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Arranging shipping to my inland warehouse

by Mike Bellamy

Our company is considering importing a container of goods via sea through a freight forwarder. When the goods arrive at the port what is the best practice to transfer the goods from the port to our warehouse? Please note we are located in the middle of the country. Thank you!

Good question to ask. Too many new importers focus on getting the product out of China and they forget to do the homework regarding importation (duties, shipping methods, costs, lead times…).  Without knowing your exact port and warehouse address it is hard to answer this question in detail, but your best bet is to find a good customs broker/freight forwarder who has experience in the port of arrival. It’s their job to walk you through the options.

For your reference, here are some tips from the China Sourcing Information Center regarding how to find a logistics partner:

Just like picking suppliers in China, the problem isn’t finding a 3PL, as there are so many to choose from, the problem is how to find the right one for you. Assuming you keep it easy and purchase “FOB China Port” from your supplier, then the role of your 3PL will be to orchestrate the movement of your goods from the China port to your destination point. In most cases this means organizing ocean freight or express air for the international leg of the journey then customs clearance in your national plus local trucking for domestic delivery. As such, you should be looking for 3PL that have experience importing product from China into the specific domestic port you have in mind back home.

1.     Pick up the phone book or do an internet search with key words such as “3PL” or “Freight Forwarder” + “name of port”. This will most likely generate a significant list.

2.     The next step is to contact them and learn if they will be a good fit for you. I like 3PL’s that have at least 5 years of experience importing product from China into the given port.

3.     And as I have mentioned a few times before, it is worth saying again, if a service provider can’t give you a list of client references they probably aren’t worth doing business with.

4.     Once you narrow it down to a hand full of option based on initial talks and references, ask for an estimate on freight. What separates the great companies from the good ones will be the format and timing of their quote. If they more than a few days to get back to you, it probably means that they don’t have well developed shipping channels and are trying to set something up just for this order. Try to avoid having your order serve as some 3PL’s first attempt at doing business with China. Pay special attention to the formal of their quote. It should be an actual form based on a template, not just a few sentences or pricing sent via email. If they don’t have a set format for estimates or quotes, that is a real bad sign about the level of their professionalism. The quote should be easy to understand and if you are unclear about a particular line item on the quote, then the 3PL should be able to explain to your satisfaction. Don’t be afraid to ask questions! Better to ask in advance before getting hit with surprise charges later.

5.     Shipping rates change on a day to day basis, and unless you are ready to ship immediately after receipt of the quote, most likely the quote will be an estimate. So we like 3PLs that will hold their quote valid for a certain time or at least offer to re-quote closer to the actual ship date so that the buyer knows the exact costs in advance.

6.     On countless occasions I have had shippers send me invoices after delivery which were much higher than the agreed estimate. So as you are confirming price, ask the powerful question “Does this price include everything to get the product from X to Y, even taxes, duties?”, “Is there anything that is not included?” and “Will you put in writing that the amount to be invoiced will not exceed the agreed estimate?”.

7.     It also helps to negotiate your terms with the shipper so that the goods are paid upon delivery, as opposed to paying them upfront. But actually, you don’t have a lot of leverage because the shipper has physical control of your goods and could choose not to immediately release them if there are any confrontations about pricing at the last minute. So it is very important to find a professional company upfront and negotiate the terms and pricing well in advance.

Let me know how things work out for you.

Question answered by Mike Bellamy, an Advisory Board Member & Featured Blogger at the not-for-profit China Sourcing Information Center. Mike is also the author of "The Essential Reference Guide to China Sourcing" and founder of PassageMaker Sourcing Solutions.

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