Business Success Skills

Useful Checklists & Templates for Sourcing from China




This guide includes checklists and templates to help you efficiently manage the process of sourcing from China. Covering supplier selection, order placement, quality control, shipping, and more, these tools ensure smooth operations and minimize risks.


1. Comprehensive Checklist for Sourcing from China

A. Supplier Selection Checklist

  1. Research and Shortlist Suppliers:
    Use platforms like Alibaba, 1688, or Global Sources.
    Attend trade fairs (e.g., Canton Fair) or use sourcing agents.

  2. Evaluate Supplier Credibility:
    Check business licenses and certifications (e.g., ISO, CE, or FDA).
    Verify supplier reviews, ratings, and customer feedback.
    Request references from previous buyers.

  3. Assess Product Quality:
    Review product specifications, materials, and finishes.
    Order samples to check quality and consistency.

  4. Discuss Terms:
    Confirm MOQ (Minimum Order Quantity).
    Negotiate pricing and bulk discounts.
    Clarify production timelines and lead times.

  5. Red Flags to Watch For:
    Unrealistically low prices (may indicate quality issues).
    Unwillingness to share references or certifications.
    Poor communication or delays in responses.


B. Order Placement Checklist

  1. Finalize Terms with a Purchase Order (PO):
    Include product specifications, quantity, and price.
    Specify payment terms, shipping terms (FOB, CIF, EXW), and deadlines.
    Add penalties for delays or quality issues.

  2. Payment Options:
    Use Trade Assurance (Alibaba), escrow services, or PayPal for secure payments.
    Negotiate an initial deposit (e.g., 30%) with the balance paid after inspection.

  3. Request Prototypes or Pre-Production Samples:
    Approve designs, packaging, or labeling before mass production.


C. Quality Control Checklist

  1. Inspection During Production:
    Conduct random inspections during production to ensure compliance with specifications.
    Use third-party quality control services like QIMA or Bureau Veritas.

  2. Pre-Shipment Inspection:
    Verify product quality, dimensions, and packaging.
    Perform drop tests or functionality tests if applicable.

  3. Documentation and Certifications:
    Confirm that products meet import regulations and standards (e.g., CE for Europe, FDA for the U.S.).


D. Logistics and Shipping Checklist

  1. Choose Shipping Terms:
    Select between FOB, CIF, or EXW based on your needs.
    For small shipments, use air freight; for bulk, choose sea freight.

  2. Work with Freight Forwarders:
    Hire a reliable freight forwarder for customs clearance and delivery.

  3. Track Your Shipment:
    Use tracking systems or work with your freight forwarder for updates.
    Ensure all shipping documents (e.g., bill of lading, commercial invoice) are accurate.

  4. Prepare for Customs Clearance:
    Classify products under the Harmonized Tariff Schedule (HTS).
    Pay applicable duties and taxes.


E. Post-Delivery Checklist

  1. Verify Shipment Upon Arrival:
    Check product quality and quantity.
    Ensure all items match the purchase order.

  2. Resolve Issues Promptly:
    Report damaged or incorrect goods to the supplier immediately.
    Negotiate refunds or replacements.

  3. Evaluate Supplier Performance:
    Rate the supplier’s communication, reliability, and product quality.
    Decide whether to continue working with them.


2. Templates for Sourcing from China

A. Supplier Evaluation Template

| Criteria | Details | Score (1-10) | Notes |
|----------------------------|-------------------------------|------------------|-------------------------------------|
| Certifications | ISO, CE, FDA, etc. | | |
| Product Quality | Sample matches requirements | | |
| Communication | Responsiveness and clarity | | |
| Pricing | Competitive and transparent | | |
| Delivery Timelines | Meets your deadlines | | |
| Overall Score | | | |


B. Purchase Order (PO) Template

| Field | Details |
|---------------------------|-------------------------------------------------|
| Buyer Name | Your Business Name and Address |
| Supplier Name | Supplier Name and Address |
| Product Name/Description | Specify product details (e.g., color, size) |
| Quantity | Total units ordered |
| Price per Unit | Unit price agreed upon |
| Total Price | Quantity × Price per Unit |
| Delivery Date | Expected shipment date |
| Payment Terms | Deposit and balance payment terms |
| Shipping Terms | FOB, CIF, or EXW |
| Special Notes | Packaging, labeling, or quality requirements |


C. Quality Inspection Report Template

| Field | Details |
|---------------------------|-------------------------------------------------|
| Inspection Date | Date of inspection |
| Inspector Name | Inspector or third-party agency name |
| Supplier Name | Name of supplier |
| Product Details | Product name, SKU, or specifications |
| Issues Identified | Describe any defects or non-conformance |
| Action Taken | Rework, replacements, or acceptance as is |
| Inspection Result | Pass/Fail |


D. Landed Cost Calculation Template

| Expense Category | Cost per Unit ($) | Total Cost ($) | Notes |
|----------------------------|-----------------------|--------------------|--------------------------|
| Product Cost | | | Unit price from supplier |
| Shipping Costs | | | Freight charges |
| Duties and Taxes | | | Based on HTS code |
| Quality Inspection Fees | | | Pre-shipment inspections |
| Total Landed Cost | | | |


E. Supplier Communication Template

  • Initial Inquiry:
    Subject: Inquiry About [Product Name]

Hi [Supplier Name],

I am [Your Name], and I am interested in sourcing [Product Name] from your company. Could you provide the following details:
- MOQ (Minimum Order Quantity).
- Price per unit (for bulk orders).
- Production time and lead times.
- Certifications and quality standards for your product.

Looking forward to your response.

Best regards,
[Your Name]

  • Follow-Up for Issues:
    Subject: Urgent: Quality Issues with Recent Order

Hi [Supplier Name],

I have identified quality issues with the [Product Name] delivered on [Delivery Date]. The following problems were noted:
- [List specific issues].

Please provide a resolution (replacement/refund) within [Timeframe]. Attached are photos for reference.

Best regards,
[Your Name]


3. Tools for Sourcing from China

  1. Sourcing Platforms:
  2. Alibaba, Global Sources, 1688, Made-in-China.

  3. Quality Inspection Services:

  4. QIMA, SGS, AsiaInspection.

  5. Freight and Shipping:

  6. Freightos, Flexport, DHL Global Forwarding.

  7. Payment Protection:

  8. Trade Assurance (Alibaba), PayPal, Escrow.com.

  9. Translation and Communication:

  10. Google Translate, WeChat, DeepL Translator.

4. Best Practices for Sourcing from China

  • Build Relationships: Maintain consistent communication and visit factories if possible.
  • Start Small: Test with smaller orders to validate product quality and supplier reliability.
  • Document Everything: Use contracts, POs, and written agreements to avoid disputes.
  • Plan for Delays: Account for production and shipping delays in your schedule.
  • Diversify Suppliers: Avoid relying on a single supplier to reduce risks.

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