First-time importer checklist: 12 steps before your goods leave China
Getting started · Updated
Importing from China for the first time involves a lot of moving parts that do not obviously connect to each other. Customs requirements, shipping terms, product compliance, supplier payment -- they all interact, and a mistake in one area often shows up as a problem somewhere else entirely.
This checklist covers the 12 things you should confirm before your goods leave China. It is not exhaustive, but it addresses the issues that most commonly cause delays, unexpected costs, or failed shipments for first-time importers.
Key takeaways
- --Verify your supplier, check product compliance, and look up your duty rate before placing the order -- not after.
- --DDP is simpler for a first shipment; FOB gives more control and lower costs once you have a trusted forwarder.
- --The commercial invoice is the most important document -- tell your supplier exactly what to include and review it before the goods are packed.
- --For ocean freight, the ISF must be filed 24 hours before the vessel departs China. Missing it triggers a $5,000 CBP penalty.
- --Have duty payment ready before the goods arrive -- CBP will not release the cargo until duties are paid in full.
Before you place the order
The time to solve most import problems is before the order is confirmed, not after the goods are packed.
- Step 1 -- Verify your supplier. Request a copy of their business license and verify it matches the company name on your contract. Check whether they have exported to the US before. A supplier with zero US export history creates more risk for document errors.
- Step 2 -- Confirm product compliance. Check whether your product requires a US certification, registration, or testing before it can be sold or used. FDA-regulated products (food, supplements, cosmetics, medical devices) require importer registration. CPSC-regulated products (children's goods, electronics, furniture) may require third-party safety testing. Importing non-compliant goods does not exempt you from penalties.
- Step 3 -- Look up your HS code and duty rate. Use the USITC tariff database to find the 10-digit Harmonized Tariff Schedule code for your product. This tells you the base duty rate. For goods made in China, check whether Section 301 tariffs also apply -- they add 7.5% to 145% depending on the product category.
- Step 4 -- Choose your Incoterms. DDP (Delivered Duty Paid) means the supplier or freight forwarder handles everything including customs clearance and duty payment. FOB (Free On Board) means you take responsibility from the port of loading. FOB usually gives you more control and lower total costs if you work with a trusted forwarder, but DDP is simpler for a first shipment.
When you confirm the order
Once the order is confirmed, the key tasks are setting up logistics and verifying the supplier has your shipping details right.
- Step 5 -- Book your freight forwarder. Get quotes from at least two forwarders for both air and sea before committing. Confirm whether the quote includes customs clearance, customs bond, and destination delivery, or whether those are billed separately.
- Step 6 -- Confirm the commercial invoice requirements with your supplier. Tell your supplier exactly what to include on the commercial invoice: your full legal name and US address as the buyer, a specific product description (not 'parts' or 'merchandise'), the actual transaction value, currency, country of origin (China), and the Incoterms. Ask for a draft invoice before the goods are packed.
- Step 7 -- Arrange the customs bond if needed. Any commercial import valued at $2,500 or more requires a CBP customs bond. If you are shipping DDP, confirm in writing that the bond is included. If you are shipping FOB or EXW, confirm that your customs broker will obtain the bond before the goods arrive.
Before the goods leave China
This is your last clear opportunity to catch problems before the shipment is in transit and options are limited.
- Step 8 -- Review all shipping documents before departure. Check the commercial invoice, packing list, and any required certificates. Quantities on the invoice and packing list must match. The buyer name and address must be correct. If anything looks wrong, ask your supplier to correct it before the goods are loaded.
- Step 9 -- Request tracking details and shipment reference numbers. For ocean freight you will receive a bill of lading number. For air freight you will receive an airway bill number. Your forwarder should provide these as soon as the booking is confirmed.
- Step 10 -- Confirm your ISF (Importer Security Filing) is submitted. For ocean freight to the US, the ISF (also called 10+2) must be filed at least 24 hours before the vessel departs China. If you are shipping FOB or EXW, confirm your customs broker has submitted it. Failure to file results in a $5,000 CBP penalty per violation.
While the goods are in transit
Once the shipment is moving there is not much to do except monitor and prepare.
- Step 11 -- Track your shipment and monitor the estimated arrival date. Notify your customs broker of the arrival date as early as possible so they can prepare the entry. For ocean freight, the formal entry can be filed up to 5 days before the vessel arrives.
- Step 12 -- Confirm duties and fees are ready to pay. Your customs broker will tell you the total amount owed (duties, CBP fees, and any applicable penalties) before the cargo is released. Have payment ready. CBP will not release the goods until duties are paid in full.
FAQ
Do I need a customs broker for my first China import?
For any commercial shipment valued at $2,500 or more, you need a licensed customs broker to file the import entry with CBP. If you ship DDP, your freight forwarder typically includes brokerage. If you ship FOB or EXW, you hire the broker separately. Either way, someone licensed must file the entry.
What is an ISF and do I need to file it?
ISF (Importer Security Filing) is a US Customs requirement for ocean freight shipments. It must be filed at least 24 hours before the vessel departs the foreign port. Your customs broker files it on your behalf. Failure to file results in a $5,000 penalty per violation. Air freight does not require an ISF.
How do I find out if my product needs a certification before importing?
Start with the government agency that regulates your product category. FDA covers food, supplements, cosmetics, and medical devices. CPSC covers consumer products with safety standards. EPA covers certain chemicals and outdoor equipment. Check those agency websites for importer registration and testing requirements before placing your first order.
What Incoterms should I use for my first shipment?
DDP is simpler for first-time importers because the supplier or forwarder handles everything including customs clearance and duty payment. The tradeoff is less control over logistics costs and customs accuracy. FOB gives you more control and is typically more cost-effective once you have a trusted forwarder, but adds steps you manage yourself.
How early should I book a freight forwarder?
For ocean freight, book at least 3 to 4 weeks before your planned ship date, and earlier if you are importing during peak season (August to October). For air freight, 1 to 2 weeks is usually enough. Booking late limits your carrier options and increases rates.
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