China Sourcing Checklist for Small Business Importers
A practical China sourcing checklist for small business importers covering product specifications, supplier comparison, samples, payment terms, quality control, and shipment preparation.
A practical China sourcing checklist for small business importers covering product specifications, supplier comparison, samples, payment terms, quality control, and shipment preparation.
Compare suppliers using the same fields: specification, MOQ, price, sample cost, lead time, terms, and communication.
Good sourcing starts before you ask for a quote. If your product details are unclear, suppliers will guess. When suppliers guess, their quotes become hard to compare and the risk of mistakes goes up.
Use this checklist to contact suppliers with clearer requirements and compare offers more carefully.
1. Write a product specification first
A product specification does not need to be complicated, but it must be specific.
Include:
- Product name and use case
- Size, material, color, and finish
- Function or performance requirements
- Packaging requirements
- Logo or customization needs
- Target market
- Certificates or testing requirements
- Estimated order quantity
- Target price range
If you have photos, drawings, samples, or links to similar products, include them. Mark what should be copied and what should be changed.
2. Compare suppliers using the same fields
Do not compare one supplier’s simple unit price with another supplier’s detailed FOB quote. Ask each supplier for the same details.
Track:
- Supplier name and contact person
- Product match
- MOQ
- Unit price and quantity breaks
- Sample cost
- Sample lead time
- Production lead time
- Trade terms, such as EXW or FOB
- Packaging included
- Certificate or test report availability
- Payment terms
- Communication quality
A supplier with a slightly higher price may be better if the product match, packaging, lead time, and communication are stronger.
3. Order samples before bulk production
Samples are not only for checking the product. They also show how the supplier communicates, packs goods, follows instructions, and handles small problems.
When reviewing samples:
- Take photos from multiple angles.
- Measure key dimensions.
- Compare the sample to your written specification.
- Check packaging and labeling.
- Note any defects or unclear points.
- Confirm what must be changed before bulk production.
Approve samples in writing. Do not rely only on chat messages like “looks good.”
4. Understand payment and trade terms
Payment terms affect risk. Trade terms affect the real cost.
Ask suppliers to clarify:
- Deposit amount
- Balance payment timing
- Payment method
- Whether the quote is EXW, FOB, or another term
- What packaging is included
- Who handles inland transport
- Which port is used
- What costs are not included
The lowest unit price is not always the lowest total cost.
5. Plan quality control before shipment
Quality control should be discussed before production finishes. Once goods are packed and the balance is paid, fixing problems becomes harder.
Before shipment, confirm:
- Final approved sample
- Product specification
- Packaging details
- Labeling and carton marks
- Quantity
- Inspection standard or checklist
- Defect limits if you use an inspection service
- Shipment date and required documents
For new suppliers, customized products, or higher-value orders, consider pre-shipment inspection.
6. Prepare shipment details early
Shipping is easier when supplier, buyer, and freight forwarder have the same information.
Prepare:
- Product name and quantity
- Carton size and weight
- HS code if available
- Pickup address or port
- Destination address or destination port
- Required documents
- Contact person for shipping questions
Ask for packing details before the final payment so you can estimate freight cost and avoid surprises.
Quick sourcing checklist
- Product specification written
- Target quantity and price range clear
- Supplier comparison sheet prepared
- Same questions sent to each supplier
- Samples ordered and reviewed
- Payment and trade terms confirmed
- QC checklist prepared
- Shipment details requested before final payment
Related tool
Use the Supplier Comparison Sheet to compare suppliers side by side.
Use the supplier sheet
Track MOQ, price, sample cost, lead time, terms, and communication quality.
Open comparison sheetFrequently Asked Questions
What should I prepare before contacting Chinese suppliers?
Prepare product specifications, target quantity, target price range, packaging requirements, certificates or testing needs, and your expected timeline.
How should I compare suppliers?
Compare the same fields for every supplier: MOQ, unit price, sample cost, production lead time, trade terms, packaging, certificates, and communication quality.
Do small importers need quality control?
Yes. Even small importers should confirm specifications, approve samples carefully, and consider pre-shipment inspection for new suppliers or custom products.