Shipping from China: The Complete Guide
Shipping from China is one of the most critical — and most misunderstood — steps in the import process. Get it right and you protect your margins, keep customers happy, and build a scalable supply chain. Get it wrong and you face delayed shipments, surprise customs bills, damaged goods, and profits that evaporate before they hit your bank account.
This guide covers everything you need to know: the main shipping methods, how to choose between them, Incoterms, freight forwarders, customs clearance, import duties, and the practical steps to move goods from a Chinese factory to your warehouse without losing your mind — or your money.
The Three Main Shipping Methods from China
When shipping from China, you have three primary options: sea freight, air freight, and express courier. Each has its place depending on your shipment size, urgency, budget, and product type.
Sea Freight
Sea freight is by far the most common method for importing goods from China in volume. It is slow — typically 20 to 40 days depending on the origin port in China and your destination — but it is also dramatically cheaper per kilogram than air freight, especially for heavy or bulky goods.
Sea freight from China is handled through major ports like Shanghai, Ningbo, Shenzhen (Yantian, Shekou, Chiwan), Guangzhou (Nansha), and Qingdao. On the destination side, goods typically arrive at ports like Los Angeles, Long Beach, New York, Rotterdam, Felixstowe, or Sydney depending on your country.
Transit times vary by route. China to the US West Coast takes roughly 14 to 20 days. China to the US East Coast via the Panama Canal takes 28 to 35 days. China to Europe runs 25 to 35 days. China to Australia is typically 15 to 25 days.
Air Freight
Air freight is the middle ground between express couriers and sea freight. It is much faster than sea — typically 3 to 7 days door to door — and significantly cheaper than express couriers for larger shipments (above roughly 100 kg). Air freight is ideal for time-sensitive goods, high-value products where speed justifies cost, or first shipments where you need inventory fast.
Air freight cost is calculated on chargeable weight, which is the higher of actual weight or volumetric weight (length x width x height in cm divided by 6000 for most airlines). Dense, heavy items are charged on actual weight. Light, bulky items are charged on volumetric weight. This matters a lot — a shipment of pillows might weigh 200 kg but have a volumetric weight of 600 kg.
Main airports for outbound air freight from China include Shanghai Pudong (PVG), Beijing Capital (PEK), Guangzhou Baiyun (CAN), and Shenzhen Bao’an (SZX).
Express Courier
Express courier services — DHL, FedEx, UPS, and TNT — offer door-to-door delivery in 3 to 5 business days and include customs clearance in their service. They are the fastest option and the simplest, because the courier handles almost everything. However, they are the most expensive option per kilogram and become prohibitively costly for shipments above 50 to 100 kg.
Express couriers are best for: samples, urgent replenishments, small initial orders to test quality, and high-value low-weight goods like electronics or jewelry where speed justifies cost. For most volume importers, express is only used in emergencies.
LCL vs FCL: Understanding Container Options
If you ship by sea, you will quickly encounter the terms LCL and FCL. These refer to how much of a shipping container your goods occupy.
FCL — Full Container Load
FCL means you book an entire container for your goods. Standard container sizes are 20-foot (roughly 25 to 28 CBM usable space, up to about 22,000 kg) and 40-foot (roughly 55 to 60 CBM, up to 26,000 kg). There are also 40-foot high-cube containers (HC) which have an extra 30 cm of height and are preferred for lightweight, bulky goods.
FCL is cheaper per CBM than LCL once you fill a significant portion of the container (typically above 15 CBM for a 20-foot, or 28 CBM for a 40-foot). FCL also has lower risk of damage because your cargo is not mixed with other shippers’ goods. Customs examinations are simpler. And transit times can be slightly shorter because there is no consolidation at origin or deconsolidation at destination.
LCL — Less than Container Load
LCL means your goods are consolidated with other shippers’ cargo into a shared container. You pay only for the cubic meters (CBM) you use, plus a handling fee. LCL is cost-effective for smaller shipments — typically below 15 CBM — where renting a full container would be wasteful.
LCL has some disadvantages: transit times are longer because of consolidation and deconsolidation at CFS (Container Freight Stations), there is slightly higher risk of damage from handling, and customs examination of LCL shipments can sometimes cause delays for the whole container.
As a rule of thumb: if your shipment is below 10 CBM, LCL is usually your best sea freight option. Above 15 to 20 CBM, FCL becomes more economical. Between 10 and 15 CBM, it depends on current market rates and your specific route.
