Common Mistakes Buyers Make When Shipping from China

Nancy Kong
Dec 1, 2025
5 min read

Common Mistakes Buyers Make When Shipping from China

When it comes to shipping goods from China, many buyers, especially those new to international trade, often make common mistakes that can result in unnecessary delays, extra costs, and even loss of products. Understanding the shipping process and potential pitfalls can help avoid these mistakes, ensuring a smooth transaction and timely delivery. Below are some of the most frequent mistakes buyers make when shipping from China and how to avoid them.

1. Failing to Understand Import Regulations

One of the biggest mistakes buyers make when importing goods from China is failing to fully understand their country’s import regulations. Each country has its own set of rules for importing goods, and failing to comply can result in customs delays or even the seizure of goods.

Tip: Before placing an order, make sure you are familiar with the import regulations of your country. This includes tariffs, taxes, product certifications, and labeling requirements. Working with a customs broker or freight forwarder can help you navigate these regulations more smoothly.

2. Choosing the Wrong Shipping Method

There are various shipping methods available for goods coming from China, including air freight, sea freight, and express shipping. Many buyers fail to choose the most cost-effective or time-efficient option for their specific needs, leading to either unnecessarily high shipping costs or delays.

Tip: Assess your needs before deciding on the shipping method. If you need your products quickly, air freight or express shipping may be the best choice, but it will come at a higher cost. On the other hand, sea freight is more economical but may take weeks for delivery. For smaller shipments, express couriers like DHL, FedEx, or UPS might be the most efficient.

3. Not Accounting for Hidden Fees and Duties

Many buyers overlook the hidden fees and duties associated with international shipping. These can include customs duties, VAT (Value Added Tax), clearance fees, and storage fees at the port. These additional costs can add up quickly and significantly increase the total cost of shipping.

Tip: Make sure to get a complete cost breakdown from your supplier or freight forwarder. This should include the price of the goods, shipping charges, any applicable customs duties, and other potential hidden fees. Budget for these costs in advance to avoid surprises.

4. Incorrect Documentation

Incorrect or missing paperwork is one of the most common reasons shipments from China get delayed or held up at customs. Inaccurate invoices, missing certificates of origin, or improper declarations can all cause problems, leading to delays and additional charges.

Tip: Double-check all your documentation before shipping. Ensure that invoices are accurate and include all necessary details, such as product descriptions, quantities, and the correct HS (Harmonized System) code. If required, make sure to obtain any necessary certifications, such as certificates of origin or quality inspection reports.

5. Not Considering the Lead Time

Another common mistake is not accounting for the lead time in manufacturing and shipping. It’s easy to assume that goods will arrive quickly, but delays are common, especially with large or custom orders. Failing to plan for these delays can disrupt your supply chain or customer expectations.

Tip: Always ask the supplier for an estimated production and shipping time. Consider potential delays like factory backlogs, customs clearance, or port congestion when calculating the delivery date. It’s always a good idea to buffer the lead time with extra days to avoid issues.

6. Not Checking for Quality Issues Before Shipping

Many buyers rely too heavily on the supplier’s word when it comes to product quality. They often assume that everything will be perfect and fail to inspect the goods before shipment, which can lead to receiving faulty or substandard products.

Tip: Always request a sample or a pre-shipment inspection before goods are shipped. If possible, hire a third-party inspection service in China to check the quality, quantity, and packaging of your order before it leaves the supplier’s factory. This can help you avoid receiving damaged or defective products.

7. Ignoring Packaging and Labeling Requirements

Many buyers overlook packaging and labeling, which can lead to damaged goods or even customs clearance issues. Improper packaging can result in products getting damaged during transport, and incorrect labeling can lead to fines or the goods being held at customs.

Tip: Ensure your supplier adheres to the packaging and labeling regulations of your destination country. Packaging should protect the goods from damage during transit, and labels should include the necessary information, such as product details, country of origin, and any applicable safety warnings.

8. Not Tracking Shipments

Once goods are in transit, buyers often forget to track their shipments. This can result in missed delivery dates, unnoticed delays, or lost packages.

Tip: Always ask for tracking information from your shipping provider or freight forwarder and monitor the shipment’s progress. This will allow you to stay informed and quickly address any potential issues that arise during transit.

9. Underestimating the Impact of Currency Exchange Rates

Currency exchange rates fluctuate constantly, and many buyers don’t factor this into their cost calculations. If the currency exchange rate between the buyer’s country and China changes drastically during the shipping process, it could affect the final cost of the goods.

Tip: If your payment is in Chinese yuan (CNY), be aware of the exchange rate between the yuan and your home currency. To minimize risk, consider locking in an exchange rate through a payment provider or using a multi-currency account to make the transaction.

10. Not Building Relationships with Suppliers and Freight Forwarders

Many buyers treat their relationship with suppliers and freight forwarders as transactional, failing to build a solid working relationship. This can result in communication breakdowns and missed opportunities for better deals, faster shipping, and improved customer service.

Tip: Building a strong relationship with your suppliers and freight forwarders can lead to better pricing, smoother communication, and fewer mistakes in future shipments. Foster clear and regular communication with all parties involved to avoid misunderstandings.

Conclusion

Shipping from China can be a complex process, but by avoiding these common mistakes, buyers can ensure that their shipments arrive on time, in good condition, and without excessive costs. By doing proper research, choosing the right shipping methods, and staying on top of documentation and regulations, you can streamline the process and make your international transactions much more efficient.

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