Your China Buying Preparation Checklist

1 · Define the purchase

• Product reference: link, photograph, drawing or existing sample.
• Must-have specifications: materials, dimensions, function, tolerances and accessories.
• Quantity: first order and likely repeat orders, if known.
• Destination and deadline: country, city and when the goods are needed.
• Commercial priorities: premium quality, best value or lowest viable cost.
• Customization: logo, artwork, packaging and who approves final files.

Useful opening message: “I need [quantity] of [product] delivered to [destination] by [date]. The essential specification is [requirements]. I already have [supplier/sample/quotation], and I need help with [service/problem].”

2 · Before approving payment

• Confirm the supplier and contracting entity, quotation date and payment beneficiary.
• Resolve company-name or beneficiary discrepancies before paying.
• Approve the final specification, quantity, product cost and relevant delivery terms.
• Keep service fees separate from product funds and unconfirmed costs.
• Record deposits, production milestones, inspection requirements and balance release.
• Confirm how samples, tooling, changes and any unused funds will be handled.

If bank details change, verify them through a contact channel you already trust. A familiar email thread alone should not be treated as independent verification.

3 · Before booking inspection

• Supply the approved sample or measurable specification and defect criteria.
• Confirm the lot, available quantity, packing status and goods-ready date.
• Agree the sampling method, tests, equipment and any inaccessible checks.
• Provide approved artwork, labels and packaging references.
• Confirm the location, factory contact, day allocation and report requirements.
• Identify who decides on corrective action, reinspection and shipment release.

Missing reference information should be visible in the scope. An inspector cannot objectively verify an unstated requirement.

4 · Before approving dispatch

• Review the inspection findings, unresolved issues and correction evidence.
• Confirm quantity, carton details, dimensions, gross weight and receiving instructions.
• Check the quoted shipping scope and who handles origin and destination steps.
• Identify which duties, taxes, insurance or destination fees are included or still pending.
• Confirm the invoice, packing list and any product-specific documents needed for the agreed shipment.
• Keep the approved release instruction and final cost reconciliation together.

The exact documents and import arrangements depend on the product, destination and agreed shipment. Confirm any specialist requirements with the appropriate provider before committing to production or dispatch.

5 · If the order has already gone wrong

• Create a dated timeline of the quotation, approvals, payments and promised milestones.
• Keep the order agreement, payment records and original supplier communications.
• Describe the problem with dated photographs, measurements or other evidence where available.
• State whether the goods are still in production, at the factory, in transit or already received.
• Identify the next decision deadline and what outcome you are seeking.

Send the evidence for an assessment of what can be investigated. Avoid sending passwords, payment card details or unrelated identity documents. No outcome, recovery amount or supplier cooperation can be assumed.

Send only what you have

If details are missing, use the quick brief and mark them “to be confirmed”. We can assess the next step without pretending the specification is complete. Download the editable quick brief or use the guided request form.