You found a supplier in China, agreed on a price, and the goods are almost ready. Now you need to get them from the factory to your warehouse, store, or customer. The process is manageable, but it involves several decisions that affect cost, speed, and risk. This guide explains how to arrange shipping and delivery from China to your country in plain terms, so you can ask the right questions and avoid expensive surprises.
First, understand who controls what: Incoterms
Incoterms are standard trade terms that define where your supplier's responsibility ends and yours begins. They are the base of any shipping arrangement. The four you will see most often are:
| Incoterm | Supplier handles | You handle | Best for |
|---|---|---|---|
| EXW (Ex Works) | Making goods available at their factory | Pickup, export customs, main freight, import customs, delivery | Buyers with a strong logistics team in China |
| FOB (Free On Board) | Delivering goods to the port and export customs | Main freight, insurance, import customs, delivery | Most common for sea freight; gives you control over freight |
| CIF (Cost, Insurance, Freight) | Freight and insurance to your destination port | Import customs, port charges, final delivery | Buyers who want a simple port-to-port price |
| DDP (Delivered Duty Paid) | Everything to your door, including duties | Nothing after delivery | Small buyers who want a hands-off door price |
A common mistake is assuming CIF or DDP means the supplier handles everything. CIF usually ends at the destination port, not your address. DDP can be convenient but check that the quoted price includes all duties and taxes. Ask your supplier which Incoterm they are quoting, and confirm exactly what is included.
Choose the right shipping mode
There is no single best way to ship from China. The right choice depends on volume, weight, budget, and how fast you need the goods.
| Mode | Best for | Typical transit time | Cost level | Notes |
|---|---|---|---|---|
| Sea freight FCL (full container) | Large orders, 15+ CBM | 25–40 days port to port | Lowest per CBM | You pay for a whole container; good for bulky goods |
| Sea freight LCL (less than container) | Smaller orders, 2–15 CBM | 30–45 days plus consolidation | Moderate | Goods are grouped with other shipments; watch for destination fees |
| Air freight | High-value, time-sensitive goods | 5–10 days airport to airport | Higher | Good for electronics, samples, urgent replenishment |
| Express courier (DHL, FedEx, UPS) | Samples, small parcels under 100 kg | 3–7 days door to door | Highest per kg | Simple clearance; best for small, light items |
| Rail freight (where available) | Mid-volume to Europe or Central Asia | 15–25 days | Between sea and air | Not available for all destinations |
For many SMEs, LCL sea freight is the first choice for regular orders, while air or express makes sense for samples and urgent stock. If you are shipping a full container, FCL usually costs less per unit and reduces handling damage.
The step-by-step process
Here is the practical sequence for arranging shipping and delivery from China to your country.
1. Confirm the goods are ready and packed for export
Before booking anything, ask your supplier for photos of the finished goods and the export cartons. Check carton dimensions, gross weight, and packing method. Poor packaging is a common reason for damage during sea freight. If the goods are fragile, request extra protection. Also confirm the production completion date, because booking a shipment before the goods are ready leads to storage charges.
2. Decide the Incoterm and clarify responsibilities
Agree with your supplier on the Incoterm before you request freight quotes. If you are new to importing, FOB is often a good balance: the supplier handles export clearance and delivery to the port, and you choose the freight forwarder. This gives you visibility of the main freight cost and avoids hidden markups.
3. Get freight quotes and compare total landed cost
Ask two or three freight forwarders for quotes. Do not compare only the main freight number. Request a full breakdown including:
- Origin charges (pickup, export customs, documentation)
- Main freight
- Destination charges (port fees, customs clearance, delivery)
- Insurance (usually 0.3–0.5% of cargo value)
- Duties and taxes in your country
A low main freight quote can hide high destination charges. Ask for the total cost to your door.
4. Book the shipment and prepare documents
Once you accept a quote, the forwarder books space with the carrier. You will need to send commercial documents to the forwarder. The supplier usually provides the commercial invoice and packing list. Make sure the invoice value is accurate; under-declaring to save duty is risky and can lead to fines or seizure.
5. Handle export customs in China
If you are on FOB or EXW terms, your forwarder or supplier handles export clearance. China customs requires a valid declaration. Most suppliers have an export license or work with an agent. If you are buying from a trading company, they usually handle this. If you are buying from a small factory without export rights, they may need to use an export agent. Clarify this before booking.
6. Clear import customs in your country
Your forwarder or customs broker will handle import clearance. You need to provide the commercial invoice, packing list, bill of lading or air waybill, and any required certificates. Some countries require a certificate of origin for preferential duty rates, or product-specific certificates such as CE, FDA, or SASO. Check your country's import rules before shipping.
7. Arrange final delivery
After customs release, the forwarder arranges delivery to your address. Confirm whether the truck has a liftgate, whether you need inside delivery, and whether there are access restrictions. For sea freight LCL, you may need to pick up from a warehouse or pay for delivery. Ask for the delivery window and tracking details.
Documents you will need
Keep digital and physical copies of these documents:
- Commercial invoice (with accurate value, description, HS code)
- Packing list (carton count, dimensions, weights)
- Bill of lading (sea) or air waybill (air)
- Certificate of origin (if required for duty reduction)
- Inspection certificate (if you arranged a pre-shipment inspection)
- Product certificates (CE, FCC, RoHS, etc., depending on the goods)
- Insurance certificate (if insured)
Missing or inconsistent documents are a leading cause of customs delays. Check that the product description and HS code match across all documents.
Common mistakes that cost time and money
- Choosing the cheapest quote without checking destination fees. Ask for a door-to-door all-in quote.
- Shipping before inspecting the goods. A pre-shipment inspection costs little compared to receiving defective products.
- Ignoring Chinese New Year. Factories close for 2–4 weeks around the holiday, and freight rates spike before and after. Plan at least 6–8 weeks ahead.
- Using the wrong HS code. This can lead to higher duties, fines, or delays. Ask your customs broker to confirm the code.
- Under-declaring value. It may save duty in the short term, but it invalidates insurance and creates legal risk.
- Poor communication with the supplier. Language and time zone gaps cause misunderstandings about packing, labeling, and delivery dates.
Where a local team fits
If you do not speak Chinese, do not have a company in China, and cannot visit the factory, the China side of shipping can feel like a black box. A local concierge team can visit the supplier, check the goods before they are packed, coordinate with the forwarder, and handle the paperwork in Chinese. This does not replace your freight forwarder; it fills the gap between your supplier and your forwarder. For many SMEs, this is the difference between a smooth shipment and a month of email chasing.
A quick checklist before you book
- Supplier confirmed production completion date
- Incoterm agreed and understood
- Two or three freight quotes compared on total cost
- Goods inspected before packing (or inspection booked)
- Commercial invoice and packing list checked for accuracy
- HS code confirmed with your customs broker
- Import duties and taxes estimated
- Delivery address and access requirements confirmed
Final thoughts
Arranging shipping and delivery from China to your country comes down to a few clear decisions: pick the right Incoterm, choose a shipping mode that matches your budget and timeline, compare total landed cost, and keep your documents consistent. The more you prepare before the goods leave the factory, the fewer surprises you will face at the port.
Globesino helps overseas buyers with supplier sourcing, factory audits, pre-shipment inspections, and door-to-door delivery from China. If you want a local team to handle the China side, get in touch.