01
Getting Started
Most China sourcing projects follow the same six milestones. Understanding the flow upfront keeps your timeline and budget realistic.
- Define your product & specsMaterials, dimensions, quantity, target price and any required certifications.
- Find & shortlist suppliersSearch by industry and company type, then compare capability, location and reviews.
- Send RFQs & negotiateAsk for a quotation, confirm MOQ, lead time and payment terms.
- Order samplesValidate quality and functionality before committing to a bulk order.
- Place the order & pay depositAgree the contract and typical 30% deposit / 70% balance structure.
- Inspect, ship & receiveArrange QC, then sea, air or express freight with the right documents.
02
Finding Suppliers
Choose the right kind of partner. The best option depends on your order size, product complexity and how much you want to manage yourself.
Factory
Direct factory
- Lower unit cost on simple, high-volume products
- Direct control over production and quality
- Best for mature products with clear specs
Trading Co.
Trading company
- Handles sourcing across multiple factories
- Stronger on small MOQ and mixed SKUs
- Adds service layer for documentation and logistics
Look for the Verified badge. Profiles marked Verified have had licenses, certificates and audit information screened.
03
Inquiries & Communication
A clear RFQ gets faster, more accurate quotes. Include these details from the first message.
- Product name, photos or reference links
- Specifications — materials, size, finish, certifications
- Target quantity and MOQ flexibility
- Target price or budget range
- Delivery destination and required lead time
- Incoterm preference (e.g. FOB, CIF) and payment terms
Pro tip: send the same RFQ to 3–5 shortlisted suppliers so quotes are comparable, then shortlist on response quality — not just price.
04
Samples & Prototyping
Never skip the sample stage for custom or branded products. It protects you before a large payment.
- Expect to pay for the sample plus courier shipping
- Sample fees are often refunded against the bulk order
- Typical sample lead time: 5–15 days depending on complexity
- Approve the sample in writing before production begins
05
Pricing & Payment Terms
Understand Incoterms so you know exactly what the price includes — and who pays for freight, insurance and customs.
EXWEx Works — buyer collects from the factory and covers everything else.
FOBFree On Board — seller delivers to the port; buyer handles sea freight and beyond.
CIFCost, Insurance & Freight — seller pays freight and insurance to destination port.
DDPDelivered Duty Paid — seller handles everything, including import duties.
Common payment structures
- T/T (bank transfer) — most common, often 30% deposit / 70% before shipment
- L/C (letter of credit) — bank-guaranteed, used for larger orders
- Escrow / trade assurance — adds buyer protection on platforms that offer it
06
Quality & Inspection
Agree inspection points before production and confirm the acceptance standard in writing.
- Pre-production — confirm raw materials and setup
- During production — catch defects early on a partial run
- Pre-shipment — final random sampling before the container ships
Third-party QC (such as SGS, BV or Intertek) is worth the cost on high-value orders — they inspect on your behalf and issue a report.
07
Shipping & Customs
Match the shipping method to your order size and urgency.
Sea freightCheapest per unit for large or heavy orders. 20–45 days typical.
Air freightFaster (3–7 days) and better for high-value or time-sensitive goods.
ExpressDoor-to-door courier, ideal for samples and small parcels.
Documents you may need: commercial invoice, packing list, bill of lading, certificate of origin and any product-specific certificates.
08
Risk & Safety
A few simple habits protect your money and your brand.
- Verify the supplier's business license and trading record
- Pay through traceable channels — never personal accounts
- Use a written contract with specs, price, lead time and penalties
- Protect your IP with clear ownership and confidentiality terms
- Keep all communications and approvals in writing
09
Glossary
Key terms you'll see throughout the sourcing journey.
MOQMinimum Order Quantity — the smallest order a supplier accepts.
OEMOriginal Equipment Manufacturer — makes products under your brand.
ODMOriginal Design Manufacturer — supplier designs and manufactures for you.
Lead timeTime from order confirmation to finished goods.
QCQuality Control — inspection against agreed standards.
RFQRequest for Quotation — your initial sourcing inquiry.
IncotermsStandard trade terms defining buyer/seller cost responsibility.
B/LBill of Lading — the shipping document proving ownership of goods.
10
FAQ
Sample fees vary by product. Many suppliers charge the sample cost plus courier shipping, and refund the sample fee once you place a bulk order. Always confirm this in writing.
It depends heavily on the industry — from a few dozen units for simple goods to thousands for custom electronics. Trading companies often accept smaller MOQs than factories.
Yes, a 30% deposit is standard. The key is to pay only verified suppliers through traceable business accounts, and to use a written contract before sending any money.
Express takes 3–7 days, air freight 3–7 days, and sea freight typically 20–45 days depending on the route and port congestion.