eBook: Case Study 1/15 

 
[CASE STUDY]​ H
​ OW TO GET YOUR 
PRODUCT MADE IN ASIA IN 4 STEPS 
 

 
 
 
Copyright 2018/2020 Asiaimportal (HK) Limited, Suite 2401-02, 24/F, Bonham Strand Trade Centre,  
135 Bonham Strand East, Sheung Wan, Hong Kong S.A.R 
 
 
 

   

 
 
eBook: Case Study 2/15 

Table of contents 
1. Create your product specification 4 
1.1 Prepare spec sheet 5 
1.2 Confirm mandatory safety standards 6 
2. Factory sourcing 7 
2.1 Find suppliers online 7 
2.2 Request quotations 8 
2.3 Select your supplier 8 
3. Product samples 9 
3.1 Placing your sample order 10 
3.2 Managing sample issues and delays 10 
4. Placing your order 11 
4.1 Prepare the order terms 11 
4.2 Deposit payment (30%) 12 
4.3 Order follow-up 12 
4.4 Quality inspection 13 
4.5 Book lab testing 14 
4.6 Balance payment 14 
5. Shipment booking 15 

   

 
 
eBook: Case Study 3/15 

1. Create your product specification 

Your product must be defined before it can be manufactured. This holds true for both custom 
designed (OEM) and private label product. In this first part, you will learn how to create a 
product specification file. 
 

 
 
Estimated time: 1
​ week 
Image: Product specification template 

   

 
 
eBook: Case Study 4/15 

1.1 Prepare spec sheet 

A product specification sheet can be a simple e​ xcel file d
​ efining the products design, 
functionality and quality. If you want to manufacture a watch, you’d need to include the 
following information: 
 
+ Materials 
+ Components (e.g. movement) 
+ Dimensions 
+ Colors, plating and coating 
+ Technical standards (e.g. 5 ATM)  
 
In addition, you must prepare the following: 
 
+ Design drawings o ​ rp ​ roduct photos 
+ Logo files 
+ Packaging design 
 
Not sure how to create your own design?​ There are thousands of design freelancers on 
Upwork.com​.  
 

Need help creating a product specification? 

The Starter Package​ ​includes ​product specification templates 

for 9 product categories, such as textiles, watches and 
electronics. 

Learn more on w
​ ww.chinaimportal.com/demo 

   

 
 
eBook: Case Study 5/15 

1.2 Confirm mandatory safety standards 

Planning to import to the United States, Europe or Australia? Then you need to ensure 
compliance with mandatory product safety standards and labeling requirements. Keep in 
mind that you are responsible for all products you place on the market. 
 
Tip: C
​ onfirm the following requirements for your product 
 
+ Chemicals and heavy metals restrictions 
+ Product safety standards 
+ Labeling requirements (e.g. ‘Made in China’ or CE mark) 
+ Certification Requirements 
+ Lab testing requirements 
 
Warning: ​Importing non-compliant products (e.g. containing excessive amounts of heavy 
metals or incorrect labels) is i​ llegal and can result in a forced recall or heavy fines​. 
 

Need help with product compliance? 

The Starter Package includes a P

​ roduct Safety 
Databank c​ overing product standards, labeling 
and certification requirements for selling into the 
United States, European Union and Australia. 

Learn more on w
​ ww.chinaimportal.com/demo 

   

 
 
eBook: Case Study 6/15 

2. Factory sourcing 
Once you have a spec sheet and design drawings, it’s time to find a suitable manufacturer for 
your product. Not all suppliers are equal, so you need to follow the process in this part to 
identify the most qualified factories. 
 

 
 
Estimated time: 2
​ - 3 weeks 
Image: Globalsources.com 

2.1 Find suppliers online 

Alibaba.com​ and G ​ lobalsources.com​ (above) are the two largest B2B supplier directories 
today, and the only ones that truly matter. They provide extensive information about each 
listed suppliers that you can use to filter suppliers: 
 
+ Main products 
+ Registered capital 
+ Product certificates 
+ Quality management certificates 
+ Social compliance certificates 
 
Tip: U​ se this information to select minimum ​10 suppliers​ that you contact to request 
quotations. 

