How to import from China
Last updated . Figures are approximate and change with the market, so check current prices before you decide.
This is a general guide for small businesses and online sellers buying from Chinese factories. Customs and compliance rules differ by country and by product and change often, so this guide points you to the official pages and keeps its own claims general. It is not legal advice. For a specific shipment, check with your customs authority or a licensed customs broker.
Step 1: Find suppliers
Start with a short spec: what the product is, the quantity, your target landed cost and the market you will sell in. Then collect quotes from several factories, not one. Marketplaces, trade fairs and agents are the usual sources, and each has trade-offs that we cover in how to find suppliers in China. Expect to ask for the factory's own quote, minimum order and lead time, and to separate factories from trading companies.
Step 2: Verify the supplier
A professional listing proves little. Check the company's registered business details, ask for a business licence, look at whether the address matches the name on the invoice, and ask for a video call. Our guide to verifying an Alibaba supplier walks through the checks. Pay only to an account in the company's registered name, and be wary of a request to pay a personal account.
Step 3: Order samples
Order a sample of exactly what you plan to buy, not a catalogue showpiece. Check it against your spec: dimensions, materials, finish, packaging and labelling. Keep the signed sample, because it becomes the reference if a batch differs. A good sample followed by a poor batch is a well-known pattern, which is why steps 8 and 9 exist.
Step 4: Agree payment terms
Payment terms are negotiated. A common structure is a deposit when you place the order and the balance before shipping, and our sourcing service usually sees 30% at order and 70% before shipping. Put the terms, the specification, the quality limit and the remedy for defects in a written purchase order. Do not pay the full amount before you have seen the goods or an inspection report.
Step 5: Choose an Incoterm
Incoterms are standard trade terms that say who handles the tasks, costs and risks of delivery between seller and buyer. The International Chamber of Commerce publishes them, and the current edition is Incoterms 2020, with eleven three-letter terms. The one you choose decides who books freight, who pays for export and import steps, and when the risk passes to you.
Get the term written into the purchase order and make sure both sides mean the same thing by it. Ask your forwarder or customs broker which term fits your situation. "Landed cost" is the sum of everything to get the goods to your door, so compare quotes on the same Incoterm.
Step 6: Arrange shipping
| Option | Suits | Trade-off |
|---|---|---|
| Express courier | Samples and small, urgent parcels | Highest cost per kilo |
| Air freight | Light, valuable or urgent goods | Faster than sea, costs more |
| Sea freight, shared container (LCL) | Mid-size orders | Slower, with handling at both ends |
| Sea freight, full container (FCL) | Large orders | Lowest cost per unit at volume |
Use a freight forwarder for anything beyond a courier parcel. Ask for a written quote that lists origin charges, freight, destination charges and any duties and taxes, so nothing appears late. We pass freight on at the forwarder's invoice, without markup.
Step 7: Customs duties and import paperwork
Every country has its own process. In outline:
- United States. US Customs and Border Protection points new importers to its guidance on the import process, duties, taxes and fees, and special requirements for particular goods. Requirements can involve other government agencies depending on the product.
- United Kingdom. GOV.UK lists an EORI number, the commodity code for your goods, a customs declaration, customs duty and import VAT. You can appoint a customs agent or transporter to make the declaration, and you should keep commercial invoices and customs paperwork.
- European Union. The Commission's Access2Markets portal explains that goods are entered with a customs declaration, that non-EU importers are given an EORI number the first time they lodge one, and that duties and other charges must be paid before release.
In all three, the classification code of your product decides the duty rate, the invoice value is the base for duty and tax, and rates change. Look up your product's code on the official tariff site for your country. A customs broker can file for you and is often worth the fee on a first shipment.
Step 8: Product compliance, "check what applies"
Whether your product needs a mark, a test or a registration depends on what it is and where you sell it. Check these:
- EU: CE marking. For products that fall under CE rules, the Commission says importers of non-EU products must check the product meets EU requirements before selling it, keep the EU Declaration of Conformity and technical documentation available, and be able to reach the manufacturer. If you sell under your own name, you take on the manufacturer's responsibilities.
- EU: GPSR. The General Product Safety Regulation, Regulation (EU) 2023/988, has applied since 13 December 2024. It includes rules for online sales and for a responsible person in the EU. Read the summary for what applies to you.
- UK: UKCA and CE. GOV.UK says the UK still recognises CE marking in Great Britain, alongside or instead of UKCA. Northern Ireland has separate rules.
- US: FCC. Radio frequency devices must be authorised before they are marketed or imported, according to the FCC. Check whether your product contains a radio transmitter or other covered electronics.
Other categories, such as toys, food contact items, cosmetics and batteries, have their own rules. Ask the supplier for test reports and certificates, and confirm with the authority or a specialist that they are valid for your product and market.
Step 9: Inspect before the goods ship
Inspection is cheapest while the goods are still at the factory, when the factory can still fix them. A usual approach is a final random check against an agreed quality limit, and for larger orders an extra check during production. Our China quality inspection page explains the options and what a report contains. Small first orders often justify only the final check.
A typical timeline
Times vary by product, factory and season, so use this as a checklist of stages, not a promise.
| Stage | What happens | Who sets the time |
|---|---|---|
| Supplier search | Quotes and shortlists | You and the factories |
| Verification | Business checks, calls | You |
| Samples | Made, checked, shipped | Factory and courier |
| Purchase order | Terms, deposit | You and the factory |
| Production | Goods made | The factory's quoted lead time |
| Inspection | Random check, report | Inspector's availability |
| Shipping | Booking, transit | Air or sea, your forwarder |
| Customs and delivery | Declaration, duty, delivery | Your customs process |
Ask each party for a date in writing, and add buffer for holidays such as Chinese New Year, when factories close.
FAQ
Is it hard to import from China?
It is manageable if you take it in order. The hard parts are checking suppliers, getting quality right and understanding customs and compliance for your product.
How do I know if a supplier is real?
Check registered business details, match names on documents and bank accounts, ask for a video call, and order samples. See our guide on verifying a supplier.
What are Incoterms?
Standard trade terms published by the International Chamber of Commerce that set who handles delivery tasks, costs and risks. The current edition is Incoterms 2020.
Do I need to pay customs duties?
Usually yes. Duty depends on your product's classification, its value and the rules in your country. Check your customs authority's official site or ask a customs broker.
Do I need CE, UKCA or FCC approval?
It depends on the product and the market. Many products need none of them, while electronics, toys and some other categories do. Check what applies before you order.
Should I use a sourcing agent?
An agent can save time on the China side, especially for a first order, but it is not right for everyone. Compare fees and ask how the agent is paid.
How OnePDA can help
You can do all of this yourself. Our China sourcing agent service covers the steps with no commission from the factory, and you pay the factory directly.
- Supplier search report, €149. Three or more vetted suppliers with the factory's own quote. Credited against your first order and refunded if fewer than three qualify.
- Samples, €49 per supplier, with samples and shipping at cost.
- Order management, 6% of the order with a €150 minimum, and 4% on the part above €30,000.
- Inspection. A third-party inspector at the price they charge us plus €25, or our video inspection for €90. See quality inspection.
- Compliance check, €59. A checklist of the CE, REACH and GPSR flags for your product. We flag, we do not certify.
- Freight at cost, with no markup.
Prices exclude VAT where it applies. We do not promise factory prices, quality or lead times.