Once your supplier confirms the order is ready, the shipping plan becomes a chain of decisions. If one link is wrong—Incoterms, freight mode, customs bond, or delivery appointment—the cargo can sit at a port or warehouse while costs climb. Here is a practical way to arrange shipping and delivery from China to the US without guessing.
1. Start with the Incoterm, because it decides who controls what
The Incoterm in your purchase order sets the handover point. It also decides who pays for export clearance, main freight, insurance, US customs, and delivery. Many first-time buyers compare only the product price and later find that the shipping quote did not include the US side.
| Incoterm | What it usually means | What to check |
|---|---|---|
| EXW | You arrange pickup in China, export clearance, freight, and US delivery | The supplier may not load or prepare export documents; your risk starts early |
| FOB | Supplier delivers to the Chinese port and clears export; you pay main freight and the US side | Common for ocean freight; confirm the named port and whether local charges are included |
| CIF | Supplier pays freight and insurance to a US port | You still pay import clearance, port charges, and delivery; insurance cover may be limited |
| DDP | Seller delivers to your door with duties paid | Ask who is the importer of record, which HTS code is used, what duties are included, and who handles customs questions |
For most small and medium buyers, FOB gives useful control. You choose the freight forwarder and customs broker, and you see the actual charges. DDP can be convenient for small shipments, but it is not automatically cheaper or safer. If a supplier offers DDP, ask for a written breakdown of freight, duty, customs bond, and final delivery. Confirm that your company is not left as the importer of record without knowing it.
2. Choose the transport mode by cargo, deadline, and budget
There is no single best mode. A sample order and a full container need different plans.
| Mode | Best for | Typical transit time* | Watch out for |
|---|---|---|---|
| Ocean FCL | 15+ CBM or enough cargo to fill a 20ft or 40ft container | 25–40 days port to port | Port congestion, chassis, drayage, and demurrage |
| Ocean LCL | 1–15 CBM, smaller orders | 30–45 days port to port | Minimum charges and destination fees charged by CBM or weight |
| Air freight | Urgent, high-value goods, often 100–500 kg | 5–10 days airport to airport | Chargeable weight and higher cost per kg |
| Express courier | Samples, spare parts, very small orders | 3–7 days door to door | Size limits, duties, and limited customs support |
*Transit time does not include production, booking delays, customs inspection, or final delivery.
For LCL, compare the total cost with a 20ft container once you pass about 12–15 CBM. Destination charges can make LCL more expensive than expected. For air freight, compare chargeable weight, not just actual weight. For express, confirm whether duties and taxes are included; a low freight rate can still produce a surprise bill at delivery.
3. Use a freight forwarder and ask for a full door-to-door quote
A freight forwarder books space, handles export documents, consolidates cargo, coordinates customs, and arranges delivery. A courier is not a replacement for a forwarder on a commercial shipment.
Give the forwarder complete details: product name, HTS code if known, carton dimensions and weights, number of cartons, pallet count, pickup address in China, destination zip code, cargo ready date, and the Incoterm. Ask for a quote that separates origin charges, main freight, destination charges, customs clearance, duty, bond, and delivery. A low ocean rate with high destination fees is not a low total cost.
Questions to ask before booking:
- What is included and what is paid at destination?
- Who files ISF and customs entry?
- Is a customs bond required, and is it included?
- What is the free time at the port or warehouse?
- What happens if customs inspects the container?
- Is delivery a commercial address, residential address, or Amazon FBA warehouse?
- Are liftgate, appointment, waiting time, and inside delivery included?
4. Prepare customs paperwork before the cargo leaves China
For US imports, the importer of record is responsible for entry and duty. That is usually your US company, and you need an EIN, a customs bond, and a customs broker. Do not assume the supplier or forwarder will handle this correctly just because they say DDP.
