Import Guide from China

Step 2 — Place Sample Order

Requesting samples is a CANNOT-SKIP step when sourcing from a supplier for the first time. Process:

• 1.
  Click 'Request Sample' on the product detail page.
• 2.
  Sample fee $30-200 + shipping $20-40 (combined with other samples via Huayue's Guangzhou office).
• 3.
  Delivery time 8-12 days from order to receipt at Vietnam warehouse.
• 4.
  Test sample for 2-4 weeks with actual functionality.
• 5.
  Sample fee is 100% refunded when placing MOQ with the same supplier. CSR recommends ordering 3-5 samples of the same SKU to test supplier consistency. For OEM products (logo, custom color/size), request an additional 'OEM sample' with fee $80-300 — verify customization capability before placing MOQ. (See details at /info/sample-orders).

Step 3 — Pay 30% T/T Deposit via Escrow Account

After the sample meets requirements and the official PO (Purchase Order) is confirmed, the Buyer pays a 30% deposit via T/T (Telegraphic Transfer) into CSR's Escrow account at partner banks in Vietnam (for VND) and China (for USD/CNY). The money does NOT go directly to the supplier — it stays in CSR's escrow account until the transaction is completed. The supplier receives the PO + escrow confirmation → starts production immediately. The Buyer receives a PI (Proforma Invoice) via email within 24 hours with details: total value, SKU breakdown, estimated shipment date, shipping terms. Production lead time: 20-30 days for standard goods, 30-45 days for OEM custom. T/T bank transfer fee: ~0.1-0.3% + $20-50 fixed, borne by Buyer (already included in DDP).

Step 4 — On-site Inspection & Pay 70% Balance

Before shipment (1-2 days), Huayuesc's QC team in Guangzhou visits the factory for on-site inspection — FREE for orders ≥$5,000 USD, $200/time for smaller orders. Inspection process:

• i.
  Quantity — 100% count (for orders <500 units) or AQL 2.5 sample (for orders ≥500).
• ii.
  Quality — measure dimensions, check material per PO spec, functional test on 10% random samples.
• iii.
  Packaging — verify export-standard cartons, correct labels, matching packing list.
• iv.
  Documents — Form E (Certificate of Origin), Commercial Invoice, Packing List, BL/AWB. QC report: 100+ photos + 5-10 videos, sent to Buyer within 4 hours. After Buyer approves QC, pay 70% balance via T/T to escrow account → Supplier releases container. If failed, supplier fixes for free (5-10 day delay) or Buyer rejects goods (Escrow refunds 100% deposit).

Step 5 — DDP Shipping & Customs Clearance

Huayuesc Logistics handles all procedures from factory pickup to delivery at Buyer's warehouse (Incoterm DDP — Delivered Duty Paid). Process:

• 1.
  Pick up container/shipment at factory.
• 2.
  Transport to China export port (Foshan/Shenzhen/Ningbo) or Huu Nghi border gate (by road).
• 3.
  China export declaration + book vessel/truck.
• 4.
  Shipping 5-22 days depending on route (see /info/shipping-policy).
• 5.
  Vietnam customs clearance via e-customs VNACCS/VCIS — 75% of goods from verified suppliers go green channel in 2 hours.
• 6.
  Pay import duty + VAT 10% (already included in DDP).
• 7.
  Domestic transport in Vietnam to Buyer's warehouse (1-2 days). Total delivery time: 5-7 days by road via Lang Son, 18-22 days by sea. Real-time tracking via /buyer-center/orders + Zalo OA push.

Step 6 — Receive Goods & Confirm Quality

Buyer receives goods at warehouse, signs delivery receipt with Huayue partner driver. Recommendations:

• a.
  Check number of packages against packing list before signing.
• b.
  Record unboxing video of 1-2 random cartons as evidence in case of dispute.
• c.
  Inspect quality + quantity in detail within 7 days from receipt — this is the Escrow claim window. After 7 days, system auto-releases payment to supplier. If defects found: submit claim via /buyer-center/orders/{order-id}/dispute with photo/video evidence → Escrow team processes within 3-5 days → most cases favor Buyer when evidence is sufficient (100% refund, replacement, or negotiated compensation). After confirming goods are OK, Buyer rates order 1-5 stars + writes a review (to help other Buyers).

Required Documents Preparation

Standard document set for every B2B import order from China to Vietnam (CSR provides 90% — Buyer only needs to sign and keep):

• 1.
  Commercial Invoice — English commercial invoice, signed and stamped by supplier, declaring actual value (CSR prohibits under-invoicing).
• 2.
  Packing List — details of packages, net/gross weight, dimensions, SKU breakdown.
• 3.
  Bill of Lading (B/L) for sea or CMR for road — international transport document, original sent to Buyer or telex release.
• 4.
  Certificate of Origin — Form E (ACFTA) or Form RCEP (RCEP) for tariff benefits.
• 5.
  Quality Certificate — factory certificate of origin, ISO 9001 if any.
• 6.
  Test Report — for goods with technical requirements (CE, RoHS, FDA, FCC).
• 7.
  Phytosanitary Certificate — for agricultural, wood products.
• 8.
  Insurance Policy — for CIF/DDP, purchased by CSR via Bao Viet/PVI.
• 9.
  Customs Declaration (Vietnam customs declaration) — filed by CSR under authorization.
• 10.
  VAT E-invoice — issued to corporate Buyer for tax deduction.

Real Tax Calculation Example (Excel-style Breakdown)

Example actual tax calculation for wooden furniture order HS 9403.50 from KUKA Hangzhou, value $20,000 FOB, CIF shipping Lach Huyen, Buyer Hanoi:

• a.
  FOB Foshan price: $20,000.
• b.
  Ocean freight + CIF insurance: $4,000 → CIF $24,000.
• c.
  MFN import duty HS 9403.50: 20% (after Circular 12/2026 reduced from 25%) → $4,800. If Form E ACFTA: 0% (duty-free!) → saves $4,800.
• d.
  VAT 10% × (CIF + import duty) = 10% × $28,800 = $2,880 (without Form E) or 10% × $24,000 = $2,400 (with Form E).
• e.
  Clearance fee: $120.
• f.
  Domestic transport Hai Phong → Hanoi warehouse: $280.
• g.
  CSR service fee (5% commission paid by supplier, NOT charged to Buyer): $0. Total DDP without Form E: $20,000 + $4,000 + $4,800 + $2,880 + $120 + $280 = $32,080. Total DDP with Form E: $20,000 + $4,000 + $0 + $2,400 + $120 + $280 = $26,800. Savings: $5,280 = 16.5%.

ACFTA + RCEP tariff incentives — Form E and Form RCEP

ACFTA (ASEAN-China FTA, effective 2010) + RCEP (Regional Comprehensive Economic Partnership, effective 01/01/2022) tariff preferences are the KEY to reduce import duties by 5-15%. To enjoy the preference, Buyer needs: (i) Form E (for ACFTA) — Certificate of Origin issued by competent Chinese authorities (CCPIT, AQSIQ), free for CSR-verified suppliers. (ii) Form RCEP — for 15 RCEP countries (China, Japan, South Korea, Australia, NZ, ASEAN). Some items (electronic components, machinery) benefit more from RCEP than ACFTA. CSR auto picks the best FTA for each order. Note: goods must comply with Rules of Origin (RoO) — main materials from China or FTA member countries. CSR-verified suppliers are all capable of issuing correct Form E/RCEP so Buyer enjoys full benefits. For certain HS codes (wood, textiles), Form E reduces duties from 25% to 0% — massive savings.