Importing from China – how to avoid delays and excessive costs?

Importing from China has been attracting the attention of European entrepreneurs for years. And for good reason – attractive prices, a huge selection of diverse products and flexible cooperation options with suppliers mean that more and more companies are deciding to import goods from the Middle Kingdom.

However, it is worth remembering that this process requires proper preparation. Lack of knowledge about formalities, poorly chosen delivery terms or ill-considered logistics can lead to delays and a significant increase in final costs.

What should you pay special attention to in order to avoid the most common mistakes? In this article, you will find specific tips to help you efficiently import goods from China, avoid delivery delays and optimise your costs.

Why does planning imports from China require proper preparation?

Importing goods from China is a process that may seem simple at first glance – all you need to do is find a supplier, place an order and arrange transport. However, in practice, each of these stages comes with challenges that can have a real impact on the success of the entire venture.

Just starting the import process involves completing a lot of paperwork – from properly documenting the transaction, ensuring that the products comply with European Union regulations, to choosing the best delivery terms and modes of transport. Even minor errors can lead to delays (sometimes lasting several weeks), unexpected costs or even the entire import being held up by customs.

That is why proper preparation is so important, both in terms of logistics and formalities. It is the key to importing without obstacles and within the budget.

How to avoid delays when importing from China?

Delays in imports from China are one of the most common problems reported by importers. Although some of them are caused by unforeseen circumstances, such as difficult weather conditions or sudden changes in regulations, in many cases they are influenced by factors that can be predicted in advance.

How can delays be effectively prevented? Below are some proven strategies.

Choosing the right service and shipping company

Many importers, especially at the beginning, look for the cheapest freight offers. However, lower, attractive rates are very often offered by shipping companies with lower priority in ports, which results in longer waiting times.

The same applies to freight forwarders. The choice of a logistics partner should not be based solely on the freight price, but also on all the details of the service and the experience of the service provider. A qualified freight forwarder will always select the most time-efficient route for your order and advise you on the best mode of transport for your specific case – sea, rail or air.

Correct preparation of documentation

One of the most common sources of delays in imports from China is incomplete or incorrect documentation – without it, customs may hold up clearance for several days. That is why it is so important to make sure that all documents required for a given order have been prepared correctly and in advance to avoid shipment delays.

The following are particularly important:

• commercial invoice or pro forma invoice,
• bill of lading (e.g. sea or air waybill),
• packing list,
• certificate of origin,
• other certificates and licences required for specific types of goods – e.g. fumigation certificate, – as well as documents confirming compliance with the requirements of the target market, such as an EU declaration of conformity.

Proper documentation of goods is crucial for fast and efficient customs clearance.

Responding to market situations

The international transport market is dynamic. Sometimes, a port may experience congestion or other difficulties (e.g. strikes, route blockades). In such situations, ongoing communication with an experienced freight forwarder is of paramount importance.

A good freight forwarder, thanks to an extensive network of agents and offices around the world, monitors the situation in ports and on transport routes. When problems arise, they can suggest available alternative routes to avoid downtime, ensuring that goods reach their destination on time.

It is always worth choosing a logistics partner who has a reputation for responding quickly and being able to act in emergency situations.

The importance of planning and avoiding seasonal peaks

When ordering goods from China, planning is absolutely essential. Even the best logistics will not help if the order is placed just before the Chinese New Year or during the peak holiday season. During such periods, Chinese factories and ports operate at limited capacity and freight prices rise sharply. As a result, delivery times are significantly longer.

How can this be avoided?

• Order in advance – especially in the second half of the year and around major holidays.
• Agree on a shipping schedule with your supplier and forwarder.
• If possible, use less busy periods (e.g. spring, early summer).

Taking this variation throughout the year into account, you will have greater certainty that your goods will arrive on time – without any unpleasant surprises.

See also: Public holidays in China [2025] – calendar of public holidays >>>

The role of quality control and compliance with regulations

Delays in deliveries from China may result not only from logistics, but also from the quality of the products. If, during customs clearance, it turns out that the products do not meet the established EU standards, are incorrectly labelled or the required documents are missing, the customs office may hold the shipment for up to several weeks. It is worth bearing in mind that standards related to environmental protection and health are becoming increasingly important and should be taken into account at the production stage.