Core documents usually include:
- Commercial invoice with seller, buyer, product description, quantity, unit value, total value, and country of origin
- Packing list with carton counts, dimensions, weights, and marks
- Bill of lading for ocean or air waybill for air
- HTS classification and duty rate
- ISF 10+2 filing for ocean shipments, normally 24 hours before loading
- Customs bond and entry filing
- Product certificates or licenses if your category requires them, such as FDA, FCC, CPSC, or USDA
Check the HTS code with your customs broker. A wrong code can change the duty rate and slow clearance. Tariffs and de minimis rules can change, so do not build a margin on an old assumption. Keep the invoice, packing list, and product labeling consistent. If customs asks for a value explanation, a clean paper trail matters.
5. Plan the US delivery before the container arrives
Many shipments are cleared but then wait because no one arranged the final step. Port-to-door delivery may involve terminal pickup, chassis, drayage, a transload warehouse, and a delivery appointment. Amazon FBA deliveries need an appointment and correct labels. Residential deliveries may need a liftgate. A warehouse may charge waiting time if the truck arrives late.
Confirm the delivery address type before you book. Ask who receives the cargo, whether a dock or forklift is available, and whether the truck needs an appointment. For FBA, check the warehouse code, label requirements, and appointment rules. Keep the delivery window realistic; a missed appointment can add storage and re-delivery fees.
6. Budget the full landed cost, not just the freight rate
A shipping quote is only one part of the landed cost. Use a simple table to compare suppliers and forwarders.
| Cost item | When it applies | What to confirm |
|---|---|---|
| Product and packaging | Before shipment | Unit price, carton cost, labeling |
| Origin pickup and export | From factory to Chinese port or airport | Who pays, who handles export declaration |
| Main freight | Ocean or air | Rate, surcharges, free time |
| Insurance | Recommended for most cargo | Cover, deductible, exclusions |
| Duty and tariffs | At US import | HTS code, country of origin, current rate |
| Customs bond and entry | At US import | Annual or single-entry bond |
| Port and destination charges | At US arrival | THC, doc fees, chassis, drayage |
| Final delivery | To warehouse or door | Appointment, liftgate, waiting time |
| Contingency | For delays or inspections | Add 10–15% to your budget |
7. Inspect and pack before the cargo is loaded
If you can, book a pre-shipment inspection before the supplier packs the container. Check quantity, specifications, labels, and carton marks. For fragile or moisture-sensitive products, confirm packaging and pallet strength. Take photos of the loaded container and record the seal number. For LCL, cartons are handled more often, so reinforce edges and use clear marks. Good packing will not fix a bad product, but bad packing can turn a good order into a claim.
8. Common mistakes to avoid
- Choosing the cheapest freight quote without comparing destination charges.
- Accepting DDP without knowing the importer of record or the HTS code.
- Missing the ISF filing for an ocean shipment.
- Using a vague product description on the commercial invoice.
- Forgetting that Amazon FBA needs an appointment and correct labels.
- Assuming the supplier's forwarder will protect your interests.
- Skipping cargo insurance on a high-value shipment.
- Not checking free time, storage, or demurrage rules.
A simple timeline
| Stage | What to do |
|---|---|
| Before production | Agree Incoterm, HTS code, packaging, and inspection plan |
| 2–3 weeks before cargo ready | Request forwarder quotes, book space, prepare documents |
| Cargo ready | Arrange pickup, export clearance, and loading photos |
| Before sailing or flight | File ISF for ocean, confirm entry documents |
| In transit | Review customs entry, arrange bond, book delivery |
| Arrival | Clear customs, pay duty, pick up cargo, deliver to final address |
Final checklist before you pay the balance
- Confirm the Incoterm and named place in writing.
- Get a door-to-door quote with destination charges listed.
- Check the HTS code and current duty rate with a US customs broker.
- Confirm who is the importer of record and who holds the customs bond.
- Book inspection and record container seal details.
- Confirm delivery address type and appointment rules.
- Keep a 10–15% cost buffer for delays, inspections, or accessorials.
If you need a local team to check suppliers, inspect goods, and coordinate freight and delivery under one plan, Globesino can handle the China-side work for you.