The importer’s playbook.

Finding & Vetting Suppliers

The right supplier is worth more than the lowest quote. Shortlist three to five candidates, then verify each one before negotiating seriously.

Build a shortlist

• Search by category and filter for verified suppliers with export experience to your region.
• Compare minimum order quantities (MOQs), lead times and certifications — not just price.
• Send the same short enquiry to each to compare responsiveness and clarity.

Verification checklist

• Business licence matches the company name on quotes and the bank account.
• Manufacturing scope confirmed (factory photos, video call or audit report).
• Current certifications relevant to your product and market.
• Two or more export references, ideally in your region.

Writing an Effective RFQ

A Request for Quotation should let a supplier price your order without follow-up questions.

1. Specification — materials, dimensions, tolerances, finish, applicable standards. Attach drawings where possible.
2. Quantities — first-order quantity and estimated annual volume.
3. Packaging & labelling — carton marks, barcodes, language and regulatory labels.
4. Commercial terms — currency, preferred Incoterm, destination and payment structure.
5. Timeline — sample deadline, production start and required delivery date.
6. Quote deadline — and the format you want every supplier to use.

Samples & Quality Control

Quality problems are far cheaper to catch at the factory than at your warehouse.

The four checkpoints

• Pre-production sample — approve and keep a signed “golden sample” as the reference.
• During-production check — for larger orders, inspect after 20–30% of units are made.
• Pre-shipment inspection — random sampling (AQL) once at least 80% is packed.
• Container loading check — confirms quantity and packing before the container is sealed.

Make passing inspection a condition of the final payment — see Trade Finance for escrow options.

Understanding Incoterms

Incoterms decide who pays for transport and insurance, and where risk transfers. Always state the term and named place, e.g. “FOB Ningbo” or “DAP Biloxi, MS”.

Need help choosing? Our Logistics Network team can quote several terms side by side.

Customs & Import Documents

Missing or inconsistent paperwork is the most common cause of goods being held at port.

Core documents

• Commercial invoice — value, currency, Incoterm, HS codes, buyer and seller details.
• Packing list — quantities, weights and dimensions per carton; must match the invoice.
• Bill of lading / air waybill — the carrier’s receipt and, for ocean, the title document.
• Certificate of origin — needed to claim preferential duty rates.
• Product certificates — conformity, safety or test reports required by your market.

Payment Terms & Reducing Risk

Balance cash flow against risk. Common structures, from highest to lowest buyer risk:

• 100% in advance — avoid with new suppliers.
• 30% deposit / 70% before shipment — common, but the balance is paid before you see goods.
• 30% deposit / 70% after inspection or against documents — better protection.
• Escrow or letter of credit — funds released only when conditions are met.
• Open account (Net 30–90) — for trusted, established relationships.

Read more in our article on escrow vs letters of credit.