China is still the world’s largest manufacturing base, and for many UK businesses it offers the best mix of price, capability and choice. But sourcing successfully is about more than finding the cheapest supplier. The businesses that do well follow a clear process, from a solid brief to a final quality check.
Here is a practical, step-by-step guide to sourcing products from China for a UK business.
Step 1: Write a clear product brief
Everything starts with a good brief. The clearer it is, the more accurate your quotes and samples will be. Include:
- what the product is and what it is for;
- materials, sizes, colours and finishes;
- branding, such as logos, labels and printing;
- packaging requirements;
- target quantity and target price per unit;
- when you need the goods in the UK;
- reference photos, drawings or an existing sample, if you have one.
If you do not have every detail yet, that is fine. A good supplier or sourcing partner will help you fill the gaps, but the more you can share at the start, the better.
Step 2: Check UK rules for your product
Before you look for suppliers, check what your product needs to be sold legally in the UK. Depending on the category, this might include safety testing, certificates, specific markings and labelling. Children’s toys, electrical goods, cosmetics and products that come into contact with food are particularly regulated.
As the importer, you are responsible for making sure the product complies, so it is worth understanding the requirements early and building any testing into your budget and timeline.
Step 3: Find potential suppliers
There are several ways to find manufacturers in China:
- Online B2B platforms such as Alibaba and Made-in-China, which are quick for research but need careful checking.
- Trade fairs such as the Canton Fair in Guangzhou, where you can meet suppliers in person.
- Referrals from other businesses you trust.
- A sourcing agent, who can draw on existing supplier contacts and knowledge of manufacturing regions.
It helps to know that many products are made in specialist regions. Matching your product to the right region can make a real difference to price and quality.
Step 4: Vet your shortlist
Before sharing designs or paying anything, check that each supplier is genuine and suitable:
- Are they a manufacturer or a trading company?
- Do they already make similar products, at a similar quality level?
- Can they handle your quantity and timeline?
- Are they willing to work to your specification, and to sample before bulk?
- How quickly and clearly do they communicate?
Where possible, a factory visit or an independent factory check gives you far more confidence than photos alone.
Step 5: Request and compare quotes
Ask several suppliers to quote on exactly the same specification, so you can compare like with like. Check:
- the unit price at different quantities;
- the minimum order quantity (MOQ);
- sample and set-up costs, such as moulds or printing plates;
- production lead time;
- the Incoterm used, for example EXW, FOB or DDP, which tells you what is and is not included.
The cheapest quote is not always the best value. Factor in quality, reliability and the full landed cost, including shipping, duty and VAT. Our guide to the cost of importing from China to the UK explains how to work this out.
Step 6: Order and approve samples
Never skip samples for a custom product. Check them carefully against your brief: materials, measurements, colours, print quality, packaging and how the product feels and works. Ask for changes if needed, and only approve a sample you would be happy to receive in bulk. Keep the approved sample as your reference for production.
Step 7: Agree terms and place your order
Put the key details in writing before production starts: the approved specification, quantities, price, packaging, lead time and quality standards. Payment terms vary from factory to factory. Many factories ask for full payment upfront on smaller orders, while larger orders are often split into a deposit before production and the balance before shipping. Whatever the terms, agree them in writing, pay by a traceable method and, where possible, arrange a quality check before the final payment is made.
Step 8: Follow production and check quality
Stay in contact during production so issues are spotted early. Before the balance is paid and goods are shipped, arrange a pre-shipment inspection to check a sample of the finished goods against your approved sample. It is far easier to fix a problem in the factory than once the goods are in the UK.
Step 9: Ship and clear customs
Choose a shipping method that suits your budget and timeline: express courier such as DHL or FedEx for samples and urgent orders, air freight for lighter goods, or sea freight for larger orders. To import into the UK, you will need an EORI number starting with GB and the correct commodity code for your product, which sets your duty rate. You can find codes using the government’s Trade Tariff tool. Most businesses use a freight forwarder or customs agent to handle the import declaration.
Step 10: Check your goods and plan repeat orders
When your goods arrive, check them promptly and raise any problems with the supplier straight away. Once a product is working well, keep your approved samples and specifications on file. This makes repeat orders faster and helps keep quality consistent from batch to batch.
Common mistakes to avoid
- Choosing a supplier on price alone.
- Starting production without an approved sample.
- Paying a new supplier before checking they are genuine, or without agreed terms in writing.
- Forgetting to budget for shipping, duty, VAT and testing.
- Not allowing for Chinese New Year, when many factories close for several weeks.
- Having no quality check before goods leave China.
Want help with your sourcing project?
The Bridge Sourcing is a UK-based China sourcing partner, with our team in China on the ground. We support UK businesses through every step in this guide: clarifying your brief, finding and vetting suppliers, comparing quotes, managing samples, following production, checking quality and coordinating shipping to the UK.
Use us for the whole journey or just the stages where you need support. Send us your brief to get started, or read our comparison of sourcing agents and Alibaba to decide which route suits you.
