1. Define the product specification
Write a product brief before searching suppliers. Include the product use, target market, material, dimensions, performance, appearance, packaging, labels, quantity, target price range and required compliance evidence.
Use measurable language. “High quality” cannot be inspected; “304 stainless steel body, 500 ml capacity and leak test passed” can. Separate mandatory requirements from preferences so suppliers understand where alternatives are allowed.
2. Identify the likely sourcing channel
Alibaba may suit export-ready communication, 1688 may expose domestic wholesale options, Yiwu may suit mixed small commodities, trade fairs may help category discovery and sourcing agents may help with local coordination.
Choose based on order size, customization, language, payment, export support and buyer experience. The China Sourcing Toolbox groups platforms and support by workflow.
3. Find Chinese product keywords
For 1688 and Chinese search, translate the core product, material and feature into simplified Chinese. Test short phrases with supplier words such as 批发, 厂家 and 定制.
Use the 1688 Chinese Keyword Generator and read how to search 1688 in English before relying on direct English translations.
4. Research industrial belts
Industrial-belt research helps you understand where relevant manufacturing processes, wholesale markets and supply-chain services are concentrated. It can improve search terms and sourcing-route planning.
Search the Product Origin Finder and browse China Industrial Belts. Treat city information as a starting point and verify the supplier's actual address and production capability.
5. Find and shortlist suppliers
Build a shortlist rather than contacting only one seller. Record the legal company name, platform link, contact, product fit, MOQ, price range, lead time, export experience and communication quality.
Include factories and transparent trading companies when appropriate. A useful shortlist gives you alternatives if samples, terms or verification fail.
6. Send a clear RFQ
Send the same requirements to each supplier so the answers are comparable. Ask for unit price by quantity, MOQ, sample cost, tooling, packaging, lead time, Incoterm, payment terms, inspection acceptance and relevant test information.
Create a structured message with the RFQ Email Generator. Ask suppliers to identify assumptions or unavailable requirements rather than silently substituting materials.
7. Compare supplier quotations
Normalize currencies, quantities, product specifications, packaging and Incoterms before comparing price. A low EXW quote and a higher FOB quote do not represent the same cost scope.
Use the Landed Cost & Quote Normalizer to compare product value, origin charges, freight, duty, tax and destination costs. Keep unanswered costs visible rather than treating blanks as zero.
8. Order and evaluate samples
Approve a sample against the written specification. Record photos, measurements, test results, packaging and any accepted deviations. For private-label products, confirm logo, color and artwork before production.
Ask whether the sample uses normal production materials and processes. A handmade sample can look better than mass production, while an existing stock sample may not represent your customization.
9. Verify the supplier
Confirm the Chinese legal name, business licence information, contracting entity, receiving account, product experience and willingness to accept inspection. Review mismatches before paying.
Use the Supplier Risk Checker and follow the detailed guide on checking a Chinese supplier before paying. Verification reduces risk but does not guarantee future performance.
10. Confirm the PI and payment terms
The proforma invoice should identify the parties, product, specification, quantity, price, total, Incoterm, lead time, packaging, payment schedule and bank account. Attach or reference the approved specification.
Use staged payment where practical. Define what evidence is required before the final balance, such as a passed inspection report and corrected packing list. Independently verify bank-account changes.
11. Approve packaging and production details
Confirm production sample, artwork, color standard, carton marks, unit packaging, master-carton strength, barcode location and instruction language before mass production.
Set approval deadlines and change-control rules. Late changes can affect price, lead time, tooling and compliance. Keep approvals in a shared order record rather than scattered chat messages.
12. Plan quality inspection
Define what will be checked, the sample plan, defect categories, measurements, functional tests, packaging and required photos. Schedule pre-shipment inspection when production is complete and most goods are packed, but before final payment or shipment release.
Use the Pre-Shipment Inspection Checklist and consider an independent inspection company for first, customized or high-value orders.