   

 
 
eBook: Case Study 7/15 

2.2 Request quotations 

Before you reach out to the 10 suppliers you’ve just shortlisted, you must decide what 
information to ask for. I suggest that you always request the following: 
 
+ Unit pricing 
+ Minimum order quantity (MOQ) requirement 
+ Product sample cost 
+ Production time 
 
You can use the contact forms on Alibaba.com and Globalsources.com to request quotations. 
Don’t forget to send the product specification sheet and design attachments at the same time. 
Otherwise the suppliers don’t have enough information to provide a quotation. 
 
Tip: F
​ ollow up with the suppliers every 3 days until you’ve received product quotations. In 
most cases, it takes around 7 days to receive a quotation. 

2.3 Select your supplier 

Assuming you contact all 10 suppliers, you can expect around 5 of them to reply back. It’s time 
to compare the quotations as soon as you’ve collected them. Compare them based on these 
factors: 
 
+ Unit pricing 
+ Minimum order quantity (MOQ) requirement 
+ Product sample cost 
+ Production time 
 
Tip: D
​ on’t select the cheapest supplier by default. Whether they have product test reports and 
quality certificates is often more important than the unit price itself. 
 

Need help finding pre-vetted factories? 

The Starter Package includes tutorials, videos and a S

​ upplier 
Check Tool h​ elping you to identify qualified manufacturers in 
China, Vietnam, India and Thailand. 

Learn more on w
​ ww.chinaimportal.com/demo 
 

   

 
 
eBook: Case Study 8/15 

3. Product samples 
Now that you have at least one supplier it’s time to order product samples. The purpose of 
this step is to test whether the supplier can actually make your product, according to your 
design and quality requirements. That’s not to be taken for granted. 
 

 
 

 
 
Estimated time: 4 ​ - 12 weeks 
Image: Product renderings 

   

 
 
eBook: Case Study 9/15 

3.1 Placing your sample order 

You must prepare a S ​ ample order terms sheet b ​ efore you pay the supplier. This document 
must include the following: 
 
+ Product specification file 
+ List of attachments (e.g. logos and design drawings) 
+ Sample production time 
+ Mould / tooling ownership terms 
+ Single payment only 
+ Additional sample remakes are free 
+ Maximum production time 
 
Send the document to your supplier once you’ve drafted it. Request that they sign and stamp 
each page before you pay the sample invoice. 
 
How much do sample costs? 
 
The sample cost depends on various factors. In some cases, product samples are free of 
charge and you’ll only have to pay for shipping. However, some products require injection 
molds (e.g. plastic or metal) which can cost a few hundred dollars. Tooling costs are always 
paid for by the buyer. 
 
How long does it take? 
 
In general, the sample production time takes between 30 to 60 days. 

3.2 Managing sample issues and delays 

Don’t expect your supplier to come up with a perfect sample on their first try. It often takes at 
least one or two revisions before they manage to get the product sample right. 
 
That said, if the supplier keep failing time and after time, you should consider switching 
supplier. Don’t see that as a failure. After all, the purpose of this process is to test the 
suppliers ability to make your product. 
 
Tip: R​ equest the supplier to send photos and videos of your product sample before they send 
it via DHL or Fedex. That way you can spot quality issues early on, without the need to return 
the sample back to the factory. 

   

 
 
eBook: Case Study 10/15 

4. Placing your order 

This is when things get real, and you only have one chance to get it right. Placing an order 
involves far more than sending money and hoping for the best.  
 

 
 
Estimated time: 4 ​ - 8 weeks 
Image: Factory in Shenzhen 

4.1 Prepare the order terms 

The order terms sheet is a document listing all product specifications, quality requirements 
and general terms. Most suppliers expect the buyer to provide this document, so make sure 
you include the following: 
 
+ Product specification file 
+ Attachments (e.g. design drawings and logos) 
+ List of applicable product safety standards 
+ MOQ requirement 
+ Defect rate 
+ Payment terms 
+ Late delivery terms 
+ Shipping terms 
+ Packaging terms 
+ Design and brand ownership clause 
 
The order term sheet shall remain valid for at least 3 years. As such, you can reorder from the 
same supplier without the need to reconfirm or renegotiate each new order. 
   

 
 
eBook: Case Study 11/15 

Need help preparing the order terms? 

The Starter Package include a P ​ roduction Manual​, which we’ll 

also help you fill in based on your product requirements. We 
can also check the invoice before payment, to help you avoid 
scams. 

