Published: 2026‑08‑13 | Polasourcing Sourcing | Reading Time: 10 minutes

Key Takeaways

  1. The full process of importing from China includes 7 core steps: product selection, supplier sourcing, quotation & sample acquisition, placing order with deposit, production & quality inspection, logistics arrangement, goods receiving and customs clearance.
  2. Total lead time for first-time import: 6‑10 weeks, depending on shipping method.
  3. Payment safety rule: 50% deposit for order commencement; pay the remaining 50% balance only after pre-shipment AQL2.5 inspection passes. Never pay 100% upfront.
  4. Incoterms options:
  • DDP: Door-to-door all-in solution, covering duties and VAT, most hassle-free.
  • FOB: Suitable for buyers with their own freight forwarders.
  • Express: For small and urgent orders.
  1. Common mistakes for new importers: skipping sample testing, full prepayment, skipping QC inspection, ignoring destination country customs regulations.

What Does Importing from China Mean?

Importing from China refers to the complete commercial process of purchasing goods from Chinese manufacturers and shipping them back to your home country for resale.

Core procedures include: supplier verification, sample evaluation, purchase contract, quality inspection, export documentation, international logistics and import customs clearance.

Prerequisites:

  • Import registration (EIN for US buyers, VAT number for EU buyers);
  • Correct HS code classification;
  • Import duty rate ranges from 0‑25%, varies by product category and destination country.

Importing from China may look complicated at first glance, but it is a standardized and repeatable 7-step workflow. This guide shares realistic timelines, cost breakdown examples and common pitfalls for new importers.

Step 1: Find a Product and Validate the Market

Before contacting suppliers, confirm the product is worth importing.

Evaluation criteria:

  • Market demand: search volume and competitor sales performance;
  • Profit margin: maintain positive profit after calculating total landed cost;
  • Compliance requirements: verify mandatory certifications for target market (CE, FCC, CPC, FDA etc.)

Deliverable: Full product specification sheet, including dimensions, material, target EXW price, MOQ and required certifications.

  • Time required: 1‑2 weeks for market research
  • Common mistake: skip market validation and import products with no market demand.

Step 2: Find a Supplier

Three major sourcing channels:

  1. 1688.com: Access factory direct wholesale prices in China;
  2. Yiwu Market: Ideal for small commodities and general merchandise;
  3. Direct factory contact: Suitable for OEM custom orders.

You may also engage Polasourcing sourcing agents to screen 3‑5 pre-vetted suppliers and collect quotations.

  • Time required: 1‑2 weeks
  • Common mistake: blindly trust top-ranked Alibaba sellers without verifying business licenses.

Step 3: Request Quotes and Samples

Request structured quotations from shortlisted suppliers. Quotation must include unit price, MOQ, lead time, payment terms and production capacity.

Then order samples: sample cost for one SKU normally ranges from USD 30‑80. Some factories will refund sample fees for bulk orders over USD 500.

Sample evaluation criteria: material, workmanship, product function, packaging, labeling and compliance certificates. The approved sample will serve as the golden standard for mass production QC.

  • Lead time: 1‑2 weeks for ready samples; 2‑4 weeks for OEM custom samples
  • Common mistake: skip samples and directly place bulk orders.

Step 4: Place the Order with a 50% Deposit

Place the purchase order once samples are approved.

Standard payment structure: 50% deposit to start production; pay remaining 50% balance after QC pass.

Payment methods:

  • T/T wire transfer, must be sent to verified corporate bank accounts of suppliers;
  • PayPal or Alibaba Trade Assurance for small orders.

Polasourcing assists with formal purchase contracts, clearly stating product specifications, quantity, unit price, lead time and QC acceptance criteria.

  • Time required: several working days
  • Common mistake: send 100% prepayment to unverified personal bank accounts.

Step 5: Production and QC Inspection

Factories start mass production, while Polasourcing sourcing specialists track production progress.

When production reaches 80‑100% and goods are fully packed, pre-shipment inspection under AQL2.5 standard will be carried out. Random samples will be compared item by item against the approved golden sample.

Inspection cost: around USD 120 per man-day, a formal inspection report with real photos will be issued.

> Rule: The 50% balance shall only be released after a passed QC report.

  • Lead time: 2‑4 weeks production plus inspection time
  • Common mistake: skip QC inspection and discover defects only after goods arrive, when remedies are no longer available.

Step 6: Shipping (DDP / FOB / Express)

Select shipping solution based on order volume and urgency. Polasourcing can provide full logistics solutions:

  1. DDP: Door-to-door service covering duties and VAT, ideal for buyers who do not want to handle customs clearance.
  2. FOB: Goods delivered to Chinese port for buyer’s own forwarder to arrange ocean freight and destination duties.
  3. Express (DHL/FedEx/UPS): For small and urgent shipments.

Shipping lead time reference:

  • International express: 3‑7 days
  • Air freight: 7‑15 days
  • Sea freight: 22‑45 days

> Shipping note: rates listed are reference figures for H2 2026. Binding formal quotations should be requested from Polasourcing sourcing specialists.

  • Common mistake: use sea freight for urgent small orders; use express for large shipments leading to excessive freight cost.

Step 7: Receive and Clear Customs

  • Under DDP terms: goods arrive at your warehouse with customs clearance completed, no extra payment needed.
  • Under FOB / Express: buyer or appointed customs broker submits import declaration, pays duties & VAT according to HS codes and arranges final delivery.

> For Amazon FBA sellers: FBA labeling preparation can be completed by Polasourcing in China, avoid doing labeling after goods arrive at destination.

  • Time required: a few days for express/DDP; 1‑2 weeks for sea freight customs clearance.
  • Common mistake: ignore destination customs rules and end up with cargo detained at port.

Cost Breakdown Example

> Sample order: 500 units, EXW unit price USD 4

ItemCalculationEstimated Cost
Goods Value500 units × USD4 EXWUSD 2,000
Sourcing Commission5%USD 100
QC Inspection1 man-dayUSD 120
Sea LCL + DDP~1 CBM to USAUSD 200‑400
Total Landed CostUSD 2,470‑2,670

> Note: figures are for planning reference only. Actual cost depends on product, volume and shipping route. Contact Polasourcing for formal quotation.

Tools and Resources You Need

  1. Product specification sheet + target landed cost calculation;
  2. Polasourcing sourcing agent, or online platforms (1688, Alibaba, Yiwu Market);
  3. Secure payment methods (T/T, PayPal, Trade Assurance);
  4. Destination customs broker, or Polasourcing all-in DDP logistics service;
  5. Spreadsheet to track quotations, samples and all order records.

Related Sourcing Guides

‑ Polasourcing China DDP Shipping Agent Guide
‑ How to Pay Chinese Suppliers Safely
‑ How to Order Samples from China
‑ Polasourcing China Sourcing Agent for Amazon FBA (USA)
‑ Polasourcing China Sourcing Agent for Europe
‑ Sourcing FAQ