Your first import from China should not begin with finding the cheapest supplier or making an advance payment. In practice, the most expensive mistakes occur much earlier—when selecting a product, preparing technical specifications, agreeing on delivery terms, or verifying documentation.
A well-planned import process helps reduce the risk of incorrect tariff classification, incomplete documentation, improperly selected Incoterms®, inaccurate customs valuation, issues related to the origin of goods, customs clearance delays, and unexpected costs.
Importing from China involves far more than finding a manufacturer and arranging transportation. It is a sequence of interconnected decisions—from identifying the product and selecting a supplier to preparing documentation, calculating import costs, completing customs clearance, and maintaining proper records after the goods have been imported.
In this guide, we walk you through the entire import process step by step.
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Table of ContentsProduct Selection and IdentificationPurchase Order and Product SpecificationSupplier Verification and PricingContract and Delivery TermsCN/HS Tariff ClassificationOrigin of GoodsCustoms Valuation and Cost CalculationDocument VerificationPackaging, PPWR, and BDOTransportationCustoms ClearanceDocument RetentionCommon Mistakes When Importing from ChinaSummaryThe first stage of any import process is to accurately identify the product being imported. Proper product identification determines the correct tariff classification, documentation requirements, and the importer’s legal obligations.
The following information is typically required:
Without this information, it is difficult to determine the correct CN/HS code, identify the required documentation, and assess potential import risks.
A commercial product name shown in a quotation or commercial invoice is rarely sufficient. Generic descriptions such as part, accessory, device, module, or air pump do not provide enough information for customs purposes. Customs authorities focus on the product’s actual characteristics, functionality, and intended use.
A purchase order should clearly define all key product requirements, including:
The more detailed the specification, the lower the risk of receiving products that differ from the agreed requirements or fail to comply with European Union regulations.
A product specification is not only important for quality control. It also affects tariff classification, labeling requirements, technical documentation, inspection procedures, and the ability to resolve quality claims or disputes.
Supplier verification should always be completed before making any payment.
A competitive price alone does not guarantee a profitable transaction. It should be evaluated together with delivery terms, transportation costs, documentation requirements, product quality risks, customs duties, and VAT.
A quoted price without clearly defined Incoterms® does not reflect the actual purchase cost. Offers based on EXW, FOB, CIF, or DAP should never be compared directly, as each Incoterms® rule allocates costs, responsibilities, and risks differently between the buyer and the seller.
Before comparing quotations, make sure all suppliers are pricing their offers under the same delivery terms.
Before placing an order, ensure that all key commercial terms are documented in a contract or purchase order confirmation.
The agreement should clearly specify:
It is recommended to use the full Incoterms® designation, for example:
FOB Shanghai Incoterms® 2020
or
DAP Warsaw Incoterms® 2020
Using only “FOB” or “DAP” without specifying the location may lead to misunderstandings. Incoterms® define the allocation of costs, responsibilities, and risks between the buyer and the seller, but they apply only to the sales contract. They do not automatically regulate the obligations of freight forwarders, carriers, customs brokers, or other logistics service providers.
Correct tariff classification is one of the most important elements of the import process. It determines not only customs duties but also the regulatory requirements applicable to the imported product.
Tariff classification affects, among other things:
The importer or exporter—not the customs broker or customs agency—is ultimately responsible for assigning the correct CN/HS code.
This step should never be left until the last minute. An incorrect tariff classification may result in customs clearance delays, additional inspections, administrative penalties, reassessment of customs duties, or, in serious cases, detention of the goods by customs authorities.
When importing goods, it is important to determine not only the country of shipment but also the actual origin of the goods.
The origin of goods establishes their economic nationality and directly affects customs duty rates, preferential tariff treatment, anti-dumping duties, tariff quotas, and other trade protection measures.
Before importing, you should verify:
This is particularly important for products manufactured using components from multiple countries, as well as for goods subject to anti-dumping measures, sanctions, or other international trade restrictions.
Before the goods are shipped, it is essential to calculate the total import cost. This allows you to assess the profitability of the transaction and avoid unexpected expenses once the shipment arrives.
Your cost calculation should include:
The customs value should reflect the actual economic value of the imported goods. While the commercial invoice serves as the starting point, customs regulations may require additional costs related to the transaction or transportation to be included in the customs value.
Only after determining the correct tariff classification, origin of goods, and customs value can you accurately evaluate the true cost and profitability of an import transaction.
Before shipment, all documents should be carefully reviewed for completeness, consistency, and accuracy.
The following documents should be verified:
The documentation should be complete before the customs declaration is submitted. Inconsistencies between the Commercial Invoice, Packing List, and transport documents frequently result in additional questions from customs brokers, customs clearance delays, or amendments to the customs declaration.
When importing from China, it is important to consider not only the product itself but also its packaging.
An importer’s obligations may apply to retail, grouped, transport, and e-commerce packaging. Protective films, tapes, labels, and other packaging components may also be subject to regulatory requirements.
Before importing, you should verify:
Importers should also assess their environmental compliance obligations related to packaging, including registration and reporting requirements under the BDO system (where applicable in Poland).
In many cases, businesses placing packaged products on the EU market are subject to additional national and European regulations, including the new Packaging and Packaging Waste Regulation (PPWR).
The choice of transportation method should be based on the type of goods, delivery timeline, budget, and acceptable level of risk.
Depending on your business needs, you may choose:
The transportation method should be evaluated together with the applicable Incoterms®, documentation requirements, customs clearance procedures, and the organization of final delivery to your warehouse. Successful importing is about more than moving goods from one country to another. Efficient coordination of documents and communication between all parties involved is equally important to prevent delays, unexpected costs, and customs clearance issues.
In Poland, customs declarations are submitted electronically through the PUESC platform.
Depending on the customs procedure, the following systems are commonly used:
Once customs clearance is completed, the importer receives a PZC (Certified Customs Declaration)—an electronic document confirming that the import customs clearance has been finalized. The PZC is commonly used for accounting purposes, VAT settlements, and potential customs audits.
In practice, working with an experienced customs broker or customs agency—preferably one holding AEO (Authorised Economic Operator) status—can significantly simplify customs formalities and reduce the risk of costly errors.
The import process does not end when the goods are delivered. Import documentation should be properly retained, as customs or tax authorities may carry out inspections long after customs clearance has been completed.
Your records should include, among other things:
Complete documentation may be required during customs inspections, tax audits, customs declaration amendments, or other administrative proceedings.
Most of these issues can be avoided through careful preparation before placing an order with the supplier.
Successful importing from China begins with proper planning—not with negotiating the lowest price or making the first payment. Before placing an order, importers should accurately identify the product, prepare detailed specifications, verify the supplier, agree on the appropriate Incoterms®, determine the correct CN/HS classification, establish the origin and customs value of the goods, review all documentation, assess packaging-related obligations, organize transportation, and prepare for customs clearance. Only a comprehensive approach to every stage of the import process enables businesses to accurately evaluate costs, minimize risks, and successfully place products on the European Union market.
Whether you are importing for the first time or looking to optimize your existing supply chain, careful preparation at every stage is essential.
Elban Group provides comprehensive support throughout the entire import process—from supplier verification and product assessment to CN/HS classification, customs documentation, transportation, customs clearance, and safe delivery to your warehouse.
Contact us today to ensure your imports from China are efficient, compliant, and fully aligned with applicable customs and trade regulations.
