Many people think that in the modern world, where information and logistics are so advanced, it is becoming easier and easier to import promotional products from China. But the truth is that importing is a complicated process, and requires planning and relationship building.
In particular, when you are importing promotional products from China for the first time, I think the following 6 points will be elements that you will have to consider.
Now, let me explain to you in detail, how to implement the 6 steps in the actual importing process.

#1. Select the promotional items you desire to import and estimate your expected profit
To be successful, the products you choose to import must have the following features:
- Maintain constant and also adequate market demand,
- Profit margins of at least 30% - 50%,
- Reliability ( i.e. less chance for product warranty).
- Low maintenance requirements in transit, warehousing, storage,
- No regulations prohibiting their sale in your state or country.
Without a doubt, what you choose to import determines your market share and your profit.
If you want to develop promotional items in your local market but don’t know where to start, the following article may give you some hints:
Of course, estimating one’s expected profit is important as well. I’d like to dispel a myth about the word "cheap", which is breaking away from the association of the "made in China" tag. Even if you get very low prices from your Chinese suppliers, few products can achieve 100% or even higher profit for you. It certainly depends on the specific product, but an estimate of 30% to 50% gross profit is more reliable, or even lower at about 15% as an importer, rather than a retailer.
Also, check the HS code of your imported promotional items. This will have an effect on the import tariff, and thus on your profit. Of course, when contacting a supplier, please doubt-check with the other party to ensure this HS code is correct.

#2. Make a preliminary purchase plan
2-1. Packing specifications
The packaging is determined by the preferences of the local market or by your customers who have special requirements. You can send the draft design or packing idea to your suppliers, and ask them to customize it accordingly. Typically, for quantities greater than 2,000 pieces, customized packing can be optimized, with a modest amount of money on printing.
2-2. Purchase quantity
In general, the final purchase quantity should be about 3% higher than the planned one. So that unexpected accidents encountered in transit, such as broken and damaged goods, can be dealt with quickly.
2-3. Estimate delivery date
Usually, it takes you 1 to 2 weeks to research for and contact the right suppliers, followed by another 10 days for sample approval, and another 30 days for mass production if the sample making goes well and the purchase order is signed.
This means that it takes approximately 50 days from the start until the finished products are ready to ship. And then, adding 1 month for sea transportation, and another one week for customs clearance at the destination port, it takes at least 90 to 100 days to arrive at your site if all goes well.
As a result, if you decide to import promotional items from China, I suggest that you start 120 days earlier.

#3. Select the professional supplier
3-1. How to locate promotional items suppliers?
As online information is rapidly evolving to meet people’s needs, you can find promotional items suppliers from China on various B2B platforms, including Alibaba, Global source, LinkedIn, and Google, which are regarded as excellent choices. However, I recommend that you keep the principle of proximity in mind when selecting suppliers. For example, if you want to buy electronic consumer goods, choose suppliers from Guangdong Province in southern China for its good industry reputation. Similarly, if you want to purchase textile products, Zhejiang and Jiangsu suppliers will be your first choice.
I once wrote an article about the distribution map of industrial chains in China, which might be of interest to you. Just click the link below:
3-2. Should I work with a factory or a trading firm?
Once you’ve determined which products you’ll be sourcing, then you'll need to find a professional partner to supply them. Most of the Chinese distributors are either factories or trading firms. Which one should I choose?
Well, it is a difficult choice for most customers. I can only say that, depending on the specific situation, each has its own advantages and disadvantages. However, it should be noted that most people assume that the price from factories is lower than that of trading companies, which is essentially incorrect. For further details, please refer to the following article:
Of course, I can also summarize for you here: factory prices are not always lower, especially when you have a large number of product categories in your order, and trading companies are highlighted for their diverse product offerings. And normally, the services of trading companies are more professional and efficient than those of factories, particularly in the promotional products field, where the catalog contains thousands of kinds of products and the market responds rapidly to accommodate the customers’ needs.
Therefore, traders may be the better option for promotional items. If you have any questions about customized items, please feel free to contact me at sales@plentmax.com, and I will be pleased to assist you with my expertise, even if we never meet.
Of course, if what you order is a single item in large quantities, simply go to a factory and place your order.
#4. Tips at inquiry
The inquiry may be the most important step in the import process because it allows you to judge whether the supplier you contact is professional, and also determines your profit. Instead of going on and on about what we should do in an inquiry, I prefer to keep it straight and share something we should not do.
First of all, try not to exaggerate anything.
It happens when someone requests a large quantity quotation for better pricing and for price comparison but eventually places a tiny order. This will disappoint me, as well as other suppliers.
To be honest, I understand this type of behavior because profit is the key point for the success of any business. However, I believe there is another alternative. We can be open and honest about our concerns and work them out. Honesty is the key to building trust between two parties, who will be working together from opposite ends of the globe.
I recommend sending an inquiry with different quantities, such as prices for 2000 pieces, 5000 pieces, and 8000 pieces respectively. In this way, it will help to understand the price ranges of different quantities and make the quote more accurate. Most importantly, if we happen to place a small order, the suppliers will not feel bad about it.
Price comparison is a common practice, as we are always advised not to put all of our eggs in one basket. However, when you receive a better price from a different supplier, I suggest that you discuss with the previous supplier what is the root cause of the price gap. Is it about the process? Material cost? Or production lead time? This potential supplier may provide you with further explanations that will help you learn more about the product, its supply chain, and its production capacity.
When the quote is closed and you choose one as a business partner, remember to write and thank the other suppliers who have quoted you, as well as explain why you didn’t choose them. For example, their price is expensive, the delivery time falls far short of your expectation. This will give them the impression that you are a trustworthy businessman who values your business integrity and respects suppliers. And the next time you ask him for another inquiry, he might treat you better than you deserve. As I learned from my profession in the past 16 years, it is more blessed to give than to receive.
Of course, I hope that you have pleasant interactions with your Chinese suppliers, most of whom I believe to be genuine. If not, you will be hit by one bad apple that spoils the whole barrel. Sorry for that. Then, you might be interested in reading the following article I wrote on how to avoid being scammed when importing promotions from China.
Finally, when requesting for quotation, I suggest that you ask the suppliers to provide the CIF price so that you can quickly calculate your cost and profit. For smaller orders of less than 2 cubic meters, ask for an air freight rate, just in case of an airline discount period when the air shipping is surprisingly economical and quick. It may expedite your project with the luck of this discount.