Quality control of goods and their compliance with regulations should therefore be carried out before they are shipped from China.

Best practices in this area include:

• ordering samples of goods before placing the final order,
• commissioning a quality inspection at the supplier’s premises (e.g. Pre-Shipment Inspection),
• ensuring that the products have the required labelling and documents.

It is better to detect any problems at the production stage than at the border.

Avoiding delays in imports from China therefore requires, above all, good planning, careful selection of logistics partners and ongoing response to the market situation. The better you prepare your documentation, adapt to the Chinese holiday calendar and ensure that your goods comply with applicable regulations, the greater your chances that your order will arrive on time – without unnecessary delays and complications.

What causes excessive import costs from China and how can they be avoided?

The costs of importing from China are not just a matter of the price of the goods themselves. They also include: transport costs, customs and excise duties, freight forwarding services, exchange rate differences, and… costs resulting from mistakes or suboptimal decisions.

Many importers, especially beginners, focus solely on the purchase price from the Chinese supplier. However, it is what happens on the logistics and customs clearance side that can have a greater impact on the final financial balance.

What factors generate excessive costs? And what can be done to avoid them effectively? Here are the most important aspects to consider.

The pitfalls of the cheapest shipping offers

As we have already mentioned, importers very often simply look for the cheapest transport offers. This is a natural approach, but it may turn out that ‘cheap’ at the beginning… does not mean ‘cheap’ at the end.

Low rates offered by freight forwarders and shipowners often come with limited service, lack of flexibility when changing routes, or additional and hidden fees that you will only find out about after the transport has been completed. This also includes a lack of professional advice on customs clearance, documentation or load optimisation, which can ultimately significantly increase import costs.

Therefore, when choosing a logistics partner, you should be guided not only by the base price, but also by the scope of support, transparency of pricing and experience in organising transport from China.

Incorrect cargo data

Providing incomplete or incorrect information about the goods is an easy way to incur unexpected additional charges. If, for example, you declare a lower weight or dimensions in the documents and the actual cargo turns out to be larger, additional costs will arise at the transhipment or customs clearance stage.

Particular attention should be paid to:

• providing accurate dimensions and weight,
• correctly indicating the type of goods being transported (e.g. whether they are dangerous goods),
• providing all other required data, depending on the type of products being imported.

Good practices in this area give greater certainty that no additional charges will arise during transport that exceed the budget allocated for a given order.

Suboptimal mode of transport

Another solution to protect yourself from excessive import costs from China is to choose the right means and form of transport for your cargo. A common mistake, especially with unusual (e.g. oversized) goods, is to choose breakbulk transport (oversized bulk cargo), when the goods could easily fit into a Flat Rack container, which is a much cheaper option.

Similarly, oversized packaging or lack of order consolidation can also prove costly. Separating deliveries from multiple manufacturers and not utilising container space results in higher fees and more paperwork.

In addition, some goods, such as those with a short shelf life or luxury goods, require particularly careful selection of the means of transport, as both delivery time and transport safety are important.

It is always better to consult with the freight forwarder to determine whether the chosen form of transport and method of preparing the cargo are optimal. Sometimes even a small change can significantly reduce the final import costs.

Choosing a transport route

The shortest route is not always the cheapest. Sometimes choosing an alternative route (e.g. through another country) can ultimately reduce the cost of transporting goods from China.

Each time, a number of factors that make up the total cost of import must be taken into account, e.g. port charges, customs duties, VAT or the price of domestic transport. A good freight forwarder is able to analyse various scenarios and advise on the route that will prove most advantageous in a given case. Looking for alternatives is often overlooked when a particular route has been used for a long time, but it can be crucial to the profitability of imports.

Delivery terms and hidden costs

On a daily basis, many importers often do not pay enough attention to the delivery terms – Incoterms – agreed with the Chinese supplier. This is a big mistake, as they can determine the amount of hidden costs.

For example, the popular CIF (Cost, Insurance and Freight) – often proposed by Chinese suppliers – means that the freight to the port of destination is paid by the seller, but all port costs are borne by the recipient. The problem is that these fees are often high and difficult to predict. A better solution may be FOB (Free on Board), which gives you control over the entire logistics process from the moment of loading – you choose the carrier, the route, and you also have full insight into the costs and can optimise them.

