Category: General Manufacturing Reading time: 10 min Meta description: A practical guide for international buyers sourcing custom parts from China — how to write RFQs, choose suppliers, manage quality, and avoid common mistakes. URL: /blog/how-to-buy-from-china/ Tags: sourcing, china, manufacturing, procurement, RFQ, quality-control
Sourcing custom manufactured parts from China offers significant cost advantages — typically 30-60% less than domestic production in North America or Europe. But without the right approach, those savings evaporate through quality issues, communication problems, and delays.
This guide covers the practical steps to source successful parts from Chinese manufacturers.
A well-prepared RFQ (Request for Quote) is the single biggest factor in getting accurate, comparable quotes from Chinese suppliers.
Required for every RFQ:
Highly recommended:
Common RFQ mistake: Sending only a 3D file without a 2D drawing. Chinese suppliers will interpret your model — and interpret it wrong. A 2D drawing with tolerances eliminates ambiguity.
PROJECT: Aluminum Housing Bracket
Materials: 6061-T6 aluminum (no substitution)
Process: CNC machining (5-axis preferred)
Quantity: 500 units (first order), 5,000/year forecast
Drawing: attachment-A-2024-001.pdf (revision C)
3D Model: attachment-housing-v3.step
Critical dimensions (see drawing for full details):
- Bearing pocket: Ø25.4mm H7 (+0.021/0)
- Mounting hole pattern: ±0.05mm true position
- All other dimensions: ±0.1mm per ISO 2768-m
- Surface finish: cavity face Ra 0.8µm, all other Ra 1.6µm
Delivery: 25-30 days after P.O. (partial shipments allowed)
Packaging: Individual PE bags, corrugated boxes, palletized
Quality: ISIR with CMM report required on first article.
AQL 1.0 normal level II for production lots.| Type | Best For | Watch Out For |
|---|---|---|
| Large manufacturer (500+ employees) | High volume, automotive, medical | High MOQ, less flexible, slow to respond |
| Medium manufacturer (50-500 employees) | Most custom parts, good balance | Quality can vary, check certifications |
| Small workshop (5-50 employees) | Low volume, prototyping, quick turnaround | Limited quality system, cash flow risk |
| Sourcing agent | First-time buyers, multiple suppliers | Adds cost layer, less control |
For first-time buyers, a medium-sized manufacturer with ISO 9001 certification is the safest bet. They have the systems to manage your quality without the overhead and inflexibility of a large manufacturer.
A Chinese quotation typically includes:
| Incoterm | Shipper Pays | Buyer Pays | Risk Transfer |
|---|---|---|---|
| EXW (Ex Works) | Nothing | Everything — pick up at factory | At factory gate |
| FOB (Free on Board) | Local transport + export clearance | Ocean freight + destination charges | When goods cross ship's rail |
| CIF (Cost, Insurance, Freight) | Everything to destination port | Destination port charges + customs | When goods cross ship's rail |
| DAP (Delivered at Place) | Everything to your door | Import duties + taxes | At destination |
For first-time buyers: FOB is the most common and least risky option. Your freight forwarder handles the ocean shipping; the supplier handles everything up to that point.
China Standard Time (CST) is UTC+8. To communicate in their business hours (9AM-6PM CST):
| Your Time Zone | Best Time to Send Messages |
|---|---|
| EST (New York) | 8PM-10PM (evening — they'll see it in the morning) |
| PST (Los Angeles) | 5PM-7PM (evening) |
| CET (London) | 1PM-3PM (afternoon) |
| GMT+8 | 9AM-6PM (direct) |
| Stage | Timing | What Happens |
|---|---|---|
| Incoming QC (IQC) | Raw material receipt | Verify material certs, dimensions of material |
| In-process QC (IPQC) | During production | First-article inspection, dimensional checks every 50-100 pcs |
| Final QC (FQC) | After production | Random sampling per AQL, functional testing, visual inspection |
| Pre-shipment QC (PSI) | Before shipping | 3rd-party inspection (SGS, Bureau Veritas, or your own QC) |
Recommended for first-time buyers: Always arrange a Pre-Shipment Inspection (PSI) for the first 2-3 orders. Cost: $200-500 per inspection. ROI: catches issues before payment and shipping.
| Term | Meaning | Risk Level |
|---|---|---|
| T/T 30% deposit + 70% before shipment | Most common for new relationships | Moderate — you've paid 70% before seeing goods |
| T/T 50% + 50% | Safer — more leverage on balance | Lower |
| L/C at sight | Letter of credit — bank guarantees payment | Safest, but expensive ($200-500 bank fees) |
| Net 30/60 | Payment after delivery | Trust-based, rare for new customers |
Never pay 100% upfront. No legitimate manufacturer demands it. 30% deposit is standard for custom parts.
| Mistake | Consequence | Solution |
|---|---|---|
| Vague specifications | Delivered parts don't fit | Full 2D drawing + tolerance callouts |
| Lowest price shopping | Material substitution, poor quality | Get 3 quotes, reject outliers |
| No quality inspection | 100% defective parts arrive | Insist on PSI for first orders |
| Verbal agreements | Misunderstood requirements | Everything in writing |
| Single supplier risk | No backup if they fail | Qualify 2 suppliers per part type |
| Packaging not specified | Damaged goods | Define packaging in RFQ |
| Incoterms not clear | Unexpected fees | Use FOB or CIF, confirm in writing |
□ 3D model with 2D drawing (STEP + PDF)
□ Material specification (exact grade)
□ Tolerance callouts on critical dimensions
□ Surface finish specification (Ra value)
□ Quantity and forecast
□ 3-5 supplier quotes
□ Supplier verification (ISO cert, references)
□ Payment terms agreed (30% deposit max for first order)
□ Pre-shipment inspection scheduled
□ Shipping terms confirmed (FOB preferred)Submit your part design to app.moldkey.com/quote and get competitive quotes from verified Chinese manufacturers with transparent quality management built into the process.