Learn more on w
​ ww.chinaimportal.com/demo 

4.2 Deposit payment (30%) 

Once the supplier has signed and stamped the order term sheet, it’s time to wire the deposit 
payment. Note that you should only pay 30% before production starts, and hold the 
remaining balance until these two conditions are met: 
 
+ Quality inspection approved 
+ Product lab test approved 
 
Tip: O
​ nly pay to a bank account beneficiary whose name is matching that of the factory. Never 
pay to offshore accounts, private accounts or those held by different companies. This will help 
you avoid payment scams. 

4.3 Order follow-up 

Once the supplier has received the funds, they should immediately confirm the production 
time. In addition, you should set the following milestones and request that they send photos: 
 
+ Materials delivered 
+ First unit assembled 
+ 50% of the units assembled 
+ 80% of the units assembled 
+ 100% of the units assembled 
 
Tip: R
​ emind your supplier of the target deadline on a weekly basis. That way you show your 
supplier that you will not accept delays. 

   

 
 
eBook: Case Study 12/15 

4.4 Quality inspection 

   
Movement test  Packaging Check 

   
Visual Inspection  Dimensions Check 
 
You can’t return defective products back to the factory. Period. As such, you must get the 
quality checked before the products are shipped to your country. Doing so is relatively simple, 
as you can book quality inspections online. 
 
+ Book quality inspections online at least 2 weeks in advance 
+ Prepare a checklist for your quality inspection agency 
 
Afterwards, the quality agency will send a complete ​PDF Report t​ hat detail the following: 
 
+ Defects found (photos and description) 
+ Product photos 
+ Dimensions and weight 
+ Functionality testing (photos and videos) 
 
It tells you whether the products are what you expect, or not. 

 
 
eBook: Case Study 13/15 

4.5 Book lab testing 

Lab testing is the only way to verify if a product is compliant with all mandatory safety 
standards. While lab testing is not mandatory for all products, the customs authorities or even 
Amazon.com may require that you submit a test report. As such, it’s best to be on the safe 
side. 
 
Like quality inspections, lab tests can be booked online. Before doing so, you must confirm 
which safety standard/s y ​ our product should be tested according to. 
 
Tip: L
​ ab testing fees are calculated based on the number of materials, colors and applicable 
standards. To keep your testing costs down, you should avoid creating too many product 
variations or models (e.g. different colors), and refrain from selling in multiple countries at the 
same time. 
 

Need help with quality checks and lab testing? 

You can book lab testing and quality inspections online, via the 
Starter Package dashboard.  

Learn more on w
​ ww.chinaimportal.com/demo 

4.6 Balance payment 

You should only wire the remaining balance payment (70%) once the quality inspection and 
lab tested are done and approved. Once you’ve wired the balance, all bets are off and you’re 
at the suppliers mercy.  
 
Tip: I​ f you discover quality or product compliance issue in step 4.4 or 4.5, require your 
supplier to remake the product before you pay the balance. This must also be verified by 
ordering a follow up quality inspection and/or lab test. 

   

 
 
eBook: Case Study 14/15 

5. Shipment booking 
Getting your goods shipped from the factory to your address is a relatively simple process. At 
least if you learn the terminology of the shipping industry. 
 

 
 
You can either ship your products via sea or air freight. We use these general rules when 
deciding which mode of transportation to use: 
 
+ Air: If weight < 150 kgs a
​ nd ​volume < 1 cbm 
+ SeA: If weight > 150 kgs ​or v
​ olume > 1 cbm 
 
   

 
 
eBook: Case Study 15/15 

How do I book shipping? 

 
You can book shipping via online platforms such as Freightos.com or Flexport.com. We 
recommend that you don’t book shipping through the supplier. 
 
What else do I need to do? 
 
When booking the shipment, you must submit the following details to the freight forwarder: 
 
+ Factory location and contact details 
+ Your company details and delivery address 
+ Product name and quantity 
+ Estimated cargo weight and volume 
+ Incoterm and Insurance 
 

Need help booking your first shipment? 

You can get live freight rates and quotations via the Starter 
Package dashboard. In addition, our partners at Freightos also 
offer 10% off (maximum $100) off you first shipment from Asia 
to the US, EU or Australia. 

Learn more on w
​ ww.chinaimportal.com/demo