Sourcing a product from overseas usually follows the same broad stages. Knowing them in advance helps you plan realistic timings and avoid the mistakes that cause delays and extra cost.
1. Define what you need
Start with a clear brief: the product, its specification, the quantity, your target landed cost (the total cost to get goods to you, not just the factory price) and when you need it. The clearer the brief, the more useful the quotes you get back.
2. Research the supplier market
Identify which regions and manufacturers make your type of product well. Look for suppliers who already make similar items at similar volumes.
3. Shortlist and check suppliers
Request quotations from several suppliers, then check the most promising ones properly. Our checklist on evaluating international suppliers covers what to look at.
4. Samples and negotiation
Approve samples against your written specification, then negotiate price, payment terms, minimum order quantity and lead time. Get everything agreed in writing.
5. Production
Keep in touch during production. Raise questions early, as changes become more expensive the further production has progressed.
6. Quality control
Inspect before shipment, while problems can still be fixed at the factory. Check the goods, packaging and labelling against your approved specification and sample.
7. Shipping and customs
Choose between air freight (faster, more expensive) and sea freight (slower, usually cheaper). Make sure the commercial documents are accurate and complete so goods clear customs at their destination without delay, and budget for import duties and taxes, such as VAT in the UK.
8. Delivery and review
When goods arrive, check them before accepting the delivery. Then review the order: what went well, what did not, and what to change next time.
Common mistakes
- Comparing factory prices instead of landed costs.
- Relying on a vague specification or a single photo.
- Skipping samples or inspection to save time.
- Leaving no margin in the timeline for delays.