Incoterms: Who Pays for What and Who Bears the Risk
Incoterms (International Commercial Terms) are a set of standardized rules published by the International Chamber of Commerce that define the responsibilities of buyers and sellers in international trade. They determine who pays for shipping, insurance, and customs at each stage of the journey, and — critically — at what point the risk of loss or damage transfers from seller to buyer.
For a full breakdown, read our guide on Incoterms Explained for Importers. Here is a practical overview of the three Incoterms that matter most when importing from China.
EXW — Ex Works
Under EXW, the seller’s only obligation is to make the goods available at their factory or warehouse. The buyer (you, the importer) is responsible for everything from that point: arranging collection from the factory, export customs in China, freight to your country, import customs, and final delivery. EXW gives you maximum control but also maximum responsibility. It is often not suitable for new importers because you need a freight forwarder with a strong China presence to handle the local collection and export clearance.
FOB — Free On Board
FOB is the most common Incoterm for China imports. Under FOB, the seller is responsible for the goods until they are loaded onto the vessel at the named port of shipment (e.g., FOB Shanghai). Once the goods are on the ship, risk transfers to you. You then arrange and pay for the main ocean freight, insurance, import customs, and delivery to your destination.
FOB is popular because it gives importers control over the main freight cost (which is the largest cost component), while the supplier handles the more complex local logistics in China. It also makes price comparison between suppliers cleaner, since you are comparing product + local Chinese costs.
DDP — Delivered Duty Paid
Under DDP, the supplier takes full responsibility for the entire journey: export from China, main freight, import customs and duties in your country, and delivery to your door. You pay one price and the goods show up at your warehouse. DDP sounds attractive because of its simplicity, but it comes with risks: the supplier controls the freight forwarder, you have no visibility into what is happening with your shipment, and the pricing may include significant hidden markups. Some DDP suppliers also use grey-channel customs clearance which can expose you to legal risk.
For a detailed comparison, see our guide on FOB vs CIF vs DDP.
Freight Forwarders: What They Do and Why You Need One
A freight forwarder is an intermediary that arranges transportation of goods on your behalf. Think of them as a logistics concierge: they book space on vessels or aircraft, handle documentation, coordinate customs clearance, arrange inland transportation, and manage the entire logistics chain from China to your door.
For most importers — especially those doing sea freight — working with a freight forwarder is not optional; it is essential. The logistics of international shipping involve a level of complexity (carrier bookings, bills of lading, customs entries, port fees, delivery orders) that would be extremely difficult to manage directly, especially as a new importer.
What a Freight Forwarder Handles
A good freight forwarder will: book freight with carriers at negotiated rates (often better than you could get directly), prepare and manage shipping documents (commercial invoice, packing list, bill of lading or airway bill, certificate of origin), coordinate pickup from the supplier’s factory or port, handle export customs clearance in China, arrange import customs clearance at destination (either directly or through a customs broker), pay port fees and duties on your behalf (then invoice you), and arrange delivery from the port or airport to your warehouse.
How to Choose a Freight Forwarder
Look for freight forwarders who specialize in China-origin shipments. Key criteria: they should have an office or strong partner network in China (essential for EXW and export-side coordination), experience with your specific product category (some goods like food, chemicals, or oversized cargo require specialist knowledge), clear and itemized quotes (beware forwarders who bundle everything and hide fees), good communication (you want responsiveness, not just cheap rates), and references from other importers in your country.
You can find freight forwarders through recommendations from other importers, trade associations, or platforms like Freightos, Flexport, or Freightquote for online quoting. Always get at least three quotes and compare them line by line — the cheapest quote on paper may include hidden surcharges that make it more expensive in practice.
Customs Clearance: Documents, Process, and Key Requirements
Customs clearance is the process of declaring your goods to the customs authority of your destination country, paying applicable duties and taxes, and obtaining permission to import the goods. It is a critical step where errors can result in delays, fines, or even seizure of goods.
For a detailed walkthrough, see our guide on the Customs Clearance Process for China Imports.
Essential Shipping Documents
Commercial Invoice: The primary customs document. It must accurately describe the goods, their quantity, unit price, total value, country of origin, seller and buyer details, and the Incoterm used. Customs authorities use this to calculate duties. Never agree to undervalue goods on the commercial invoice — this is customs fraud and the risk falls on you, not your supplier.
