Buying direct from a factory in China is routine now for small UK businesses as well as large ones. There are more steps than buying from a UK wholesaler, but none of them are complicated once you know the order they come in.
This guide walks through those steps, from the registration you need before you order to the day the goods arrive. Times and costs vary by product and route, so treat the ranges below as typical, not guaranteed.
1. Get an EORI number
Before anything ships, your business needs an EORI number starting with GB. UK customs uses it to identify you as the importer, and goods cannot be cleared without it. It is free and you apply on GOV.UK.
Do this first. Goods often sit at the port while the importer sorts out paperwork that could have been done weeks earlier.
2. Find your commodity code
Every product has a commodity code that classifies it for customs. The first six digits are the international HS (Harmonized System) code, and the UK adds more to make a ten-digit import code. The code sets the duty rate and shows whether the goods need a licence or extra checks.
You can search for codes in the UK Trade Tariff on GOV.UK. Your supplier may give you a Chinese export code, but the later digits can differ from the UK code, so check it yourself. Knowing the code early lets you estimate duty before you agree a price.
3. Agree the Incoterms with your supplier
Incoterms decide who arranges and pays for each part of the journey. For imports from China the common options are EXW (Ex Works), where you collect from the factory and handle everything, and FOB (Free On Board), where the supplier delivers the goods onto the ship at the Chinese port and you take over from there.
Many UK importers prefer FOB. The supplier deals with Chinese export clearance, and your forwarder controls the main voyage and the UK side, so the costs are easy to see. Be careful with DDP (Delivered Duty Paid) offers from overseas sellers: someone still has to act as the UK importer, and that can stall at the border. Always name the place with the term, such as FOB Ningbo or FOB Shenzhen.
4. Choose sea or air freight
Most goods from China come by sea. Port to port, sea freight from China to the UK typically takes around 30 to 45 days, depending on the origin port and whether ships are routing round the Cape of Good Hope instead of through the Suez Canal. Add time at each end for collection, customs and delivery. A few pallets usually go LCL, sharing a container; larger orders go FCL, in a container of your own.
Air freight typically takes around five to eight days airport to airport and costs a good deal more per kilo. It makes sense for urgent, light or valuable goods, or for part of an order you need quickly while the rest follows by sea.
5. Prepare the documents
Your supplier should provide a commercial invoice (showing the value, currency, Incoterm and description of the goods) and a packing list (the number of packages, weights and dimensions). Sea freight travels on a bill of lading and air freight on an air waybill. Some goods also need certificates, such as a certificate of origin to claim a lower duty rate, or test reports for products like electrical items and toys.
Check that the description, value and quantities match on every document. Mismatches are a common reason for customs queries.
6. Customs clearance, duty and VAT
When the goods arrive, your forwarder or customs broker submits the import declaration for you. Duty is charged as a percentage of the customs value, which normally covers the goods plus the shipping and insurance to the UK, at the rate set by the commodity code. Import VAT, usually 20%, is then charged on the customs value plus the duty.
If you are VAT registered, postponed VAT accounting lets you declare the import VAT on your VAT return instead of paying it at the border, which helps cash flow. Once the entry is accepted and any charges are paid, the goods are released.
7. Delivery
After clearance, an FCL container is hauled to your premises for unloading and the empty container goes back. LCL goods are unpacked at a UK depot and delivered as pallets or cartons. Check that your site can take the delivery: a 40ft container needs room for an articulated lorry, and pallets may need a forklift or a tail-lift vehicle.
Where a forwarder fits in
A freight forwarder can handle every step from the Chinese port onwards, or from the factory door if you buy on EXW: booking the freight, consolidating LCL cargo, preparing the customs entry, paying duty through a deferment account and arranging delivery. Send us the supplier's address, the Incoterm and your pallet sizes and weights, and we will quote door to door.
Questions people ask
How long does shipping from China to the UK take?
By sea, typically around 30 to 45 days port to port, plus time for collection, customs and delivery. By air, typically around five to eight days airport to airport on a standard service. Exact times depend on the route, the carrier and the time of year.
Do I pay duty on goods from China?
Often, yes. The rate depends on the commodity code, and some goods are duty-free. Import VAT, usually 20%, is also due, though VAT-registered businesses can use postponed VAT accounting. Look up your code in the UK Trade Tariff on GOV.UK to estimate the cost before you order.
What Incoterm should I use when buying from China?
Many UK importers use FOB, where the supplier handles Chinese export clearance and loads the goods at the port, and your forwarder takes over from there. EXW gives you more control but leaves you responsible for export formalities in China.
Can I import from China without a freight forwarder?
You can, but you would need to book the freight, arrange UK customs clearance and organise delivery yourself. Most small importers use a forwarder or customs broker for at least the customs entry, because mistakes there cause delays and extra charges.