China Sourcing Checklist for Small Importers

How to use this checklist

Use it before paying a supplier.
Use it when comparing two or more suppliers.
Use it when preparing your first bulk order.
Use it when checking whether a supplier quote is complete.
This is practical preparation guidance, not legal, tax, customs, or logistics advice.

Step-by-step China sourcing checklist

Overall progress

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Step 1

Supplier comparison

Confirm supplier name and contact details.
Compare at least two or three supplier options if possible.
Save product photos, specs, and quote details.
Check whether the supplier understands your target product clearly.
Compare communication quality, response speed, and clarity.
Ask what is included and excluded in the quote.

Read supplier comparison guide Open supplier sheet

Step 2

Sample request

Confirm sample price.
Confirm sample shipping cost.
Confirm whether the sample fee can be deducted from a bulk order.
Ask whether the sample matches mass production materials and packaging.
Save photos and videos of the sample.
Compare the received sample against the promised product details.

Read sample request guide

Step 3

Quality control

Define acceptable quality before production.
Confirm material, size, color, packaging, labeling, and key specs.
Ask how defects will be handled.
Decide whether inspection or testing is needed.
Confirm inspection timing before final payment when relevant.

Inspection needs can vary by product and market. Use professional inspection or compliance support when needed.

Read quality control checklist

Step 4

MOQ and price

Confirm MOQ.
Ask about price breaks by quantity.
Confirm whether packaging or customization changes price.
Ask what is included in the unit price.
Do not compare unit price without checking quote scope.

Read MOQ and price guide

Step 5

First order confirmation

Read first order checklist Read payment terms guide Read PI checklist

Step 6

Trade terms

Confirm whether quote is EXW, FOB, CIF, DDP, or another agreed term.
Confirm named place, port, or delivery address.
Confirm what supplier handles.
Confirm what buyer handles.
Confirm what is excluded.

Read trade terms guide

Step 7

Freight forwarder questions

Ask what shipping method is quoted.
Ask what costs are included.
Ask what costs are excluded.
Ask who handles customs.
Ask whether duties and taxes are included or excluded.
Ask what documents are needed.
Ask how tracking and delays are handled.

Shipping details can vary by product, destination, forwarder, supplier, and trade term. Confirm details in writing before payment.

Read freight forwarder guide Read shipping documents checklist

Copyable sourcing preparation table

Step	What to confirm	Who to ask	Related guide
Supplier comparison	Product fit, quote scope, communication	Supplier	Comparison guide
Sample request	Sample cost, shipping, sample match	Supplier	Sample guide
Quality control	Specs, defects, inspection timing	Supplier or inspector	QC checklist
MOQ and price	MOQ, price breaks, included costs	Supplier	MOQ guide
First order	Specs, payment terms, lead time, documents	Supplier	First order checklist
Payment terms	Deposit, balance timing, inspection timing, recipient details	Supplier	Payment terms guide
Proforma invoice	Supplier details, product specs, payment terms, trade term, documents	Supplier	PI checklist
Trade terms	EXW, FOB, CIF, DDP, named place, exclusions	Supplier or forwarder	Trade terms guide
Freight	Method, included costs, documents, customs support	Freight forwarder	Forwarder guide
Shipping documents	Commercial invoice, packing list, carton details, transport documents	Supplier or forwarder	Documents checklist
Landed cost	Freight, duties, taxes, destination charges, buffer	Forwarder, customs broker, accountant, supplier	Landed cost guide