Packing List: A detailed list of every carton in the shipment, including dimensions, gross weight, net weight, and contents. Customs uses this alongside the commercial invoice.
Bill of Lading (sea freight) or Airway Bill (air freight): The contract between the shipper and the carrier. For sea freight, the bill of lading is also a title document — whoever holds the original can claim the goods. Negotiable bills of lading are used in traditional trade; seaway bills (non-negotiable) are simpler and faster for most commercial shipments.
Certificate of Origin: Certifies the country where goods were manufactured. This is sometimes required to claim preferential duty rates under trade agreements, and it is often required by customs regardless. For China, this is typically issued by the China Council for the Promotion of International Trade (CCPIT) or the local Chamber of Commerce.
Other Documents (as required): Depending on your product, you may also need: a fumigation certificate (for wood packaging), MSDS (Material Safety Data Sheet) for chemicals, a phytosanitary certificate for plants or agricultural products, FDA registration or compliance documents for food or cosmetics entering the US, CE declarations for products entering the EU, or test reports and certificates for regulated products.
HS Codes and Customs Classification
Every product is classified under a Harmonized System (HS) code — an internationally standardized numerical code that determines the applicable duty rate. Getting the HS code right is important: using an incorrect code can result in paying the wrong duty rate (you may overpay or be caught for underpayment) or triggering additional scrutiny.
Your freight forwarder or customs broker will classify your goods, but you should verify the code yourself. The US International Trade Commission’s HTS database, the UK Global Trade Tariff, and the EU’s TARIC database all allow you to look up codes and duty rates for free.
Import Duties and Taxes
Import duties are taxes levied on goods entering a country, based on the customs value (typically the FOB or CIF value of the goods) multiplied by the duty rate for the applicable HS code. In addition to duties, you may also owe VAT or GST on the imported goods.
For US importers, China-origin goods are subject to both standard Most Favored Nation (MFN) duties and, since 2018, additional Section 301 tariffs that range from 7.5% to 25% depending on the product category. These tariffs have significantly increased the cost of importing many products from China and have prompted some importers to source from Vietnam, India, or other countries for tariff mitigation.
For EU importers, duties vary by product category (typically 0% to 12% for most manufactured goods, higher for some agricultural or sensitive categories). VAT at the standard rate of your country applies on top of the customs value plus duty.
For UK importers post-Brexit, the UK Global Tariff applies. UK VAT (20%) is due at importation, though VAT-registered businesses can reclaim it on their VAT return.
Always calculate your landed cost — which includes product cost, freight, insurance, duties, taxes, and local delivery — before you finalize pricing and margins. Duty rates can significantly impact profitability, especially on lower-margin products.
Shipping Costs: What Drives Them and How to Reduce Them
Ocean freight rates are notoriously volatile. They spike during peak seasons (pre-Golden Week in October, pre-Chinese New Year, and the pre-Christmas rush in Q3/Q4), during global supply chain disruptions (as seen dramatically in 2021 and 2022), and with fuel price changes. Understanding what drives shipping costs helps you plan and negotiate better.
Key Cost Components
Ocean/Air Freight: The base rate for moving the container or cargo from origin port to destination port. For sea freight, this is quoted per container (FCL) or per CBM (LCL). For air, it is per chargeable kg.
Origin Charges: Fees at the Chinese port — trucking from factory to port, export customs fees, container handling (THC), bill of lading fee, and any hazmat or special cargo surcharges.
Destination Charges: Fees at your destination port — import customs clearance, port handling (THC or port dues), delivery order fee, container demurrage if you hold the container too long, and drayage (trucking from port to your warehouse).
Surcharges: These can add significantly to your base rate. Common surcharges include: BAF (Bunker Adjustment Factor, for fuel cost changes), CAF (Currency Adjustment Factor), PSS (Peak Season Surcharge), and GRI (General Rate Increase). These are often non-negotiable, especially during peak periods.
How to Reduce Shipping Costs
Consolidate shipments: Ship less frequently in larger quantities rather than many small shipments. Each shipment has fixed costs (documentation, port handling, customs) regardless of size. Consolidating reduces your cost per unit significantly.
Optimize packaging: Dense, efficiently packed cargo has lower volumetric weight relative to actual weight. Work with your supplier to minimize dead space in cartons and optimize master carton sizing for standard container configurations.
Ship off-peak: Rates are lower in January-March (post-Chinese New Year) and May-June. Planning your inventory to ship in these windows can yield significant savings.
