Air freight, sea freight, or courier from China: how to choose

A courier quotation for a sample fitting tells you little about the cost of moving the full order. Forty cartons of the same fitting may need a different service, different packaging, and a delivery vehicle that can reach the project site.

Choose transport once you know what will actually leave the supplier. Request the packed carton count, dimensions, gross weight, collection address, and expected cargo-ready date. A product’s catalogue dimensions are insufficient for a freight quotation.

Start with the deadline at the receiving address

Write down when the goods must be available for installation or sale. Then work backwards through local delivery, clearance, international transport, origin handling, inspection, and production.

Ask the forwarder what their transit estimate measures. An airport-to- airport estimate excludes parts of the journey. A vessel arrival date also leaves unloading, customs clearance, cargo release, and delivery ahead of you. Request the expected arrival at your receiving address, with the assumptions and exclusions in writing.

Air generally moves cargo faster at a higher cost; ocean transport often suits larger or less urgent shipments. The route and cargo still decide the useful comparison. Obtain current quotations rather than applying a fixed number of days to every destination. DHL’s freight shipping guidance

Compare what each service includes

LCL means less than container load. FCL means full container load. A dedicated container can carry less than its maximum capacity. Compare actual quotations and handling requirements before deciding how full it needs to be.

For LCL, the shipment is combined with other cargo and separated again at destination. Maersk describes that consolidation and deconsolidation process in its service guidance. Ask which parts your quotation covers. Maersk’s LCL process

Packed volume can matter more than physical weight

Light, bulky products can be expensive to move. Carriers use dimensional or volumetric weight to account for the space cargo occupies, alongside its actual gross weight. The applicable divisor and charging rules depend on the service. Get the calculation used in your quotation. DHL’s chargeable-weight explanation

Consider a hypothetical carton measuring 60 × 50 × 40 centimetres and weighing 12 kilograms. If a particular quotation uses a divisor of 6,000, the dimensional weight is 20 kilograms: 60 × 50 × 40 ÷ 6,000. A quotation using 5,000 produces 24 kilograms. Those divisors are illustrative here; the booked service’s rules govern the charge.

Ask the supplier whether a chair can travel safely with its legs removed or whether fittings can use a smaller protective insert. Compare the saving with assembly labour and damage risk. Packaging changes need approval before you rely on the smaller dimensions.

Request a complete transport quotation

Send the same shipment description to each provider. Include photographs of unusual items and identify fragile goods, liquids, batteries, or other features that may affect acceptance.

Request a line-by-line response for:

• Supplier collection and transport to the departure facility.
• Export handling and documentation.
• International freight and applicable surcharges.
• Destination terminal, warehouse, or handling charges.
• Customs clearance services, with duties and taxes identified separately.
• Delivery to the precise address, including unloading if required.
• Storage, examination, waiting, and other conditional charges.
• Cargo protection, identifying the product and its terms.

Record the currency, validity period, exclusions, and whether the figures are estimates or confirmed charges. Compare quotations with the same collection point, delivery point, cargo details, and service scope.

Match the handling plan to the goods

A glass tabletop, upholstered chair, and carton of metal hinges need different protection. Tell the provider about stacking restrictions, moisture sensitivity, lifting points, and the packed item’s weight.

Confirm who will load at the factory and unload at destination. A project site may have narrow access, stairs, restricted receiving hours, or no forklift. Give those details before booking. A vehicle reaching the gate does not solve the final movement into the building.

Ask for the accepted packaging specification and photographs before collection. Where wooden crates or pallets are used, check the applicable destination phytosanitary requirements. ISPM 15 addresses wood packaging used in international trade; its application needs checking for the actual packaging and route. IPPC’s wood-packaging guidance

Consider splitting an urgent order

An interior project might need one approved lamp urgently for a mock-up room while the remaining lamps can travel later. Quote that split against sending everything by air. Include the duplicated collection, clearance, and delivery costs.

Keep shipment references and quantities separate. The receiving team needs to know which delivery completes which part of the order. Confirm that each shipment has the required documents and any product approvals.

Confirm protection and release instructions

Carrier liability and cargo insurance have different terms. Ask what protection is included, its limits, and whether additional cover is appropriate. Review exclusions, deductibles, insured parties, storage periods, and the procedure for reporting a loss. DHL’s explanation of cargo protection

Before collection, obtain written confirmation of the booked route, cargo-ready date, delivery scope, and document responsibilities. Give the receiver the packing list and instructions for recording shortages or damage. Keep the quotation, booking confirmation, and transport documents together so the final invoice can be checked against the service bought.

Check the destination requirements in our guide to buying from China before confirming the transport booking. The documents must match the actual products and route.