Importing from China: the complete journey, from idea to delivered product

Importing is not just placing an order on a website. You buy goods from a distant factory, organize their transport, then declare them to customs in the European Union. You are the responsible importer: product compliance, customs duties, import VAT. Distance and language create the main risk. A doubt not raised upfront becomes a defect discovered at unpacking, when it is too late to negotiate.

The journey remains the same regardless of the product: frame the need, find and verify a supplier, validate a sample, secure the order, monitor production, inspect before shipment, transport and clear customs. Each step reduces a specific risk. This guide covers them in order, with the checkpoints that matter for a first operation.

Everything starts with a written and precise description. Function, dimensions, materials, finishes, packaging, marking: every vague character gives the factory a freedom it will use. In Europe, first identify the applicable obligations. CE marking only concerns certain product families, and the general product safety regulation requires clear information on the product and the seller. These points are decided before the first contact, not after production.

Platforms like Alibaba, 1688 or Made-in-China concentrate tens of thousands of sellers, and the Canton Fair in Guangzhou lets you meet factories in person. Distinguish the factory, which produces, from the trading company, which buys and resells: both have their use, but you must know who you are talking to. Check the Chinese company registration number and the consistency between address, business sector and products offered.

Verification does not stop at documents. A factory that accepts a visit or audit without hesitation gives a first reliable signal. Conversely, a supplier who refuses any control, asks for payment to a personal account or displays a price clearly below market calls for immediate caution. Our sinophone team in Guangzhou carries out these checks on site: register, address, production lines, references of European customers when the factory provides them.

Before any production, require a sample and keep it as reference: it will be the benchmark in case of dispute. The order is formalised on a proforma invoice that details the product, quantities, unit price, payment terms and the Incoterm. A written purchase contract, even simple, adds a useful framework: appended specifications, deadlines, penalties, defect management.

On the payment side, the common practice among Chinese factories is a deposit at order, then the balance before shipment. Absolute rule: always pay to the company's professional account, in the exact name of the company, never to a personal account. Also refuse changes of bank details received by email mid-process: this fraud is widespread in sourcing.

Once the deposit is paid, production starts, often after validation of a pre-series sample. Lead times depend on the product and the factory's workload, and they easily slip: a one-week delay at launch is fully reflected upon arrival. Follow production through dated milestones rather than promises: start of production, halfway, finishing, packaging.

Pre-shipment inspection is the last gate before the goods leave the factory. An inspection according to ISO 2859-1, which defines sampling plans and AQL levels, checks a randomly drawn sample against the list of acceptable defects. The report also covers quantities, packaging and markings. An in-process inspection still allows correction; a too-late inspection only allows refusal.

Three modes cover most flows. Sea freight remains the least costly for volumes, with transit times of several weeks to Europe. Rail China-Europe is faster than sea. Air freight is reserved for urgent or light shipments. The chosen Incoterm determines who organises transport and from when the risk belongs to you: EXW, FOB and DDP are the most common. A freight forwarder handles the conveyance and documents.

Upon arrival, the goods go through a customs regime governed by the Union Customs Code, established by Regulation (EU) No 952/2013. You will need an EORI number, the HS code of the product, which determines duties, and a documented customs value. Import VAT is reclaimed or reverse-charged according to your country's rules. Basic documents: commercial invoice, packing list, transport document.

Sorva is a brokerage and sourcing house active between Europe and China, with a sinophone team in Guangzhou that speaks the language of factories and travels on site. On a first import, we frame the specifications, search and verify suppliers, negotiate prices and terms, monitor production and have the goods inspected before shipment. You move forward with a single point of contact; handling Chinese and factory culture is our job, not yours.

In most cases, you pay no fees: you open a file, we negotiate the goods for you and we take a commission on volume, calculated on the purchases made. Our interest follows yours: a first well-managed file becomes a long-term relationship. Open a file with your product idea: we will tell you frankly if it can be imported, under what conditions and within what timelines.