How to Sign a Contract with Chinese Suppliers
When you order from a Chinese supplier, lock the deal with a Proforma Invoice (PI) that lists product, price, quantity, Incoterms, payment, and lead time; treat the Commercial Invoice (CI) as the customs value document at shipment. Before cargo leaves China, you normally need a packing list plus a transport document — Bill of Lading for sea (especially FCL) or Air Waybill for air. Some destinations also require a Certificate of Origin and certified or legalized invoices. Agree these papers in writing before you pay a deposit. Start with a written deal, not a chat screenshot Buying from China works best when every commercial fact sits in a document both sides can file — not only in WhatsApp or Alibaba chat. For OEM and wholesale orders (including baby products from factories in Yiwu and nearby hubs), the usual path is: negotiate terms → confirm with a PI → pay deposit → produce → issue shipping set (CI, packing list, B/L or AWB, and any destination certificates) → balance payment per the agreed terms. This guide walks through the files you will see when signing and executing an order with a Chinese supplier, and what to check on each one. Use it as a checklist before you wire money or approve a sailing. 1. Documents you handle while negotiating the order Proforma Invoice (PI) The PI is the supplier’s formal offer and the working “contract” for most B2B China trades. It is not a tax invoice for your country; it is the commercial agreement you accept before production starts. Read every line before you pay. A usable PI should include at least: Buyer and seller legal names, addresses, and contact details PI number and date Product description (model, material, size, color, packaging) — match your RFQ and sample sign-off Unit price, currency, quantity, and total amount Incoterms (e.g. FOB Ningbo, CIF Los Angeles, EXW factory) and named place Payment terms (deposit %, balance when, T/T / L/C / other) Lead time / delivery date after deposit or after sample approval Port of