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.
Research and Shortlist Suppliers:
Use platforms like Alibaba, 1688, or Global Sources.
Attend trade fairs (e.g., Canton Fair) or use sourcing agents.
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.
Assess Product Quality:
Review product specifications, materials, and finishes.
Order samples to check quality and consistency.
Discuss Terms:
Confirm MOQ (Minimum Order Quantity).
Negotiate pricing and bulk discounts.
Clarify production timelines and lead times.
Red Flags to Watch For:
Unrealistically low prices (may indicate quality issues).
Unwillingness to share references or certifications.
Poor communication or delays in responses.
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.
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.
Request Prototypes or Pre-Production Samples:
Approve designs, packaging, or labeling before mass production.
Inspection During Production:
Conduct random inspections during production to ensure compliance with specifications.
Use third-party quality control services like QIMA or Bureau Veritas.
Pre-Shipment Inspection:
Verify product quality, dimensions, and packaging.
Perform drop tests or functionality tests if applicable.
Documentation and Certifications:
Confirm that products meet import regulations and standards (e.g., CE for Europe, FDA for the U.S.).
Choose Shipping Terms:
Select between FOB, CIF, or EXW based on your needs.
For small shipments, use air freight; for bulk, choose sea freight.
Work with Freight Forwarders:
Hire a reliable freight forwarder for customs clearance and delivery.
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.
Prepare for Customs Clearance:
Classify products under the Harmonized Tariff Schedule (HTS).
Pay applicable duties and taxes.
Verify Shipment Upon Arrival:
Check product quality and quantity.
Ensure all items match the purchase order.
Resolve Issues Promptly:
Report damaged or incorrect goods to the supplier immediately.
Negotiate refunds or replacements.
Evaluate Supplier Performance:
Rate the supplier’s communication, reliability, and product quality.
Decide whether to continue working with them.
| 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 | | | |
| 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 |
| 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 |
| 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 | | | |
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]
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]
Alibaba, Global Sources, 1688, Made-in-China.
Quality Inspection Services:
QIMA, SGS, AsiaInspection.
Freight and Shipping:
Freightos, Flexport, DHL Global Forwarding.
Payment Protection:
Trade Assurance (Alibaba), PayPal, Escrow.com.
Translation and Communication: