360TradeX

Guides for buying from China

Short, practical guides from our team on the ground.

  1. 01How an AQL inspection worksWhat inspectors check and how pass or fail is decided.6 min read
  2. 02EXW, FOB, CIF or DDP?The Incoterms that decide who pays what, and when.7 min read
  3. 03How to brief a factoryThe details that prevent most mistakes.6 min read
  4. 04Why the golden sample mattersThe single reference that protects your order.5 min read
  5. 05Paying suppliers safelyDeposit, balance and the red flags to watch for.6 min read
  6. 06Shipping basics: sea, air, LCL and FCLHow your goods travel and how to plan the timing.6 min read

01 · 6 min read

How an AQL inspection works

What inspectors check and how pass or fail is decided.

What AQL means

AQL stands for Acceptable Quality Limit. Instead of checking every piece, the inspector checks a random sample. The sample size depends on your order quantity and the inspection level, usually General Level II.

For an order of 3,000 pieces at Level II, for example, the inspector checks 125 pieces chosen at random from different cartons.

Defect levels and limits

Defects are sorted into three levels. Critical defects make the product unsafe or illegal; the limit is usually zero. Major defects make it unsellable or likely to be returned. Minor defects are small cosmetic issues.

Each level has a maximum number allowed in the sample. A common setting is AQL 0 for critical, 2.5 for major and 4.0 for minor defects. If the count goes above the limit, the inspection fails.

When and how to inspect

The pre-shipment inspection happens when production is finished and at least 80% of the goods are packed, so the sample represents what will ship.

Besides counting defects, inspectors check quantities, packaging, labels, measurements, function tests and anything on your own checklist, with photos of each finding.

02 · 7 min read

EXW, FOB, CIF or DDP?

The Incoterms that decide who pays what, and when.

EXW and FOB

EXW (Ex Works) means you collect the goods at the factory door. Export clearance, trucking to the port and everything after are yours. It looks cheapest but adds work and risk.

FOB (Free On Board) means the supplier delivers the goods onto the vessel at a named Chinese port, export-cleared. From that point the freight and risk are yours. FOB is the most common term for sea shipments from China.

CIF and DDP

CIF (Cost, Insurance and Freight) means the seller pays sea freight and basic insurance to your port, but the risk passes to you once the goods are on board. Destination charges and duties are yours.

DDP (Delivered Duty Paid) means the seller delivers to your address with import duties paid. It is the simplest for you, but you must check that duties and local charges are really included.

How to compare quotations

Always compare suppliers on the same Incoterm and the same port. A low EXW price can end up more expensive than a higher FOB price once you add inland transport and export fees.

Ask what is included: export clearance, palletising, documents and insurance. Write the Incoterm and the named place on every order.

03 · 6 min read

How to brief a factory

The details that prevent most mistakes.

What to include

A good brief has the product description, sizes with tolerances, materials, colours with Pantone references, and photos or a reference sample.

Add the quantity, the target price, the date you need the goods, and where they are going. Factories quote better when they know the full picture.

Specifications that matter

Say what matters most to you: weight, finish, strength, certification or packaging. That tells the factory where it cannot cut corners.

Include the packaging: retail box, inner pack, carton size and labels. Packaging changes later are expensive and often delay the order.

Common mistakes

Vague words like good quality or same as sample without a sample. Every requirement should be measurable or shown.

Changing details by chat or phone. Keep every change in writing in one place; in the portal, changes stay attached to your request.

04 · 5 min read

Why the golden sample matters

The single reference that protects your order.

What it is

The golden sample is the sample you approve as the standard for production. It shows exactly the materials, colours, finish and packaging you accepted.

Once approved, it is signed or sealed so nobody can swap it later.

How to approve it

Check it against your brief point by point: measurements, colour under daylight, function, labels and packaging.

Approve only when it is exactly right. Changing the product after production starts costs time and money and creates arguments about what was agreed.

Using it in inspection

Keep one golden sample at the factory and one with our team or with you.

Inspectors compare production pieces with it, so any difference becomes a clear, documented defect instead of a matter of opinion.

05 · 6 min read

Paying suppliers safely

Deposit, balance and the red flags to watch for.

Deposit and balance

Most orders are paid with a deposit, often around 30%, so the factory can buy materials, and a balance before shipping.

Paying the balance after a passed inspection keeps the factory motivated to fix problems before the goods leave.

Red flags

A sudden change of bank account, especially by email, is the most common fraud in international trade. Always confirm through a channel you already trust.

Personal bank accounts, pressure to pay immediately or prices far below the market are warning signs.

Using your portal

In the portal, every invoice shows the amount, currency and bank details, and every payment is confirmed by our team against the bank.

If a payment request does not match what you see in the portal, do not pay; write to billing@360tradex.com.

06 · 6 min read

Shipping basics: sea, air, LCL and FCL

How your goods travel and how to plan the timing.

Sea or air

Sea freight is the cheapest per kilo and suits most orders, but transit takes weeks. Air freight is fast and suits samples, urgent restocks and light, valuable goods.

Express couriers are for samples and small parcels; they are door to door but expensive per kilo.

LCL or FCL

LCL (Less than Container Load) means your goods share a container with others. You pay for the volume you use, in cubic metres. FCL (Full Container Load) means you rent the whole container.

As a rule of thumb, once you approach 15 cubic metres a 20-foot container can become cheaper and safer than LCL.

Planning the timing

Total lead time is production plus inspection plus inland transport plus transit plus customs. Plan backwards from the date you need the goods.

Chinese New Year stops most factories for several weeks; place orders well before it.

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