How to Source Clothing from China — Practical Guide

Short intro — what you'll learn

This guide is a hands-on, start-to-finish playbook for international buyers (US / EU / UK / AU) who need to source clothing from China. You’ll get channel comparisons, sample & QC standards, a copy-ready RFQ, a worked landed-cost example, compliance notes for major markets, and a 10-point pre-production checklist you can use immediately.

 

 

 Highlights (TL;DR)

       Choose the channel that matches scale: 1688/Alibaba for price and speed; factory-direct for private label and control; trade shows for relationship building. 

Always validate with a production sample + PSI; lab tests where safety/compliance matters (children’s wear, restricted substances). 

Landed cost beats unit price — shipping, duty and broker fees commonly add 30–80% to a low FOB quote; calculate before ordering. 

Labeling & documentation matter: country-of-origin, fiber content and care labels are enforced by customs/FTC/authorities. Non-compliance risks seizure and fines.

 

Table of contents

Why source clothes from China

Where to find suppliers (comparison table)

Sampling & quality control (standards & PSI)

How to contact & vet suppliers (templates & red flags)

Pricing & negotiation (cost drivers & terms)

Logistics & shipping options (decision matrix)

Compliance & documents (US / EU/UK notes)

Risks & how to mitigate them

Practical templates (copy/paste)

Sample landed-cost worked example (step-by-step)

Before production — 10 things to check

FAQ + JSON-LD

 

Why source clothes from China 

 

China remains the world’s largest textile and garment exporter by volume, with dense clusters of specialized manufacturers that allow you to scale from small private-label runs to mass production. The major manufacturing clusters each have strengths: Guangdong (cut & sew, fast fashion), Zhejiang (knitwear, hosiery, Zhejiang/Yiwu for small orders), Fujian/Quanzhou (sportswear, footwear). Use cluster strengths when mapping a supplier search. 

 

Strategic advantage summary:

Scale & variety — thousands of suppliers across product types.

Speed to market — local sourcing agents, trade shows and market hubs allow fast sampling and negotiation.

Competitive pricing — especially for basic garments; margins depend on design complexity and material specs.

 

 Where to find suppliers

 

Pick the right channel for your objective — speed, price or control. Below is a compact comparison you can use to choose a first approach.

 

Channel	Typical MOQ	Lead time (sample → production)	Best for	Risk
Alibaba (intl listings)	300–1,000	2–6 wks	Middle-tier OEM; easy contact	Mixed vetting; trading companies listed
1688 (China domestic)	50–500	1–4 wks	Lowest price, small MOQ (need Chinese agent)	Language + export capability
Made-in-China / Global Sources	200–1,000	2–6 wks	Factory/direct; trade show tie-ins	Variable verification
Trade shows (Canton, Yiwu)	Negotiable	Meetings → 4–12 wks	Build relationships, audit on-site	Travel cost; seasonal timing.
Factory-direct (via agent)	500+	4–12 wks	Private label & strict QC	Requires strong due diligence
Sourcing agent / trading co.	200+	Varies	Speed + local handling	Extra margin; less direct control

 

Under 500 pcs: we source via 1688 through our China agent to save cost; for strict spec/IP control we handle factory-direct sourcing and arrange audits + PSI. Contact us.

 

 Sampling & quality control 

 

Production sample vs showroom sample

Showroom sample: representative, may not use your exact fabric/print. Not acceptable as approval.

Production sample: made from your tech pack, your fabric, trims, labels and packaging — this is the approval.

 

How to request a sample (practical)

Send a sample specification sheet: fabric SKU, GSM, color codes (Pantone), trims, size spec.

Ask for photos of raw fabric roll numbers (to trace dye lot).

Request production photos of sewing lines and an estimated BOM with trim sources.

 

Lab tests & PSI

For safety-sensitive items (kids, flame retardant, restricted chemical content), order independent lab tests before bulk ship.

Book a pre-shipment inspection (PSI) with a recognized provider (SGS, Bureau Veritas, Intertek). PSI usually samples using AQL/ISO 2859-1; acceptance criteria and sample sizes must appear in the PO. 

