Importing products from China can be extremely cost-effective, but the logistics involved can seem overwhelming, especially for those new to international trade. A successful shipment goes far beyond simply hiring a carrier; It requires careful planning, knowledge of regulations, and attention to numerous critical details.
This article breaks down the logistics process into three main phases: before, during, and after shipping, providing a clear roadmap for efficiently managing the supply chain from China to your warehouse.
BEFORE SHIPMENT
1. Selecting the Right Method of Transportation
Before starting any production, you need to determine how the products will arrive at their destination:
- Sea freight: The most economical for large volumes, but also the slowest (30-60 days). Options include:
- FCL (Full Container Load)
- LCL (Less than Container Load) - shared space in container
- Air freight: Significantly faster (3-10 days), but also more expensive. Ideal for:
- High-value, low-weight/volume products
- Express shipments
- First samples or small batches
- Rail (for China-Europe routes): An intermediate option in time and cost.
- Express courier (DHL, FedEx, etc.): For samples or very small shipments.
The choice should be based on a careful analysis of urgency, budget, volume, and nature of the product.
2. Verification of import requirements
Before confirming any order, do your research and understand:
- Duties applicable to the product in your country
- Additional taxes (VAT, IGV, etc.)
- Specific labelling requirements
- Required certifications (CE, FCC, FDA, etc.)
- Restrictions or prohibitions for certain products
- Rules of Origin and Related Documentation
Not taking on these costs in initial planning can completely wipe out your profit margin.
3. Negotiation of commercial terms (Incoterms)
Incoterms define who assumes responsibility, risk, and costs at each stage of shipping:
- EXW (Ex Works): Maximum Responsibility for the Buyer
- FOB (Free On Board): The seller delivers to the port of origin
- CIF (Cost, Insurance, Freight): The seller covers costs up to the port of destination
- DDP (Delivered Duty Paid): Maximum responsibility for the seller
For new importers, FOB is often the ideal balance point between control and convenience.
4. Hiring a Freight Forwarder
A good freight forwarder is invaluable for:
- Manage complex documentation
- Coordinate Across Multiple Parties
- Offer solutions to reduce costs
- Solve problems when they arise
- Manage customs clearance
Research options that have specific experience in the China-your country route and in your type of product.
5. Cargo insurance
Never underestimate the importance of insurance, which typically costs only 0.3-0.5% of the insured value. Make sure the policy covers:
- Total Loss
- Damage from water, tampering, or weather conditions
- Theft or partial loss
- Critical delays (optional but recommended)
6. Pre-shipment inspection
As we mentioned in previous articles, a final inspection (FRI) before shipment is crucial to verify:
- Product quality according to specifications
- Correct amounts
- Packaging suitable for international transport
- Compliance with labeling requirements
DURING SHIPPING 
1. Critical documentation
Be sure to obtain and verify all of these documents:
- Commercial invoice: Details products, prices, buyer and seller
- Packing list: Lists contents, quantities, dimensions, and weight
- Bill of Lading:
- Bill of Lading (B/L) for Ocean Shipments
- Airway Bill for Air Shipments
- Certificate of Origin: Documents where the products were made
- Specific certificates: Depending on the type of product (conformity, analysis, etc.)
Meticulously review each document to avoid costly delays at customs.
2. Shipment tracking
Implement a system to monitor the progress of your shipment:
- Set up automated alerts with your freight forwarder
- Use online tracking platforms
- Maintain regular communication with all parties involved
- Document each completed stage
- Establish protocols for immediate problem notification
For time- or temperature-sensitive products, consider GPS tracking devices and environmental condition monitors.
3. Preparing for arrival
While the goods are in transit, prepare:
- Adequate storage space
- Staff for reception and verification
- Funds to pay duties and taxes
- Transportation from the port/airport to your warehouse
- Action plan to manage damaged or missing products
4. Delay and contingency management
Delays are common in international transportation. Be prepared with:
- Buffer inventory for critical products
- Proactive communication with customers about potential delays
- Alternative plans for urgent shipments if needed
- Knowledge of your rights in the event of significant delays
AFTER SHIPMENT
1. Customs clearance
This phase can be complex, so it is advisable to work with an experienced customs broker who:
- Correctly submit the required documentation
- Calculate and manage the payment of duties and taxes
- Respond quickly to any inquiries from authorities
- Facilitate physical inspections if necessary
- Resolve Tariff Classification Discrepancies
Many customs problems result from incorrect or incomplete documentation prepared weeks in advance at origin.
2. Reception inspection
Upon receipt of the goods:
- Verify that the number of packages matches the documentation
- Visually inspect the outer packaging for damage
- Document any anomalies with photos before signing the receipt
- Perform a detailed count and inspection as soon as possible
- Compare the contents with the packing list and the original order
If you find discrepancies, immediately notify:
- The carrier (for damage in transit)
- Your supplier (for quantity or quality issues)
- Your insurer (for claims)
3. Inventory Management
It establishes an efficient system to:
- Record all products received in your system
- Store products properly
- Implement a FIFO (first-in, first-out) system
- Monitor inventory levels for future orders
- Analyze defect rates for continuous improvement
4. Evaluation and continuous improvement
After each submission, perform a full assessment:
- Was the method of transport selected optimal?
- Did the packaging adequately protect the product?
- Could logistics costs be reduced in future imports?
- Were there any surprises in tariffs or taxes?
- Did the freight forwarder meet expectations?
Document lessons learned to optimize future shipments.
5. Record Keeping
Keep all import documentation for at least:
- 5 years for general tax purposes (varies by country)
- Longer term for regulated or certified products
- Full warranty period plus additional margin
Organized documentation is essential for:
- Tax audits
- Warranty Claims
- Disputes with suppliers or carriers
- Compliance
Special considerations
Sensitive or regulated products
For categories such as food, cosmetics, medical devices, or electronics:
- Research specific requirements well before importation
- Consider pre-shipment inspections and lab testing
- Work with experienced logistics specialists in those sectors
- Prepare for possible inspections at destination
- Maintain more thorough documentation
Strategies to reduce costs
- Consolidation: Combine multiple small orders into a single shipment
- Volume trading: Commit annual volumes for better rates
- Packaging Optimization: Minimizes wasted space
- Analysis of alternative routes: Less congested ports or airports
- Advance planning: Avoid costly urgent shipments
Conclusion
Import logistics from China is a complex but manageable process with proper planning. Success lies in meticulous attention to detail, accurate documentation, and the selection of reliable logistics partners.
Each phase of the process presents its own challenges, but also opportunities to optimize costs and improve efficiency. By establishing a robust logistics system, you will not only avoid costly mistakes, but you will also build a sustainable competitive advantage for your importing business.
Are you facing specific challenges in your supply chain from China? Do you have any questions about a particular aspect of the logistics process? Leave us your comments or contact our specialists for a personalized consultation.