Therefore, before signing a contract with a Chinese contractor, it is necessary to carefully negotiate the terms of cooperation (preferably with the help of an experienced freight forwarder) and consciously select the appropriate delivery terms – this allows you to avoid many unforeseen costs. It is also good practice to familiarise yourself with the full list of Incoterms rules in advance to be sure of the scope of liability and fees covered by a given formula.

You can read more about Incoterms in the article: What are Incoterms? International sales terms in practice >>>

Lack of control over exchange rates and payment methods

Sometimes, the costs of importing from China can unexpectedly increase even before the goods set off on their journey. Why? Often, the culprits are unfavourable exchange rates, poorly chosen payment methods (e.g. a card that generates high bank fees), as well as a lack of negotiation regarding the settlement currency with the Chinese contractor (resulting from a failure to observe the impact of exchange rates, e.g. the US dollar, on the final import price).

It is important to take care of the following:

• opening a favourable currency account,
• establishing favourable payment terms (e.g. advance payment + additional payment),
• ongoing monitoring of exchange rates before each transaction.

In many cases, this approach will reduce the cost of purchasing commercial goods by several per cent, which translates into significant savings for large volumes.

Lack of supplier verification

Who you buy from has a direct impact not only on the quality of the products, but also on the total import costs. Failure to verify the supplier often results in receiving goods that do not meet the requirements, additional costs related to complaints or the need to reorder and reship.

This can be avoided by:

• checking the supplier’s registration documents,
• analysing the opinions of other customers,
• ordering samples of goods,
• using independent audits or agents in China.

Verifying your contractor at the beginning of the cooperation allows you to avoid costly mistakes and build long-term, more predictable business relationships.

The importance of VAT, customs duties and clearance

Factors that also have a significant impact on the final import costs are customs duties, VAT and all fees related to clearance. In the case of goods imported from China, any mistake at this stage can result in serious additional charges.

That is why it is so important to carry out customs procedures correctly — from the proper classification of goods, through the correct determination of the value of the goods and their customs value, to the preparation of documents for tax settlements.

It is also worth being aware that for some goods, it may be advantageous to use the intra-Community acquisition of goods mechanism — e.g. by clearing customs in Germany and then transporting the cargo to another EU member state. This allows you to take advantage of zero VAT abroad (because the destination of the shipment is another country) and avoid immediate VAT charges in the destination country, which improves cash flow. However, you need to take into account the higher cost of customs clearance abroad.

As you can see, the costs of importing goods from China can be effectively controlled – provided that you make informed decisions at every stage, based on reliable data and real needs. Details such as the form of transport, packaging and well-chosen delivery terms can determine the profitability of the entire venture.

Summary

Importing from China brings many benefits, but also specific challenges. The key to success, especially for novice importers, is to prepare each stage well: from selecting a reliable supplier, through choosing the right form of transport, to optimising costs and professionally preparing the documents necessary for efficient customs clearance of goods.

This approach not only allows you to keep control of your budget, but also minimises the risk of delays in the delivery of goods and the occurrence of formal problems. This, in turn, ensures safe imports, greater predictability of deliveries and higher profitability of the entire venture.

Frequently asked questions (FAQ)

Is importing from China profitable?

Yes, importing from China can be very profitable in many cases, especially thanks to lower production costs and the wide range of goods available on that market. The key to success is proper preparation of the entire import process, avoiding common mistakes and optimising transport and customs clearance costs.

Why are my shipments from China delayed?

The most common causes of delays are logistical problems at ports, holidays and production breaks in China, errors in documentation and incorrect labelling, as well as unforeseen market or weather conditions. You can find information on delays in imports from China and useful tips on how to avoid them in the article above.

What documents are required for importing from China?

When importing goods from China, you will need, among other things, a commercial invoice, a bill of lading, a packing list, a certificate of origin and, depending on the type of goods, other required certificates and declarations, such as an EU declaration of conformity. Their correctness is crucial for smooth customs clearance and to avoid unnecessary delays.