonable. Above a certain volume, the margin difference easily pays for owning the process.
How long does the whole thing take?
Between sourcing, negotiation, production, transit and clearance, a first order usually takes two to four months. The second, much less: building the relationship is the slow part, not repeating it.
Do I need to speak Chinese?
No, but you need someone who does, with technical vocabulary. Most expensive misunderstandings aren't about general language — they're about specification.
Can I import in my personal name?
For commercial volumes, most countries require a company and importer registration. Personal shipments have value limits and different treatment.
Sea or air?
Sea for volume or weight; air for small, valuable or urgent goods. The right comparison is cost per unit landed, not the freight price.
Direct channels
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