How to Import from China to the USA Step by Step
Importing from China can feel like a maze when you don't speak the language, don't know the suppliers, and aren't sure which regulations apply. The good news: the process is learnable. This guide walks through each step, from product research to delivery, with the details that first-time buyers usually miss.
Step 1: Pin down your product and U.S. compliance rules
Before you contact a single supplier, know exactly what you're buying and which rules apply. A product that sells freely in China may need testing, labeling, or certification in the U.S.
- Write a clear product spec: materials, dimensions, weight, color, packaging, and performance requirements.
- Identify the HTS (Harmonized Tariff Schedule) code. This determines your duty rate and whether additional tariffs apply.
- Check compliance: FDA for food contact and cosmetics, FCC for electronics, CPSC for children's products, USDA for agricultural goods, and EPA for certain chemicals.
- Confirm labeling rules: country of origin, warning labels, and English instructions.
A customs broker or a sourcing agent can help you classify the product correctly. Getting the HTS code wrong can lead to unexpected duties or delays.
Step 2: Find suppliers and filter out the bad ones
You have several sourcing channels:
- B2B platforms like Alibaba, Global Sources, and Made-in-China.
- Trade shows such as Canton Fair.
- Industry-specific directories.
- A local sourcing agent who already knows reliable factories.
When you shortlist suppliers, look for red flags:
- They push you to pay outside the platform.
- They can't provide a business license or export history.
- Their prices are far below the market average.
- They avoid video calls or factory photos.
- They quote vague lead times.
Ask each supplier for their business license, main products, production capacity, and recent export records. A quick video call can reveal whether they are a trading company or a real factory.
Step 3: Request quotes and samples
Send a detailed RFQ (request for quotation) to 5–10 suppliers. Include your specs, target quantity, packaging requirements, and preferred Incoterm. Compare not just price but also lead time, payment terms, and communication quality.
Most suppliers charge for samples, and you should expect to pay. A free sample often means the supplier is cutting corners somewhere. Test the sample against your spec. If possible, order from two suppliers and compare.
| Quote item | What to check |
|---|---|
| Unit price | Does it include packaging? |
| MOQ | Can you negotiate for a trial order? |
| Lead time | Is it realistic? |
| Payment terms | 30/70 is common; avoid 100% upfront |
| Incoterm | EXW, FOB, or CIF? |
Step 4: Audit the factory before you commit
A factory audit is your best protection against paying a deposit to a company that doesn't exist or can't deliver. If you can't visit China, hire a third-party inspection company or a local team to visit the factory.
During an audit, check:
- Business license and factory registration.
- Production lines and equipment.
- Quality control process.
- Worker conditions and safety.
- Capacity to handle your order size.
- References from other buyers.
An audit costs a few hundred dollars. A bad supplier can cost you thousands.
Step 5: Place the order and manage production
Once you choose a supplier, issue a purchase order (PO) with clear terms: product spec, quantity, price, delivery date, payment schedule, and penalties for late delivery or quality failures.
A typical payment structure is 30% deposit and 70% before shipment. Never pay the full amount upfront. Ask for production updates with photos or videos at key stages. If the supplier misses a milestone, address it immediately.
Step 6: Inspect goods before shipment
A pre-shipment inspection happens after production is finished but before the goods leave the factory. It catches defects while there is still time to fix them.
Use AQL (Acceptable Quality Limit) sampling. A standard inspection checks:
- Quantity and packaging.
- Product function and safety.
- Appearance and workmanship.
- Labeling and barcodes.
- Carton drop test.
Don't skip this step. Fixing a problem in China is far cheaper than dealing with returns in the U.S.
Step 7: Arrange shipping and logistics
You need a freight forwarder to move goods from the factory to your door. Compare quotes for sea freight (LCL or FCL), air freight, and express courier.
Shipping modes at a glance:
| Mode | Best for | Transit time |
|---|---|---|
| Sea LCL | Small volumes (1–15 CBM) | 25–35 days |
| Sea FCL | Large volumes (15+ CBM) | 20–30 days |
| Air freight | Urgent, high-value goods | 5–10 days |
| Express | Samples, small parcels | 3–7 days |
Understand Incoterms. EXW means you handle everything from the factory. FOB means the supplier delivers to the port. CIF means the supplier pays freight and insurance to your port. DDP means the supplier handles everything, including duties—convenient but often more expensive.
Prepare documents: commercial invoice, packing list, bill of lading, and certificate of origin if applicable.
Step 8: Clear customs and pay duties
Hire a licensed customs broker to file your entry. You'll need your HTS code, commercial invoice, packing list, and bill of lading. Duties and taxes depend on the product and the country of origin. Section 301 tariffs may apply to Chinese goods, so check the current list.
Keep records of every shipment. If customs asks questions, having clear documentation speeds up the process.
Step 9: Receive, check, and plan after-sales
Inspect the goods when they arrive. Compare against the inspection report and your sample. Report any issues to the supplier with photos and a clear description. A good supplier will work with you on a solution, whether that's a credit, replacement, or discount.
Common mistakes to avoid
| Mistake | What to do instead |
|---|---|
| Skipping compliance checks | Confirm HTS code and certifications before ordering |
| Paying 100% upfront | Use 30/70 terms or a letter of credit |
| Choosing the cheapest supplier | Compare quality, communication, and reviews |
| No pre-shipment inspection | Book an inspection before the goods leave |
| Ignoring Incoterms | Agree on terms in writing before shipping |
Importing from China is a series of small decisions. Get the early steps right—product spec, supplier vetting, and inspection—and the rest becomes much easier. If you need a local team to handle supplier vetting, factory audits, inspections, and shipping, Globesino can act as your eyes and ears in China.