Resources
First Import Guide
A step-by-step guide for businesses importing goods for the first time. From finding a supplier to receiving your cargo.
Importing goods for the first time can feel overwhelming. There are suppliers to evaluate, trade terms to understand, transport to arrange, documents to prepare, and customs procedures to navigate. This guide walks you through the essential steps to make your first import successful.
At Transfactor Logistics, we help first-time importers and experienced traders alike. If you need support at any stage, our team is here to help.
Find a Reliable Supplier
Research and select a supplier that meets your quality, price, and reliability requirements. Verify their credentials, request samples, and agree on commercial terms before placing orders.
Key Tips
- ✓Use trade platforms like Alibaba, Global Sources, or trade shows to find suppliers
- ✓Always request product samples before committing to large orders
- ✓Verify supplier credentials through business registration checks
- ✓Negotiate payment terms that protect both parties (e.g., letters of credit)
Understand Incoterms
Incoterms define who is responsible for transport, insurance, and customs at each stage of the shipment. Choosing the right Incoterm affects your costs, risks, and logistics obligations.
Key Tips
- ✓FOB and CIF are the most common terms for sea freight
- ✓FCA is preferred for containerized and multimodal shipments
- ✓DDP gives you a fully landed cost but requires supplier logistics capability
- ✓Always specify the Incoterm and named place in your purchase contract
Choose Your Transport Mode
Select the most suitable transport mode based on your cargo type, volume, budget, and timeline. Each mode offers different trade-offs between cost, speed, and capacity.
Key Tips
- ✓Ocean freight: Cheapest for large volumes, 20-35 day transit
- ✓Air freight: Fastest, best for urgent or high-value goods, 1-7 days
- ✓Rail freight: China-Europe corridor, ~17 days, good middle ground
- ✓Road freight: Best for European distribution, most flexible
Prepare Your Documentation
International imports require specific documentation for customs clearance. Missing or incorrect documents are the most common cause of customs delays.
Key Tips
- ✓Commercial invoice: Describes the goods, their value, and the parties involved
- ✓Packing list: Details the contents, weight, and dimensions of each package
- ✓Bill of lading / Airway bill: The carrier's receipt and contract of carriage
- ✓Certificate of origin: May be needed for preferential duty rates
- ✓Additional permits may be needed for regulated goods (food, chemicals, electronics)
Customs Clearance
All imported goods must be declared to customs, classified under the correct tariff code, and have applicable duties and VAT paid before they can be released into the domestic market.
Key Tips
- ✓Work with a licensed customs broker to avoid costly errors
- ✓Ensure correct HS code classification — errors can lead to penalties
- ✓Advance clearance can reduce delays at the point of arrival
- ✓Consider fiscal customs representation for VAT deferral on large imports
Receive and Inspect Your Goods
Once customs clearance is complete, arrange delivery to your premises or warehouse. Inspect the goods immediately upon receipt and document any damage or discrepancies.
Key Tips
- ✓Inspect goods on arrival and note any damage on the delivery receipt
- ✓Report damage to the carrier and your insurance provider within the required timeframe
- ✓Maintain records of all received goods for inventory and accounting purposes
- ✓Consider warehousing services if you need storage before final distribution
Ready to Start Importing?
Let us handle the logistics while you focus on your business. Get a free quote and expert guidance for your first import.