Your first shipment from China: a step-by-step guide for importers

A first purchase from China seems hard: suppliers, samples, a contract, payment, logistics, customs. In reality it is a clear sequence of steps, where the key is not to skip the checkpoints. Here is a step-by-step plan for a first shipment.

Step 1. Write a specification

Start not with finding a supplier but with a precise description of what you need: items, dimensions, materials, colour (by code or sample), quantity. A vague brief is the main cause of mismatches. The more detailed the spec, the fewer “surprises” at acceptance.

Step 2. Find and vet the supplier

Tell a real factory from a reseller, verify the company, request photos/video of production and samples. In detail — in the article how to vet a supplier in China. Don’t choose by the lowest price in chat — that is a common source of problems.

Step 3. Order samples

Before a large order, order a sample and judge quality in person. An approved sample becomes the reference (the “golden sample”) against which the whole batch is accepted.

Step 4. Sign a contract

Fix the terms in a contract: specification, price and Incoterms, payment schedule, timelines, defect liability and the acceptance procedure (AQL). The contract is your leverage if something goes wrong.

Step 5. Pay in stages

Use safe staged payment: a deposit to start and the balance after a successful inspection. Pay only to the company account matching the contract, and double-check any change of bank details through a separate channel.

Step 6. Control quality before shipment

Run a pre-shipment inspection: check the batch against the golden sample and the specification, get a photo report. Defects are fixed before shipment, not at your warehouse.

Step 7. Arrange logistics and customs

Choose a shipping method (sea/road/air) and calculate the timelines and cost including customs. Calculate the final door price (landed cost), not the factory-terms price. A correct HS code and a complete document set are the key to fast customs.

Step 8. Accept the shipment

Check the cargo by completeness on receipt. With that, the first cycle is closed — after that the process goes faster, because the supplier is already vetted and the scheme is set up.

First-shipment checklist

1. A detailed specification
2. A vetted supplier (a factory, not a reseller)
3. An approved sample (golden sample)
4. A contract with a specification, Incoterms and AQL
5. Staged payment to the company account
6. A pre-shipment inspection with a photo report
7. Logistics and customs with a landed-cost calculation
8. Acceptance by completeness

A beginner’s main mistake is skipping checkpoints for speed: no sample, no contract, no inspection. They are exactly what protects the money in a first deal.

If you’d rather not do this alone

A sourcing partner takes on all eight steps: finding and vetting factories, samples, the contract, quality control and door-to-door logistics — and is accountable for the result. For a first shipment, this removes the main risks.

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Planning your first shipment from China? We will guide you through every step — from factory selection to delivery on site, with quality control and a transparent door price. A free consultation.