The first-time importer's playbook: from RFQ to delivered container
The seven decisions that decide whether a first solar or glass import lands smoothly, written for buyers doing it without a procurement department.
Torix trade desk · July 2026
1 · Write an RFQ a factory can price
Most first RFQs fail quietly: too vague to quote, so they sit in an inbox. A quotable RFQ states the product and specification (or attaches the drawing), the quantity, the destination port, the target delivery window and any certification the destination requires. If you have a datasheet or a benchmark product, attach it. Our resources section has product-specific checklists.
2 · Choose the Incoterm deliberately
The Incoterm decides who arranges freight, who insures, and where risk passes. First-time importers commonly take CIF or DAP so the seller carries the freight work; experienced buyers with their own forwarders often prefer FOB or FCA. There is no universally right answer; there is a right answer for your team. The Incoterms guide compares the eight rules Torix quotes most.
3 · Fix the technical approval before production
Nothing should go to mass production on a verbal description. The drawing, datasheet or sample is approved in writing first; deviations are corrected before release, not argued after arrival. This single habit prevents most quality disputes in international trade.
4 · Agree the inspection scope in the contract
Decide before production what will be checked, by whom, against which standard, and with what sampling plan. Factory inspection, desk inspection and independent third-party inspection are all legitimate; what matters is that the scope is written down. See what a pre-shipment inspection should cover.
5 · Understand the document set
A shipment moves on paper as much as on water: commercial invoice, packing list, certificate of origin, bill of lading, quality certificates and the inspection record, plus insurance where the Incoterm calls for it. Your customs broker will thank you for a complete, consistent set. The document checklist lists each item and who issues it.
6 · Match the payment structure to the relationship
First trades usually settle on an advance-and-balance structure or a letter of credit through your bank. As the relationship builds, structures can evolve. State your preference in the RFQ and let the quotation confirm what is available for your transaction.
7 · Plan the arrival before the departure
Know your import duties, your clearance broker, your unloading equipment and your storage before the vessel sails. A delivered container is only a success if the goods leave the port smoothly on your side too.
First import ahead? Run it with a desk behind you.
Torix manages specification, contracting, inspection, documents and delivery on every trade, and answers first-time questions plainly. Send the requirement and see how the process runs.