Get multiple quotes: Freight rates vary enormously between forwarders. Get at least three itemized quotes for every shipment and negotiate, especially if you have regular volume.
Consider alternative ports: Sometimes routing through a different port in China or using a different discharge port in your country can yield savings or faster transit times.
Use a bonded warehouse or FTZ: If you import regularly into the US, using a Foreign Trade Zone (FTZ) or customs bonded warehouse can defer duty payments and improve cash flow.
Step-by-Step: The China Shipping Process
Here is the practical sequence for shipping goods from a Chinese supplier to your warehouse. For a broader view of the full import process, see our guide on Importing from China: Step-by-Step.
Step 1: Confirm your order and agree on Incoterms. Before production starts, confirm in writing the Incoterm, the port of shipment (if FOB), the cargo ready date, and who will arrange the booking.
Step 2: Book your freight forwarder early. For FCL shipments especially, book 2 to 3 weeks before the cargo ready date. Container space is limited and rates can rise if you book late.
Step 3: Conduct pre-shipment inspection. Before cargo is loaded, have the goods inspected — either by yourself, a sourcing agent, or a third-party inspection company. This is your last chance to catch quality issues before goods leave China.
Step 4: Collect shipping documents. Obtain the commercial invoice, packing list, bill of lading (or airway bill), and any required certificates from your supplier. Check all documents carefully for errors — a wrong quantity, value, or description can cause customs problems.
Step 5: Track your shipment. Use your freight forwarder’s tracking system or the carrier’s tracking tools. For ocean freight, track by container number or bill of lading number. Monitor for any delays, transshipments, or port congestion issues.
Step 6: Prepare customs entry. Send all documents to your customs broker (or your freight forwarder if they handle customs) well before arrival. For sea freight to the US, customs entry must be filed at least 24 hours before vessel departure from the last foreign port (the 24-Hour Rule). For air freight, it is 4 hours before departure.
Step 7: Pay duties and taxes. Your customs broker will advise on duties and taxes due. Pay promptly to avoid demurrage (storage fees for containers sitting at the port).
Step 8: Arrange final delivery. Once customs releases the goods, arrange drayage (trucking) from the port to your warehouse. Check the goods upon arrival against the packing list.
Common Mistakes When Shipping from China
Undervaluing goods on customs documents. Some suppliers offer to write a lower value on the commercial invoice to reduce your duties. This is illegal customs fraud. If caught, you face fines, seizure of goods, and potentially being flagged for enhanced customs scrutiny on all future shipments. Never do it.
Using the wrong HS code. Incorrect classification can result in paying the wrong duty rate. If you underpay, you may face back-payments plus penalties when discovered. Always verify your HS code.
Forgetting about compliance requirements. Many products require compliance certifications, registrations, or labeling before they can be imported — especially electronics (FCC, CE), food and cosmetics (FDA), children’s products (CPSC), and more. Customs can refuse entry to non-compliant goods.
Not booking freight early enough. Especially during peak season, failing to book early means you either can’t get space or pay inflated spot rates. Plan your production and shipping calendar in advance.
Skipping marine insurance. Cargo insurance is not included in most shipping contracts. If your container is lost at sea, damaged, or stolen, you have no recourse without your own cargo insurance policy. Always insure your shipments for full CIF value plus 10%.
Letting the supplier choose the freight forwarder. When you use a supplier-nominated forwarder, you lose transparency and control. The forwarder’s loyalty is to the supplier, not to you. Use your own freight forwarder whenever possible (under FOB terms).
Not accounting for all costs in landed cost calculations. Many new importers calculate landed cost as product cost plus ocean freight. They forget customs duties, port fees, drayage, inspection costs, and storage. This leads to pricing products too cheaply and destroying margins.
Final Thoughts
Shipping from China is a learnable skill. Once you have your first few shipments under your belt — with a good freight forwarder, a solid customs broker, and a clear understanding of Incoterms and costs — the process becomes systematic and manageable. The importers who struggle are those who treat shipping as an afterthought and are blindsided by costs and delays that were entirely predictable.
Build your shipping knowledge alongside your sourcing knowledge, and you will have a significant competitive advantage over importers who outsource all logistics thinking to third parties and then wonder why their margins are thin.
Related Pillar Guides
- How to Find Suppliers in China: The Complete Sourcing Guide
- Quality Control for China Imports: The Complete Guide
- China Sourcing Agents: The Complete Guide