13. Prepare shipping information
Collect the pickup address, carton count, carton dimensions, gross and net weight, total CBM, product description, customs value, HS-code candidates and sensitive-cargo details.
Confirm battery, liquid, powder, magnet, wood and branded-goods information before quoting. Incorrect cargo information can invalidate a quote or cause delays.
14. Compare freight options
Send the same cargo and destination brief to several providers. Compare pickup, origin charges, main freight, destination clearance, duty/tax scope, final delivery, insurance, transit time and exclusions.
Calculate volume with the CBM Calculator, compare responsibilities with the Incoterms Checker and generate a complete request with the Freight Quote Brief Generator.
15. Check customs, tariffs and compliance
Identify the likely HS classification, import duty, tax, labeling, safety, certification and documentation requirements for the destination market. Confirm which party provides each document.
Use the Resources hub for customs and compliance references, but obtain qualified advice for regulated products. A supplier's previous export does not prove your exact product complies.
16. Confirm documents before shipment
Check the commercial invoice, packing list, bill of lading or airway bill instructions, certificate of origin if relevant, test documents, insurance and any destination-specific paperwork.
Names, addresses, quantities, weights, values and product descriptions should be consistent. Resolve document errors before the goods arrive at customs.
17. Keep records for repeat orders
Store the approved specification, supplier identity, quotation, PI, sample record, artwork, production updates, inspection report, packing list, freight quote and delivery issues in one order folder.
For repeat orders, record every change and compare quality against the approved reference. Good records reduce dependence on individual contacts and make supplier performance easier to review.
18. Copy-ready China sourcing checklist
Use this compact checklist as an order-stage reminder. The copy button below keeps the text in your browser clipboard; it does not create an account or save a cloud project.
Copy-ready workflow
Copy China Sourcing Checklist
- Write a measurable product specification and target quantity.
- Choose the sourcing channel: Alibaba, 1688, Yiwu, trade fair or agent.
- Generate Chinese product keywords and research industrial belts.
- Shortlist several suppliers and record their legal names.
- Send the same structured RFQ to every shortlisted supplier.
- Compare price, MOQ, lead time, payment, Incoterm and inspection support.
- Order samples and record the approved reference.
- Verify the supplier identity and payment beneficiary.
- Confirm the PI, specification, packaging and payment release conditions.
- Approve artwork and production details before mass production.
- Arrange inspection before final payment when appropriate.
- Collect carton dimensions, weight, CBM and sensitive-cargo information.
- Compare itemized freight quotes and Incoterm responsibilities.
- Check HS classification, duty, tax, compliance and labeling requirements.
- Confirm invoice, packing list and transport documents before shipment.
- Store order records and performance notes for repeat orders.
19. Know when to get independent support
Consider local support when you cannot communicate with sellers, need 1688 payment and consolidation, require inspection, face complex shipping or are visiting Yiwu or Canton Fair. Use the Service Need Finder and explore Sourcing Services.
Before hiring, confirm scope, fees, independence, reporting, payment flow and responsibility. A service provider should make the process more transparent.
FAQ
What is the first step when sourcing from China?
Define the product specification, target market, quantity, packaging and compliance needs before searching suppliers or asking for prices.
How many suppliers should a first-time buyer contact?
Contact enough relevant suppliers to compare terms and communication. A shortlist of several serious candidates is more useful than dozens of generic messages.
Should I choose the lowest quotation?
No. Compare equivalent specifications, MOQ, lead time, payment, inspection, packaging and landed logistics cost.
When should I inspect the goods?
For most pre-shipment inspections, production should be complete and most goods packed, but the final balance and shipment release should still be under buyer control.
Do I need a sourcing agent?
Not always. Agents may help with 1688 purchasing, local communication, mixed suppliers and production follow-up. Verify fees, transparency and responsibilities before hiring.
This checklist provides general sourcing guidance. Product rules, taxes, customs procedures and contract requirements vary by market and transaction. Verify important decisions independently.