China remains the world’s manufacturing and export hub, offering cost-effective solutions for e-commerce sellers, traders, and procurement managers. However, sourcing from China can be complex for beginners. This guide provides a complete step-by-step process to help you source products efficiently and safely.

Step 1: Define Your Sourcing Needs

✅ Product Specifications: Size, material, function, certifications (e.g., CE, FDA)

✅ Order Quantity: Small trial order (MOQ) or bulk purchase?

✅ Target Price: Budget range and cost structure

✅ Shipping Method: Air (fast but expensive) or sea freight (slow but cheap)

✅ Supplier Type: Factory (lower cost) vs. trading company (better service)

Step 2: Find Reliable Suppliers

1. Search on B2B Platforms

l Alibaba.com: The largest global B2B platform for factories and wholesalers

l 1688.com (Alibaba’s domestic site): Lower prices but requires a local agent

l Global Sources: Focuses on electronics and gifts

l Made-in-China.com: Ideal for industrial machinery and raw materials

Tips for Screening Suppliers:

✔ Check business history, certifications (e.g., ISO 9001)

✔ Prioritize "Gold Suppliers" or "Verified Suppliers"

✔ Read customer reviews and contact past buyer

2. Attend Trade Shows (Offline Factory Visits)

l Canton Fair: The world’s largest trade fair, covering all categories

l ECF Fair: Focuses on consumer goods and light industry

l Industry-specific exhibitions (e.g., electronics, building materials)

Advantages: Direct factory visits, face-to-face negotiations, and sample collection

3. Hire a Sourcing Agent

If you’re unfamiliar with the Chinese market, consider a professional sourcing agent to:

l Inspect factories, negotiate, conduct QC, and arrange logistics

l Reduce risks, especially for small and medium buyers

Step 3: Evaluate and Shortlist Suppliers

After contacting multiple suppliers, conduct strict screening:

1. Request Quotes and Samples

-Ask for a detailed quotation (including FOB price, MOQ, payment terms)
-Get samples first to verify quality

2. Factory Audit (Online/Offline)
-On-site audit: Inspect production lines and quality control
-Virtual audit: Video call or hire a third-party inspector (e.g., SGS)

3. Verify Credentials
-Business license (check via Tianyancha/Qichacha)
-Export experience: Do they have a track record?
-Customer references: Can they provide past client examples?

Step 4: Negotiate & Sign the Contract

1. Price Negotiation Tips

l Bulk discounts: Commit to long-term cooperation for lower MOQ

l Compare multiple quotes: Leverage competition for better pricing

l Flexible payment terms: E.g., 30% deposit + 70% upon shipment

2. Sign a Formal Purchase Agreement

Key contract clauses:

✔ Product specifications, quality standards (attach photos/samples)

✔ Delivery timeline, inspection terms

✔ Payment method (T/T, L/C, Alipay, etc.)

✔ Penalty clauses (for delays or quality issues)

Recommendation: Have a lawyer review the contract to avoid disputes

Step 5: Quality Control & Inspection

1. Mid-Production Check (IPC)

Inspect 30%-50% of production to catch deviations early2. Final Random Inspection (FRI)

Self-inspection: Send QC staff to the factory

Third-party inspection (e.g., SGS, BV, Intertek)

Key Checks:

✔ Does the product match the sample?

✔ Is packaging intact?

✔ Random sampling (AQL standards)

Step 6: Arrange Logistics & Customs Clearance

1. Choose a Shipping Method 

 2. Select a Freight Forwarder

-Compare quotes (FCL vs. LCL shipping)

-Confirm customs clearance support3. Prepare Import Documents

-Commercial invoice, packing list, bill of lading (B/L)

-Product certifications (e.g., FDA, CE)

-Calculate tariffs (varies by country)

Step 7: After-Sales & Long-Term Optimization

✅ Build long-term relationships: Repeat orders secure better prices

✅ Gather customer feedback: Improve product design

✅ Consider "China + Southeast Asia" dual sourcing: Diversify risks 

Sourcing from China can significantly reduce costs, but it requires careful supplier selection, strict QC, and optimized logistics. Follow these 7 steps to streamline your procurement and avoid pitfalls.