#5. Sample Approval
Sampling is a really important step. You may overlook this step due to the smooth communication with suppliers at the early stage, and might end up with a product lot that is out of specification, despite your faith from the previous emails or videos, and thus suffering unexpected losses.
Therefore, be extremely careful and discreet, and bear in mind that the samples you get are most likely hand-picked and may not be representative of the supplier's production capacity. Also, the delivery and the quality of samples received might reveal a lot about his competence and the price you get from him. Remember, you only get what you pay for.
When you discover that the samples are inconsistent with what the two of you agreed on, go ahead and ask your supplier to improve them and resubmit the samples, regardless of whatever the supplier promises or claims that it's only a slight issue, and can be fixed in mass production afterward.
Additionally, for more information on which sample suppliers will provide free of charge, and how to calculate a sample fee, how to refund your sample fee, the following article of mine will give you some hints:

#6. Sign a purchase contract
After receiving a satisfactory quote, you may proceed to conclude a contract with the supplier. The following elements shall be specified in a contract or purchase order:
- Price, including the currency and Incoterms,
- payment terms,
- Product description, including material, size, quantity, function, packing, etc.
- Production lead time, which is usually measured from the day supplier receives the prepayment,
- Transportation, such as the port of delivery and port of destination,
- The standard for product quality or inspection, such as AQL(Acceptable Quality Level),
Of course, you can include whatever you deem necessary in a contract, such as after-sales, return or replacement of a defective lot, confidentiality agreements, exclusive agency agreements, and so on. It all depends on the products and the market involved.

#7. Final inspection before shipment
A final inspection is the last step, which can never be overlooked. To be safe, you can hire a third-party inspection firm to inspect for you, with an inspection fee varying from US$300 to US$800 depending on the complexity of the goods and the order quantity.
Trading firms typically have their own QC staff who inspect the goods prior to container loading. Moreover, it is free of charge as a usual practice to service the customers. Sweet guys, aren’t they? Haha... and you probably will also keep receiving Christmas greetings from them.
If the supplier you are working with lacks QC personnel, and you consider the third-party inspection fee a bit high, you can adopt an economic way by requesting videos or photos of finished products, or by requesting production sample submission for your inspection.
#8. Conclusion
In addition to the aforementioned suggestions, there are a few more things to avoid when promoting the imports from China, such as neglecting business relationships with suppliers. Simply click the following link to read the story and lesson I wrote based on my own experiences:
Just like other jobs on the earth, importing promotional items from China takes a lot of time and energy, and pain for the gain. Just keep focused and genuine, and you are not alone!