China Sourcing Checklist: 30 Steps from Idea to Delivery

TL;DR: Sourcing from China involves 30 key steps across 6 phases: Research, Supplier Selection, Sampling, Production, Quality Control, and Shipping. Use this checklist to ensure you don't miss any critical steps.

Phase 1: Research & Planning (Steps 1–5)

1. Define product specifications (materials, dimensions, features, tolerances)
2. Research HS code and import duty rate for your target market
3. Calculate full landed cost (product + freight + duty + fees)
4. Determine certification requirements (CE, FCC, UL, CPSIA, etc.)
5. Set budget, timeline, and target quantity tiers

Phase 2: Supplier Selection (Steps 6–12)

6. Send RFQ to 5–10 potential suppliers
7. Compare quotes on unit price, MOQ, lead time, and payment terms
8. Verify supplier credentials (business license, export license)
9. Check if supplier is a factory or trading company
10. Request and check references from existing clients
11. Sign NNN agreement before sharing detailed designs
12. Select 2–3 finalists for sampling

Phase 3: Sampling (Steps 13–17)

13. Request samples from finalist suppliers
14. Test samples for function, quality, and compliance
15. Compare samples against your specifications
16. Request modifications if needed (iterative sampling)
17. Approve final sample and create a sealed reference sample

Phase 4: Production (Steps 18–22)

18. Negotiate final pricing and payment terms
19. Sign production contract with penalty clauses
20. Pay deposit (typically 30%)
21. Monitor production progress with regular updates
22. Conduct during-production inspection (DUPRO) at 20–40% completion

Phase 5: Quality Control (Steps 23–26)

23. Conduct pre-shipment inspection (PSI) using AQL sampling
24. Compare production units against approved reference sample
25. Test packaging integrity and labeling accuracy
26. Approve shipment or request rework for failed units

Phase 6: Shipping & Delivery (Steps 27–30)

27. Pay balance (70%) after passing pre-shipment inspection
28. Coordinate shipping (FCL/LCL/air) with freight forwarder
29. Prepare customs documentation (commercial invoice, packing list, B/L)
30. Clear customs, pay duties, and receive delivery at your warehouse

Pro Tips

• Keep a sealed reference sample at your location and at the factory
• Document everything in writing (email/WeChat) — verbal agreements are hard to enforce
• Build a long-term relationship with 2–3 reliable suppliers rather than constantly switching
• Use a sourcing agent for your first order — the learning curve is steep and mistakes are expensive