# Importing from China: A Document Checklist for Buyers A smooth import starts with consistent information. Product descriptions, quantities, values, package counts and delivery terms should match across the commercial records used by your supplier, freight provider and customs broker. Requirements vary by product and destination, so use this as a preparation checklist and confirm the final requirements with the relevant customs authority or qualified broker. ## 1. Purchase order and product specification Keep the purchase order and approved specification together. Include clear product names, models or SKUs, materials, variants, quantities, unit prices, packaging instructions and agreed delivery terms. If the product has labels, markings or compliance documentation, identify the approved versions before production. ## 2. Commercial invoice Ask the supplier to prepare a commercial invoice with accurate seller and buyer details, product descriptions, quantities, unit values, currency and the agreed sale information. Check that the descriptions are specific enough to distinguish the goods. Avoid vague descriptions such as “parts” or “samples” when a clearer description is available. ## 3. Packing list The packing list should show how the order is packed: carton or pallet count, contents by package, net and gross weight, and dimensions when required for transport planning. Compare it with the final packed shipment rather than an early estimate. Make sure product quantities add up to the order total and any variants are identified correctly. ## 4. Transport document and shipping instructions Depending on the transport mode and service, the carrier or freight provider will issue a transport document such as a bill of lading or air waybill. Confirm shipper, consignee, notify party, cargo description, package count and destination instructions before the document is finalized. The correct document and release process depend on the booking and trade terms. ## 5. Product classification, origin and destination requirements Product classification affects customs declarations, duties and possible controls. Do not copy a tariff classification from an unrelated product or assume the supplier's code is correct for your destination. Confirm classification and valuation with the customs broker or competent authority in the importing market. Some products may need certificates, permits, test records, origin documents, labeling or other evidence. The requirements can depend on the product, materials, intended use and destination. Verify them before production or shipment so that missing information does not delay clearance. ## 6. Responsibilities and trade terms Record the exact Incoterms® rule and named place agreed in the purchase contract. Clarify who arranges pickup, export procedures, main carriage, insurance, import clearance and delivery. Trade terms allocate certain responsibilities and costs between parties, but do not by themselves replace the buyer's need to meet destination-country import requirements. ## 7. Cross-check the document pack Before cargo departs, compare the purchase order, invoice, packing list, transport instructions and inspection records. Check that: - Buyer and seller names and addresses are consistent. - Product descriptions, models and quantities match. - Package counts, weights and dimensions agree with final packing data. - Currency, unit price and totals reconcile. - Consignee and delivery instructions match the booking. - Required certificates, labels and permits are identified and available. If something changes after documents are prepared, ask the responsible party to update the relevant records and confirm the revised version is used. ## Common document mistakes - Using vague descriptions that do not identify the goods clearly. - Sending estimated weights or carton counts as if they were final. - Copying a tariff code without verifying it for the actual product and destination. - Waiting until after dispatch to check permits, labeling or certificate requirements. - Letting different versions of the invoice or packing list circulate without marking which is final. ## Frequently asked questions ### Is the same document list required for every China import? No. Document requirements vary by product, destination, transport mode, trade terms and local regulations. Confirm your specific case with the importing country's customs authority or a qualified customs broker. ### Who prepares the commercial invoice and packing list? The supplier usually provides the commercial invoice and packing information, while the buyer should review them for accuracy and consistency with the order and shipping instructions. ### Should I confirm product requirements before paying a deposit? Yes. Identify applicable product rules, labels, certificates and import restrictions early. Ask a qualified specialist or the relevant authority when requirements are unclear. ## Prepare before the cargo is ready A complete, consistent document pack helps the buyer, supplier and freight provider coordinate the shipment. IHRACHANE supports sourcing, supplier communication, China warehousing and freight coordination. [Explore IHRACHANE's services](https://www.ihrachane.com/services) or [discuss your import plan](https://www.ihrachane.com/sourcing#contact).