 

QC checklist (quick)

 

Item	Target / Tolerance
Fabric color match	Delta ≤ 2 ΔE or buyer acceptance
GSM	±3%
Stitch per inch	As specified in tech pack
Seams & strength	No skipped stitches; seam strength test pass
Dimension	±1 cm tolerance per size spec
Print/embroidery placement	±5 mm position tolerance
Packaging & labels	Count per carton confirmed; sample photo of carton

 

Make these numeric tolerances contractual items in your PO.

 

 How to contact & vet suppliers 

 

Initial vetting checklist (must ask)

Factory or trading company? — request a copy of the business license and export license.

Annual export volumes for your SKU — capacity check.

Sample lead time and costs.

Minimum order quantity (MOQ) by SKU and by color.

Payment terms & bank details (confirm bank account name).

Third-party inspection acceptance.

Certifications (OEKO-TEX, GOTS, ISO) if needed.

Reference customers — request references and recent order pictures.

Intellectual property protection — willingness to sign NDA/IP clause.

Trims supply — are trims sourced locally or imported (affects lead time)?

 

Red flags

Inability or refusal to provide factory photos or license.

Price dramatically below market with push to pay full up front.

Multiple bank accounts or frequent bank changes.

 

Pricing & negotiation

 

Unit cost drivers

Fabric — typically largest cost line (fiber type, yarn count, finishing).

Trims — zips, buttons, labels, hangtags.

Labor / cut & sew complexity — price jumps with added operations (lining, padding, quilting).

Packaging / folding / polybags.

 

Payment terms (common)

30% deposit / 70% before shipment (T/T) — common for new suppliers.

L/C (Letter of Credit) — for large orders, reduces seller risk but adds bank cost.

Escrow / Trade Assurance (Alibaba) — secure for middle ranges.

 

Negotiation levers (practical)

Increase MOQ to lower unit price.

Bundle SKUs to achieve scale discounts.

Commit to rolling orders for improved terms.

Adjust lead time — longer lead times can unlock lower labor premium.

 

Logistics & shipping options

 

Modes & when to use them

Express (DHL/UPS/FedEx) — samples and <200 kg high-value parts. Fast but expensive.

Air freight (air cargo) — urgent replenishment; calculate per-kg rates and volumetric weight.

Sea freight — LCL — small cartons consolidated; good for small bulk where FCL not filled.

Sea freight — FCL — best for volume (500+ cartons typical).

Sea + truck  — hybrid options for regional hubs; sometimes cheaper/time-balanced.

 

Clearance & timing

Sea FCL (China port → US east coast) typical door-to-door 35–50 days  depending on route and drayage. Air 3–10 days. Use your forwarder to estimate carrier cutoffs and season peaks.

Tools for duty & landed cost estimation

Use a landed-cost provider (Zonos, DutyCalculator) or your freight forwarder. These services calculate duty, VAT, and local fees based on HS code and country. Always confirm using the correct HS code for textile items. 

 

Compliance & documents 

 

Core documents you must get right

Commercial Invoice (itemized)

Packing List (carton counts, gross/net weights)

Bill of Lading / Air Waybill

Certificate of Origin (if preferential duty or buyer requires)

Test reports / safety certificates (when applicable)

 

US & EU/UK quick notes

United States: FTC and CBP enforce labeling and country-of-origin rules (fiber content, care labels). Verify labeling requirements before shipment. 

EU / UK: importers need EORI registration; VAT and duty depend on HS classification and origin. Post-Brexit, UK import processes include specific documentation and possible additional checks.

 

Risks & how to mitigate them

Non-delivery / fraud: mitigate with small first orders, trade assurance or escrow, and verified references.

IP leakage: register trademarks in target markets; use NDAs and specific IP clauses in contracts.

Quality drift: require production samples, in-line photos at milestones, and PSI on final lots.

Regulatory change: monitor customs/FTAs; duties and de-minimis can shift quickly — subscribe to customs updates.

 

Sample landed-cost worked example (500 T-shirts)

 

Assumptions (example): FOB unit $3.50; quantity 500; sample $60; sea freight (LCL) $400; insurance $20; broker $100; customs clearance fee $50; duty 12% on CIF.

