A successful import from China begins well before the goods are picked up. Unclear agreements, incomplete documents, or incorrect product information can cause delays and extra costs along the way.
With proper preparation, you can reduce these risks and select the right transport solution.
Make clear agreements with the supplier
First, specify exactly what you are buying, what quantities will be delivered, and when the goods will be ready. Also, agree on who is responsible for packaging, export documents, local transport in China, and international shipping.
The chosen Incoterm, such as EXW, FOB, or DDP, must be clearly stated on the quote and commercial invoice. Additionally, check who legally acts as the importer and who pays import duties and import VAT.
Check the product and the supplier
Check before production or shipping whether the product matches the agreed specifications. Consider material, dimensions, quantities, packaging, labels, and any certifications.
Certain product groups have additional European requirements. A CE marking is only relevant when it is legally required for the product. For food, cosmetics, medical products, and electrical equipment, other documents, certificates, or inspections may be needed.
If in doubt, it is wise to check the requirements before the goods are produced or shipped.
Determine the correct commodity code
The HS or commodity code is used for the customs declaration. This code affects import duties, possible product restrictions, and the documents required for import.
Do not automatically use the supplier's code. The European importer remains responsible for the correct classification of the product. In case of doubt, a customs representative can help verify the classification.
Gather the correct shipment information
A reliable transport quote requires more than just the total weight. Gather at least:
• The number of boxes, pallets, or crates
• The dimensions per packaging unit
• The gross and net weight
• The description and value of the goods
• The pickup address and the final destination
• The date the goods will be ready
• Any stacking, temperature, or safety requirements
Incorrect dimensions or weights can lead to an adjusted rate, delays, or a different transport method.
Check packaging and labeling
The packaging must be suitable for the chosen route and the number of transshipment points. For example, sea freight requires protection against moisture and long-term storage. For air freight, weight and volume are particularly important.
Also check if boxes and pallets are correctly labeled with reference numbers, quantities, and destination information. When applicable, wooden packaging must comply with ISPM 15 requirements.
Plan inspection and consolidation
When multiple suppliers deliver goods, consolidation can be beneficial. The goods are then collected and combined before being shipped internationally.
An inspection before departure can help to check quantities, packaging, and visible product deviations. An inspection does not replace a full quality guarantee, but it can limit costly surprises upon arrival.
Compare the total logistics costs
Look beyond the international freight rate. Also consider:
• Pickup from the supplier
• Export formalities in China
• Transshipment and terminal costs
• International freight
• Customs handling
• Import duties and import VAT
• Storage, inspection, and delivery
• Any surcharges or waiting time
The lowest freight rate can ultimately be more expensive if other costs are not taken into account.
Check the documents before departure
The main trade documents are usually the commercial invoice and the packing list. Depending on the product, the route, and the country of import, additional certificates, permits, or origin documents may be required.
Check before departure whether names, addresses, quantities, values, product descriptions, Incoterms, and HS codes are consistent across all documents. Corrections after departure are often more difficult and can incur additional costs.
Cargo Nexus helps with the preparation
Cargo Nexus assists in gathering shipment data, comparing routes, and coordinating suppliers, carriers, and customs partners.
Do you want to prepare an import shipment from China? Contact us before booking. We will then check together what information is needed and which mode of transport fits the shipment.