Import from China 101: Appendix and Checklist

Updated: 2026-10-25 — Rewritten as the closing reference for the course: an end-to-end order checklist, a glossary of the trade terms used in earlier chapters and a simple review to run after each delivery.

Importing from China is easier to control when you treat it as one connected process rather than a series of separate purchases. Product definition affects supplier selection, samples affect the purchase order, the purchase order affects inspection, and packaging affects freight and delivery.

Use this appendix after completing the Import from China 101 chapters. It is a working reference for a commercial order, not a substitute for advice from a customs broker, regulator, lawyer, laboratory or freight specialist where their expertise is required.

End-to-end import checklist

Business case and product definition

• The customer, intended use and destination market are defined.
• The target selling price and acceptable landed-cost range are documented.
• Product variants are limited to a manageable launch assortment.
• Materials, dimensions, tolerances, performance and finish are written down.
• Branding, unit packaging, export cartons and shipping marks are specified.
• Known failure modes and customer complaints for the category have been considered.

A product photograph is not a specification. Give suppliers a revision-controlled document and require them to identify exceptions. If a feature is optional, request it as a separately priced option.

Market access and landed cost

• The likely customs classification and country of origin have been reviewed.
• Product restrictions, permits, labels and testing needs have been checked.
• The intended importer of record or local importer is identified.
• Current freight, brokerage and destination quotations use the actual shipment data.
• Duty and tax assumptions are recorded with their source and review date.
• A contingency is included for changes, rework and logistics exceptions.

Duty depends on classification and origin; check the current tariff schedule for the destination and obtain a broker's review. Do not use a general “China rate” or assume that a supplier's previous shipment had the same treatment.

Landed cost should include product, tooling, packaging, testing, inspection, inland origin movement, international freight, insurance, destination handling, brokerage, duty, tax and final delivery where applicable. Keep quoted costs separate from estimates so decision makers can see uncertainty.

Supplier qualification

• The supplier's legal name, address and business details are verified.
• The contract party, factory, exporter and bank beneficiary are understood.
• The supplier has demonstrated relevant product and process capability.
• Certificates and reports have been checked against the exact model and applicant.
• Critical subcontracting and material sources are disclosed where relevant.
• Capacity claims and production location are supported by appropriate due diligence.

Platform badges, catalogues and polished sample rooms are screening information. They do not prove that the named factory will make your order to the required specification. Increase due diligence when tooling, safety, intellectual property or order value creates greater exposure.

RFQ and quotation comparison

• Every supplier received the same specification revision.
• Quotes use the same quantity, currency, packaging and Incoterm scope.
• Tooling, setup, sample and recurring unit charges are separated.
• Material or price assumptions and quotation validity are stated.
• Production timing has clear start and finish events.
• Exclusions and buyer-supplied items are visible.

Ask why quotations differ. One supplier may have priced a different material, wider tolerance, lighter carton or incomplete decoration. A comparison is useful only after these differences are normalised.

Samples and order approval

• The purpose of each sample is defined.
• Dimensions, material, function, appearance and packaging have been reviewed.
• Test evidence belongs to the same model, construction and destination requirement.
• Comments are recorded against a numbered revision.
• An approved reference sample is retained where practical.
• Mass production cannot begin until the authorised approval is recorded.

A sample may prove appearance without proving durability, compliance or production consistency. Record what has and has not been approved. Require another approval when a later change affects a critical feature.

Purchase order and production control

• The purchase order references the final specification, artwork and packaging files.
• Quantity, price, currency, trade term and named place are correct.
• Payment milestones are linked to defined evidence.
• Inspection criteria and defect handling are agreed before production.
• Required documents, reports, labels and manuals are listed.
• Changes require written approval with price, timing and quality effects.

After meetings or calls, circulate a written decision log. Track open questions, the person responsible and the required date. Production teams should never need to guess which message contains the final instruction.

Quality control and release

• The inspection plan reflects product-specific risks.
• The factory knows the criteria before the inspection.
• The inspector can select samples independently from the available lot.
• Specialised laboratory work is separated from factory checks.
• Failures trigger documented containment and corrective action.
• Shipment release identifies the approver and supporting evidence.

A passed sample inspection reduces uncertainty but does not guarantee every unit. Review the full report, not only the headline. If goods fail, verify correction to a level appropriate for the defect before authorising shipment.

Freight, customs and delivery

• The forwarder received final package count, dimensions, weight and cargo details.
• Restricted or special-handling characteristics were disclosed.
• Commercial invoice, packing list and transport instructions agree.
• Pre-arrival or pre-loading filings are assigned where required.
• The broker has classification, origin and product-compliance information.
• Receiving hours, unloading needs and equipment return are planned.

Track document status, carrier release, customs release and cargo availability separately. An arrival notice does not mean the goods are ready for delivery.

Glossary for buyers

Glossary terms are starting points. Trade terms need a named place, classification needs product facts, and payment instruments need their governing documents. Never rely on an abbreviation when money, risk or release depends on the full wording.

Order review after delivery

Close each order with a short review while records are available. Compare planned and actual product cost, quality result, document accuracy, shipment exceptions and customer feedback. Separate supplier causes from buyer changes and logistics events.

• Which specification questions appeared after the order began?
• Which defects or packing problems repeated?
• Which approvals delayed production?
• Which quotation exclusions became extra costs?
• Which document fields required correction?
• Which checklist, sample or contract clause should change next time?

Update the source documents, not only the meeting notes. The next order should start with a better specification, supplier record, inspection plan and logistics brief than the previous one.

Related reading

• Import from China 101 – Chapter 1: Understanding Your Needs
• Import from China 101 – Chapter 8: Signing the Proforma Invoice or Sales Contract and Starting Production
• Import from China 101 – Chapter 16: A Complete Breakdown of Import Costs
• Browse the Mangors knowledge base