Step-by-step (numbers verified):

Product cost = 500 × $3.50 = $1,750.00.

Shipping + insurance = $400 + $20 = $420.00.

CIF value = $1,750.00 + $420.00 = $2,170.00.

Duty (12%) = $2,170.00 × 0.12 = $260.40.

Other fees = $100 + $50 = $150.00.

Total landed = $2,170.00 + $260.40 + $150.00 = $2,580.40.

Landed cost per unit = $2,580.40 ÷ 500 = $5.16.

This shows a $3.50 FOB tee can land at ≈ $5.16 once shipping, duty and fees are included. Use actual HS code & forwarder quotes to replace the assumptions.

 

Before you place production order — 10 things to check

 

Approved production sample signed and dated.

Final tech pack with measurements & tolerances.

Confirmed BOM (fabric, trims with supplier SKUs).

MOQ, unit price and payment schedule in PO.

PSI company and sample size confirmed.

Shipping method and estimated lead time confirmed.

HS code & estimated duty confirmed with forwarder.

Packaging spec and barcode/SKU labels ready.

Insurance coverage agreed.

Signed order confirmation with penalty & remedy clauses.

 

FAQ 

Q1: Can I source from 1688 without speaking Chinese?

A1: Yes — via a Chinese-speaking agent or a forwarder; 1688 often has lower prices but requires domestic payment and export handling.

 

Q2: Should I always run a PSI?

A2: For bulk orders yes — PSI catches quantity and quality deviations; for low-value small orders you might rely on sampling and photo checkpoints. 

 

Q3: How do I calculate duty?

A3: Duty is applied to the customs value (often CIF) and depends on HS code. Use a landed cost tool or your customs broker for precise calculation. 

 

Q4: Is an L/C better than T/T?

A4: L/C reduces seller risk and is safer for large orders; T/T is cheaper and faster for trusted suppliers.

 

Q5: What is the typical lead time for knitwear?

A5: Samples 1–3 weeks; production 4–10 weeks depending on complexity and capacity.

 

Q6: Do I need to register to import?

A6: For commercial imports yes — importers usually need local business registration and tax/VAT registration (EORI in EU/UK).

 

Q7:How should I structure a returns & defects policy with a Chinese supplier?

A7 — Put clear acceptance windows, an agreed defect threshold (e.g., % by lot), remedies (repair, replacement, or refund), who covers return shipping, and a dispute resolution clause (jurisdiction/arbitration). Record it in the PO and link to photos/measurement evidence as the reference standard.

 

Q8 :What’s the fastest way to check a factory’s social and environmental compliance?

A8 — Ask for recent audit certificates (SMETA, BSCI, ISO) and the auditor’s report, verify certificate numbers with the issuing body, and request timestamped factory photos or short video of production lines and dormitories — then hire a short remote audit or local third-party if anything looks off.

 

Q9:After a successful small run, how do I ramp up without losing quality?

A9— Lock the BOM and approved suppliers, require the same fabric lot numbers or equivalent mill reports, do staged increases (e.g., 25% → 50% → full run) with checkpoints at each ramp stage, and include an early-order quality audit and acceptance sign-off before full payment.

 

Q10:How can I reduce color variation between dye lots across multiple orders?

A10 — Require lab dip approvals with spectral Delta-E tolerances, record dye lot numbers on the tech pack, and contractually require fabric to be cut from the same dye lot or provide an approved shade band for acceptable variance.

 

Q11:How should I prepare packaging so garments are retail-ready across channels?

A11 — Define channel-specific packaging in the spec: barcode type (EAN/UPC/GS1), folding method, polybag dimensions and material, hanger/ticket placement, inner carton labeling (SKU, qty, net/gross wt), and any retailer prep (polybagging, polybag perforation, or FBA stickering).

 

Q12: How do I verify a mill’s claim that fabric is “organic” or “sustainable”?

A12 — Request original certificates (GOTS, OEKO-TEX, GRS) with mill name and batch numbers, ask for chain-of-custody/mass-balance documentation, cross-check certificate validity on the certifier’s site, and, for high-risk buys, arrange third-party material verification tests.