How to order direct from China is a crucial skill for businesses looking to cut costs, access a wider range of products, and scale efficiently . Whether you’re a small business, e-commerce seller, or procurement manager, understanding the sourcing process—from finding reliable suppliers and negotiating prices to managing quality control and arranging international shipping—can make or break your success. This complete guide by TJ China Freight Forwarder walks you through each step with practical tips to help you avoid scams, reduce risks, and streamline your importing journey from China.
1.Why Order Direct from China?
By bypassing middlemen, you access factory-direct pricing.
Thousands of factories produce everything from toys to industrial machines.
You can brand your products with OEM/ODM services.
China’s ports, airports, and rail systems are among the most developed.
| Scale your order from dozens to thousands of units with ease. |
China’s vast supplier network means there’s almost always a manufacturer ready to fulfill your business needs—if you know how to navigate the process correctly.
2.Step-by-Step
Step 1: Define Your Product Requirements
Before contacting suppliers, take time to fully outline your product specs. This will save time and ensure accurate quotations.
Key details to define:
- Product dimensions & weight
- Materials or components used
- Color, finish, and texture
- Product standards (e.g., CE, FCC, RoHS)
- Packaging (individual, bulk, gift box, etc.)
- Labeling or branding (private label or white label)
- Target price per unit
- Estimated order quantity (MOQ)
Step 2: Find the Right Supplier
| Source | Pros | Cons |
|---|---|---|
| Alibaba.com | Largest B2B directory; trade assurance | Mixed quality suppliers |
| 1688.com | Extremely low prices | Language barrier (Chinese only) |
| Global Sources | Good for electronics | Less supplier variety |
| Made-in-China.com | Certified suppliers | Fewer categories than Alibaba |
| Sourcing agents | Personalized support and QC | Higher service fees |
| Canton Fair / Trade Shows | Meet suppliers face-to-face | Costly to attend |
Supplier vetting checklist:
- Business license and registration
- Years in operation
- Factory vs. trading company
- Export experience
- Customer reviews and feedback
- Third-party certifications (e.g., ISO, BSCI)
Don’t hesitate to ask for factory videos, customer references, or third-party audit reports.
Step 3: Request a Quotation (RFQ)
Once you have a shortlist of 3–5 suppliers, send a clear Request for Quotation. Include:
- Full product description
- Quantity per order
- Sample requirements
- Shipping destination (for freight cost)
- Payment and lead time expectations
Key criteria to compare quotations:
| Factor | Why it matters |
|---|---|
| Unit price (FOB/EXW) | Helps you estimate landed cost |
| MOQ | Minimum order quantity |
| Production lead time | Impacts delivery schedule |
| Customization options | For branding or spec modifications |
| After-sales service | For warranty and support |
Step 4: Order Samples First
Never skip the sampling phase. It’s your first look at real quality.
What to evaluate:
- Materials, weight, and finishing
- Dimensions and packaging
- Functionality testing
- Branding accuracy
- Quality vs. quotation
Some suppliers may offer free samples; others may charge. If the order goes ahead, ask whether the sample cost can be refunded or deducted from the bulk order.
Step 5: Negotiate Terms and Finalize the Order
Once you’re satisfied with the sample, it’s time to negotiate the final terms with your supplier. Clear communication and written agreements will help prevent misunderstandings and disputes down the line.
Key Points to Negotiate:
- Unit Price: Adjusted based on your final order quantity.
- Production Timeline: Define realistic manufacturing lead time.
- Shipping Method: Choose between sea, air, rail, or express.
- Payment Terms: Common terms include 30% deposit, 70% after inspection.
- Return/Warranty Policy: Agree on terms for handling defects or delays.
Step 6: Select Your Payment Method
| Method | Use Case | Risk Level |
|---|---|---|
| T/T (Bank Transfer) | Standard for bulk orders | Medium (depends on trust) |
| Alibaba Trade Assurance | Safe for Alibaba orders | Low |
| PayPal | For small transactions/samples | Higher fees |
| Letter of Credit (L/C) | For large, complex deals | Low (requires bank approval) |
| Western Union | Fast and simple | High risk; not recommended for new suppliers |
Step 7: Manage Production and Quality Control
Best practices:
- Maintain regular communication
- Ask for photo and video updates
- Conduct in-production inspections for large orders
- Hire a third-party QC firm for final pre-shipment inspection
Recommended inspection agencies:
- QIMA (AsiaInspection)
- SGS
- Bureau Veritas
- TUV Rheinland
Step 8: Arrange Shipping from China
| Method | Cost | Speed | Best For |
|---|---|---|---|
| Air Freight | $$$ | 3–10 days | Urgent or lightweight goods |
| Sea Freight (FCL/LCL) | $$ | 20–40 days | Heavy and bulky goods |
| Rail Freight (China-Europe) | $$ | 14–25 days | Landlocked destinations |
| Courier (DHL/FedEx/UPS) | $$$$ | 3–7 days | Small parcels and samples |
Step 9: Receive and Inspect Your Goods
Upon arrival, inspect the shipment immediately:
- Check quantity and packaging
- Match with the packing list and invoice
- Test product performance or functionality
- Report issues immediately
If defects are found, contact the supplier with evidence and negotiate resolution—credit, replacement, or refund.
3.Common Mistakes to Avoid
| Mistake | How to Avoid It |
|---|---|
| Choosing the cheapest supplier | Vet quality, not just price |
| Skipping sampling | Always test before committing |
| Poor communication | Use clear, written instructions |
| No formal contract | Protect yourself with documentation |
| Ignoring shipping terms | Understand Incoterms and delivery responsibility |
| Not planning for delays | Build in extra time for production and shipping |
Final Thoughts
Mastering how to order direct from China unlocks growth, profitability, and product flexibility. But it’s not just about finding the right price—it’s about building trust, setting clear expectations, and managing every step with precision.
Work with experienced partners, document every agreement, and never compromise on quality assurance. If done right, your direct sourcing journey can be a key driver of long-term success.
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FAQs
Q1:Is it safe to order directly from China as a small business?
Yes, but only after proper supplier verification, sampling, and written agreements. Many suppliers welcome small-volume orders, especially on Alibaba or 1688.
Q2: How much should I order for my first shipment?
Start small to minimize risk. 100–500 units is typical for a test batch, depending on the product.
Q3:What’s the average lead time from China?
Production: 10–30 days
Shipping: 7–45 days depending on method
Q4: What are the hidden costs of ordering direct?
Yes, depending on the situation, your freight forwarder can help reroute via alternate ports or transport modes.
Q5: Do I need a sourcing agent?
Not necessarily. If you have time to manage suppliers yourself, you can go direct. But agents are helpful for complex or high-volume sourcing.