Sourcing from China: a practical checklist
Supplier verification, samples, contracts, inspection and logistics — the steps that prevent costly surprises.
Buying from China can offer wide choice and competitive prices, but distance and language make preparation essential.
Before you choose a supplier
- Verify the company: business licence, factory address, and whether you are dealing with a manufacturer or a trading company.
- Ask for references from customers in your market.
- Request samples and keep a signed "golden sample" as the quality reference.
Agree the details in writing
- Specification, tolerances, packaging and labelling.
- Price, currency, Incoterms® rule and named place.
- Payment terms — for example deposit and balance against documents, or a letter of credit.
- Lead time for production and for shipment, plus remedies for delay.
Control quality before shipment
Arrange a pre-shipment inspection against the golden sample and your specification. Problems found in the factory are far cheaper to fix than problems found after arrival.
Plan logistics realistically
Break the lead time into stages — production, inland transport, port, sea freight, clearance, delivery — and estimate each. The lead-time estimation tool gives an expected total and a 90% confidence figure.
Know your landed cost
Estimate duties, taxes and local charges before confirming the order, using the rates that apply to your HS code.
Treat the first order as a pilot. Measure on-time delivery and defects, and build the relationship from evidence.