How to import from China: a buyer's checklist

Importing from China is not one decision. It is a chain of them, and any weak link — the wrong HS code, a deposit sent too early, a QC step skipped — is where the margin leaks out. This is the order a careful buyer works through, and what to settle at each step before money moves.

1. Start with classification, not price

The first number that matters is not the unit price a supplier quotes. It is the HS code, because the code sets your duty rate and your paperwork. Get it wrong and a shipment can sit at customs, or you budget a rate that was never yours to pay.

You do not need the code to start a conversation, but you need it before you commit. Describe the finished product — its material, its function, whether it ships assembled — and check the likely heading. Our HS code directory explains what common headings cover and what moves the rate within them — HS 9405 for lighting is a worked example of how much detail one heading carries.

2. Work out the landed cost before you commit

Unit price is the smallest part of what you pay. The number that decides your margin is the landed cost: product, freight, duty, any import tax, and handling fees. Compare suppliers on that basis, not on the quote.

Once you have a duty rate from your broker or the tariff schedule, put it into the landed-cost calculator with your product cost and freight. It shows the all-in figure per unit — the number you should be comparing across quotes.

3. Understand MOQ before you negotiate

Minimum order quantity is the supplier's floor, and it is often negotiable — but only if you know the norm for the category. A low first order can mean a higher unit price or a tooling charge; a large one ties up cash. Ask what the MOQ buys you and what a smaller trial run would cost, so the number is a decision rather than a surprise.

4. Treat deposits and payment terms as risk, not admin

Wiring money to a supplier you have never met is the single riskiest step. Deposit and payment terms vary by category and by how established the supplier is, so learn the norm before you agree to one. Settle in writing what the deposit covers, what triggers the balance, and what happens if the goods fail inspection — before the first transfer, not after.

5. Put quality control before the balance payment

The leverage you have is the balance payment. Use it. A pre-shipment inspection — checking the goods against your spec before you release the final payment — is the cheapest insurance in the whole process. Agree the inspection standard and who pays for it up front, and never release the balance on photos alone.

6. Plan lead time, including the parts you do not control

Lead time is production plus freight plus customs, and each part moves. Sampling, tooling, peak-season factory backlogs, shipping schedules and clearance all add up. Ask for a realistic timeline with the sampling and production stages broken out, and build in slack — the date that hurts is the one you promised a customer based on the supplier's best case.

7. Check compliance for your destination

Duty is not the only thing customs cares about. Depending on the product and the destination, you may need safety marks, test reports or specific documentation. Missing paperwork holds shipments regardless of how good the price was. Confirm what your destination requires for this product early, so it is a line item and not a last-minute scramble.

The pre-wire checklist

Before the first deposit leaves your account, you should be able to answer:

• What is the likely HS code, and what did my broker say the duty rate is?
• What is my landed cost per unit, and does the margin survive it?
• What is the MOQ, and is a smaller trial run possible?
• What does the deposit cover, and what triggers the balance?
• What is the QC standard, and is it tied to the balance payment?
• What is the realistic lead time, stage by stage?
• What compliance does my destination require for this product?

If any answer is a guess, that is the next thing to nail down — not the deposit.

Every figure you gather here is an estimate until your broker and your supplier confirm it. The point is not a promise; it is a clearer picture and the right questions, so you commit with your eyes open.

Go deeper on each step

Each link in this chain has its own guide:

• How to vet a China supplier before you pay a deposit — the checks that separate a factory from a trading desk.
• MOQ, deposits and payment terms explained — what the norms are and what to put in writing.
• Pre-shipment QC: what to inspect before the balance payment — using your last payment as leverage.
• Importing lighting from China — a worked category example, from HS heading to landed cost.
• Why your China quote is not your real cost — the landed-cost math that makes two quotes comparable.