First import from China — a simple checklist

1) Define the product and target price

• Specs: materials, dimensions, finishes, packaging, compliance marks.
• Target landed cost: price you can accept after freight, duty, VAT.
• Volume assumptions: first order + 12-month forecast to negotiate better terms.

2) Request for Quote (RFQ)

Send the same RFQ package to multiple suppliers. Ask for unit price by Incoterm (EXW/FOB/CIF), MOQ, lead time, tooling cost, and payment terms. Require validity (e.g., “valid 30 days”) and ask for sample cost and refund policy.

3) Samples & approvals

• Approve golden sample with signed spec and QC tolerances.
• Document color/finish with photos in neutral light or swatches.
• Confirm packaging test (drop test where relevant).

4) Contract & purchase order

Issue a formal PO referencing specs, drawings, golden sample, and penalties for late delivery or failed inspections. Include Incoterm + named place, payment plan, and IP/confidentiality where needed.

5) Quality control plan

• Pre-production check: materials & tooling readiness.
• During production (DUPRO): catch issues early.
• Pre-shipment (PSI): AQL-based inspection on finished goods.

6) Freight & Incoterms

Choose Incoterms to fit your capability and risk profile:

• EXW: you handle everything from factory gate—max control, more work.
• FOB: supplier delivers to named port—balanced for first timers.
• CIF/CFR: supplier books ocean freight; you handle local charges at arrival.

Decide air vs sea by volume, weight, and launch deadline. Ask forwarders for both options (door-to-door where possible) and transit time buffers.

7) Documents & customs

• Commercial invoice, packing list, bill of lading/air waybill
• Certificate of origin, test reports (if required)
• HS code confirmation with your broker to get duty rate right
• Import licenses/registrations as applicable

8) Payments & currency

• Use pro forma invoice (PI) and PO references on payments.
• Split: deposit at order, balance after PSI pass and before shipment.
• Confirm bank details in writing from known contacts; beware of invoice fraud.

9) Delivery & aftercare

• Track shipment milestones; plan for customs clearance and last-mile.
• On arrival, perform incoming QC on a sample of cartons.
• Capture lessons learned; update specs for next order.