Your first order from China, step by step

Start with a sourcing brief

Before asking for a price, write down what the product must do and where you intend to sell or use it. A photo is a useful reference, but it rarely defines the material, dimensions, performance or packaging that a supplier needs to quote accurately.

Separate essential requirements from preferences. Include your expected quantity, destination and target delivery date. If you need a logo, custom tooling or spare parts, mention them at the beginning. These details can change the minimum order, cost and production schedule.

• Product specifications, reference images and acceptable tolerances.
• Order quantity, expected repeat orders and budget currency.
• Packaging, labelling, instructions and destination requirements.
• Delivery location, target date and any documents you need.

Compare quotations on the same basis

Send the same brief to each shortlisted supplier. Ask each one to state exactly what is included, how long the price is valid and which specifications it cannot meet. A cheap quotation may use a different material or leave out packaging, testing or export charges.

Record the unit price, minimum order, sample cost, tooling, lead time, payment schedule and delivery term in one comparison. For an Incoterms® quotation, ask for the named place or port and the version of the rules. A term without its location leaves an important part of the comparison unclear.

Verify the supplier and approve a sample

Check which legal entity will sign the order, receive payment and manufacture the goods. A trading company can be a useful partner, but you should understand its role and who is responsible for production. Company registration is one check; it does not prove that a supplier can make your product to specification.

Request a sample or an appropriate production trial before committing to a larger order. Assess it against your written requirements. Record the approved version with photos, measurements and any test results. Keep a reference sample where practical, and agree that production must match the same specification.

Put the order and quality checks in writing

The purchase order or contract should connect the agreed price to the exact product specification, quantity, delivery term and payment milestones. Include a process for changes, defects and rework. Do not assume a chat message about a sample automatically becomes part of the production agreement.

Agree how and when the goods will be inspected before production starts. Define the measurements, functional checks, packaging checks and acceptance criteria. Sampling can identify issues in the inspected goods, but it does not guarantee that every unit is defect-free. Where certification or laboratory testing is required, arrange it separately.

Plan the journey beyond the factory

Ask your freight forwarder for a quote using the actual carton count, dimensions, weight, pickup location and destination. Confirm whether collection, export clearance, insurance, destination charges and final delivery are included. The factory price is only one part of the amount needed to bring an order into stock.

Before shipment, confirm the documents and product requirements with a customs broker or the relevant authority in your destination country. Review the inspection outcome, invoice, packing list and shipping instructions together. Keep a complete order file so that the next purchase starts from a known specification and a record of what worked.