Importing machinery from China step by step
Which documents to ask for, which Incoterm to choose and which costs to add to the factory price, so there are no surprises.
1. Define the machine and the offer
Before asking for a price, specify capacity, height, power source and attachments. The offer must state model, configuration, price, Incoterm, production lead time, payment terms and warranty. All in writing.
2. Choose the Incoterm
The Incoterm splits costs and risks between seller and buyer. The most common ones for machinery are:
- FOB: the seller delivers the machine loaded on the vessel at the Chinese port; you pay freight and insurance.
- CIF: the price includes freight and insurance to the destination port; import clearance is on you.
- DAP: delivery reaches the agreed place at destination; import formalities are yours unless otherwise agreed.
3. Documents you should receive
- Commercial invoice and packing list.
- Bill of lading or waybill.
- Declaration of conformity and CE marking if the machine goes to the EU, with an instruction manual in the local language.
- Certificate of origin where it applies for duty purposes.
4. Customs, duties and taxes
On import, depending on your country, you pay the customs duty for the machine's tariff heading plus consumption or value-added taxes. Check the exact heading and rate with your customs agent before closing the purchase: it depends on the machine type and destination country.
5. Transport and delivery
Small and medium forklifts usually travel in containers; large ones in open-top, flat-rack or roll-on cargo, depending on size. Ask for shipping dimensions and weight and confirm who unloads at destination.
6. Payment and pre-shipment control
A common scheme is a deposit on order confirmation and the balance before shipment or against documents. Define which checks you make before paying the balance: photos, a running video or an inspection.
What if you don't want to manage it yourself?
We coordinate the purchase with the manufacturer and define in the offer which part of transport and paperwork is included. The machine goes from the factory to the customer, with a single point of contact.