Documents for importing from China
The basic set for an official shipment is the foreign trade contract, invoice, packing list, the Chinese side's export declaration, and transport documents. On arrival, these are joined by the customs declaration, which your broker files. Beyond that, it depends on the specific product: certificates, permits, technical documentation.
Full list and areas of responsibility
| Document | What it's for | Who prepares it |
|---|---|---|
| Foreign trade contract | the basis for the deal, and the base for the currency payment and customs value | us, signed by you and the supplier |
| Invoice | value and composition of the shipment; customs value is calculated from it | supplier, we check it |
| Packing list | what's in which package, weight and dimensions; checked during inspection | us, based on actual receipt |
| PRC export declaration | confirms the legality of export from China | we |
| Transport documents | waybills along the route, confirming carriage | us and the carrier |
| Customs declaration | the main import document; payments are calculated based on it | your broker |
| Certificates and permits | confirm that the goods meet the destination country's requirements | the factory, or prepared separately |
| Payment documents | confirm payment to the supplier | us, if payment goes through us |
Contract: what to look at
The contract is the one document everyone reads later: the bank, customs, your accountant, and, if it comes to that, a court. Four spots where mistakes happen most often.
- Delivery terms. Who carries the goods and to which point, and where the risk transfers. This determines what's included in the customs value.
- Product description. Must match the invoice, the packing list, and what actually arrives. A mismatch is the most common cause of delays during inspection.
- Payment schedule. Prepayment, in installments, after shipment — this is also the basis for the currency payment.
- Parties' details. The supplier company's name in the contract, the invoice, and the payment order must match exactly, character for character.
A breakdown of all twelve sections and what to check in each — contract with a Chinese supplier.
Invoice and packing list
The invoice sets the customs value, from which duty and VAT are calculated. Understating the value on the invoice isn't "optimization" — it's a risk: customs compares the price against risk profiles for the product category, and if it deviates, the value is adjusted and payments are recalculated.
We draw up the packing list based on actual receipt at the warehouse: what's in which package, gross and net weight, dimensions. This is the document checked during inspection, so it carries our actual measurements, not the supplier's stated figures.
Certification: check before shipment
Requirements depend on the product and the destination country. There's one general rule: check them before the goods ship. A shipment without the required document won't just "arrive and get sorted out" — it will be held at the border, and storage costs from there are on you.
Some certificates are already held by the factory — you just need to request them. Some are prepared separately for the specific importer. What exactly is needed for your product is determined together with the product code, that is, at the calculation stage.
Branded goods are a separate matter. Official import requires confirmation of the right to use the trademark. We don't ship copies or counterfeits.
Duty and VAT: how they're calculated
The process is the same for most countries; only the rates differ.
- The customs value is determined: the product's invoice price plus delivery to the border.
- The duty rate is determined by the product code, and the duty itself is calculated.
- VAT is calculated on the sum of "customs value + duty".
- For certain categories, excise is added — that's alcohol, tobacco, cars.
For Ukraine, the import VAT rate is 20%, and duty for most consumer categories falls in the 0–10% range, determined by the product code. This is a general guide, not a calculation: your broker gives the exact rate for your item after classification. Rules and thresholds change, so it's worth double-checking them at the time of shipment.
You can check the ballpark figures yourself: customs clearance calculator calculates duty and VAT for your shipment and shows the white-import scheme next to cargo.
What we handle and what your broker handles
The line runs at the declaration. Everything before it is our zone: the contract, invoice, packing list, export processing in China, transport documents, payment to the supplier. The declaration and everything tied to it is the broker's zone: classifying the product, calculating payments, filing, and responding to customs requests.
By default, your broker files the declaration: you remain the importer and owner of the goods on paper. Need that part covered too? We arrange customs clearance as a separate service on request. What having your own legal entity gives you and how it differs from importing under someone else's contract is covered on the page about white delivery.
Frequently asked questions
What documents are needed for importing from China?
The basic set: a foreign trade contract with the supplier, invoice, packing list, the Chinese side's export declaration, and transport documents. Beyond that, depending on the product — certificates of conformity, permits, technical documentation.
We prepare the contract, invoice, and packing list, and export processing in China is on us too. Permits depend on the product and country: some come from the factory, some are prepared separately. On arrival, your broker files the customs declaration.
Who prepares the contract with the Chinese supplier?
We prepare the contract, and you and the supplier sign it. We need the supplier's details and their agreement to ship officially — not every factory is ready for that, and it's checked before payment.
What happens if you understate the value on the invoice?
Customs compares the declared value against risk profiles for the product category. If it deviates noticeably, the value is adjusted, payments are recalculated, and the shipment is held up pending clarification. This doesn't save you money — it just adds time and cost.
Are certificates needed for goods from China?
It depends on the product and the destination country. Requirements are checked before shipment, together with determining the product code. Some documents are already held by the factory, some are prepared separately for the importer.
How is VAT calculated on import?
On the sum of "customs value + duty", where customs value is the product's invoice price plus delivery. For Ukraine, the import VAT rate is 20%. The exact calculation for your item is done by the broker after classifying the product.
Send us a description of the product — we'll tell you which set of documents you'll need and what to request from the supplier in advance.