China is the first choice for many importers: huge variety, competitive prices and manufacturers for almost anything. But the road from "a good price online" to "sound goods in your warehouse" is full of details that cost money when missed. This guide covers the main steps in order.
1. Write a precise specification
Before contacting suppliers, prepare a spec sheet with technical specs, required standards, colours and dimensions, packaging, labelling and quantities. The more precise it is, the more comparable your quotes and the fewer disputes later.
2. Find suppliers
- B2B marketplaces such as Alibaba, Made-in-China and Global Sources.
- Trade fairs, including the Canton Fair in Guangzhou (spring and autumn sessions every year) and industry-specific shows.
- Referrals from trading companies that already work with the factory.
3. Vet the supplier
Ask the key question: factory or trading company? Both can work, but price, quality control and accountability differ. Check the business license and company history, run a video call of the production line or an on-site audit, and check product certificates and export references.
4. Order samples
Buy and test samples before the main order. Keep the approved sample and reference it in the contract as the quality benchmark.
5. Contract and proforma invoice
Include exact specs referencing the approved sample, quantity, unit price and currency, the Incoterm with a named place (for example FOB Shanghai), lead time, packing and marking, pre-shipment inspection terms, payment terms and what happens with defective goods. See our Incoterms guide.
6. Payment
A deposit with the balance before shipment or against documents is common; a letter of credit offers more security at a higher cost. Iranian importers often have to use non-bank channels such as exchange houses because of banking restrictions, so use a reliable counterparty, keep receipts and make sure the beneficiary matches the seller in the contract.
7. Pre-shipment inspection
Inspect at the factory before paying the balance: count, visual and dimensional checks, function tests on a sample and packing. The cost is small compared with receiving a defective shipment.
8. Shipping
Sea freight (FCL or LCL) is the most economical for volume, usually into Bandar Abbas; air suits light, valuable or urgent goods; rail and road are options on some routes. Key documents are the commercial invoice, packing list, bill of lading or air waybill and certificate of origin.
9. On the Iranian side
Formal imports usually require a commercial card (or a licensed trader's card) and order registration on the national trade system before shipment. After arrival, goods are declared and cleared at customs; the HS code determines duties and taxes, and some products need permits or standards approval.
Iranian import rules, allowed-goods lists, rates and permit requirements change often. Check the current rules for your specific product before ordering, or ask an experienced customs broker or trading company.
10. Calculate landed cost up front
Add inland freight in China, origin port charges, international freight and insurance, destination port and storage charges, duties and taxes, clearance fees, currency transfer costs and inland delivery. Doing this before you buy is the difference between a profitable deal and a loss-making shipment.
How Havin Trade helps
Havin Trade handles each step with you: finding and vetting suppliers, negotiation and samples, pre-shipment inspection, freight, and clearance by our team and experienced partner brokers. We specialise in SMT assembly equipment, lighting and grow lights, and support general goods too.
