Importer’s Starter Kit

Everything a first-time (or time-strapped) buyer needs to place a clean, low-risk PO in India—templates, checklists, and defaults that actually work.
Use this kit to go from idea → RFQ → samples → production → inspection → customs → delivered, with no guesswork.

What’s inside (download pack)

• RFQ & Spec Sheet (editable) – drawings/photos, BOM, tolerances, finish board, packaging, AQL, compliance.
  
• PO Template + Terms – tooling/IP clauses, rework/chargeback, inspections, ship window, force-majeure carve-outs.
  
• AQL Cheat Sheet & Sampling Calculator – ANSI Z1.4 defaults (General II: 2.5 Major / 4.0 Minor) + quick lookups.
  
• Packaging & Labeling Specs – carton ECT/BCT, inner/outer labels, barcode spec (UPC/EAN/FNSKU), ship marks.
  
• Incoterms & Logistics Planner – EXW/FOB/CIF/DAP/DDP comparison, booking data card, LCL vs FCL vs Air breakpoints.
  
• HS & Duties Primer – classification workflow, landed-cost worksheet, common flags by category.
  
• Compliance Matrix (by category) – food-contact, REACH/azo, CPSIA/EN71 (kids), FR (fabrics/furniture), FSC/GOTS options.
  
• Receiving & Inbound QC Checklist – count/tally, carton/damage check, sampling plan, CAPA log.
  

Pair this kit with our Cost Estimator, Lead-Time Guide, and FOB→DDP Preview for a full plan before you commit.

10-Step Quickstart (how to use the kit)

1. Define the SKU(s)
   Photos or quick sketches are enough; fill the Spec Sheet with dimensions, materials, finish tone, packaging, and CTQs (critical-to-quality).
   
2. Set targets
   Run Should-Cost and Lead-Time to create an EXW/FOB price band and ship week. Note MOQ/scale effects.
   
3. Issue RFQs
   Send the RFQ Pack (spec + BOM + finish board + AQL plan + compliance ask). Keep all suppliers on the same spec to compare apples to apples.
   
4. Sample & lock
   Approve T1 → PP (golden) samples. Seal and sign; photograph; store a twin with IndiaUnbox and the factory.
   
5. Place PO
   Use the PO Template: deposit terms, ship window, inspections (DUPRO at 20–60%; PSI at ≥80% packed), rework rules, and penalty language for late delivery.
   
6. QA plan on calendar
   Book inspection dates now. Share the Defect Glossary (category-wise) with the factory.
   
7. Artwork & packaging
   Use Packaging Specs: dielines, board caliper (ECT/BCT), barcodes (test scans before print), ship marks, pallet ISPM-15 if used.
   
8. Compliance & testing
   Follow the Compliance Matrix for your category and market (US/EU/UK/CA/AU). Schedule pre-tests if finishes or glazes are new.
   
9. Freight & insurance
   Choose Incoterm (FOB recommended for most buyers). Run FOB→DDP Preview to compare sea LCL/FCL vs air, and book insurance (ICC-A).
   
10. Customs & receiving
    Share docs early with broker/forwarder; on arrival, run the Inbound QC Checklist before paying balance or releasing all inventory.
    

Documents you (and the factory) will need

Production & QA

• Signed Spec Sheet, BOM, finish board, golden sample photos/ID.
  
• DUPRO/PSI reports, CAPA log if any.
  

Shipping

• Commercial Invoice (currency, Incoterm, HS code, country of origin).
  
• Packing List (net/gross, carton count, dims/CBM, weights).
  
• Certificate of Origin (if needed), test certificates, SDS/COC/DoC.
  
• Bill of Lading / Air Waybill; insurance certificate; pallet list (if used).
  

Importer identifiers (destination-specific)

• US: EIN + customs bond (continuous for frequent imports).
  
• EU/UK: EORI.
  
• CA: BN program account; AU: ABN.
  
• Ask for IOR service only if using DDP and permitted for your commodity.
  

HS Code & Duty – fast classification workflow

1. Material (what it’s made of) → 2) Function (what it does) → 3) Form (how it’s presented).
   Check chapter notes & exclusions first; then read heading and subheading rules; apply GRIs (General Rules of Interpretation).
   If torn between two codes, pick the more specific; document your rationale; save product photos and spec as evidence.
   When stakes are high, request an advance ruling/binding decision in your country.
   

Typical cluster hints

• Brass/steel tableware → Chapters 73–74 (duty varies by country; check food-contact claims).
  
• Wood furniture/home décor → Chapters 44/94.
  
• Home textiles → 63; add fibre content, weave, GSM.
  
• Ceramics → 69; check earthenware vs stoneware/porcelain.
  
• Glass → 70; tempered vs annealed can change duty.
  

Packaging & Labeling (defaults you can paste into a PO)

• Inner pack: polybag/box with item code, description, color/size, Made in India.
  
• Outer carton: ECT 32 (min) for smalls / BCT ≥ 8.0 kN for furniture unless otherwise agreed; print: PO, SKU, qty, GW/NW, C/No. x of y, Made in India, barcodes if required.
  
• Carton size & weight caps: ≤ 24 kg (manual handling); avoid “dim” penalties in air by keeping L×W×H efficient.
  
• Barcodes: UPC/EAN at ≥80% magnification; contrast ratio > 0.7; verify with scan gun before mass print.
  
• Pallets: ISPM-15 stamped; 4-way entry; stack rules on ship marks.
  

Incoterms & Payment (cheat sheet)

• EXW: you handle everything from factory gate; use only if you have strong India logistics.
  
• FOB (Port India): factory delivers to port/ships on your nominated vessel—recommended default.
  
• CIF/CIP: seller books freight + insurance to your port/airport.
  
• DAP/DDP: door delivery; DDP includes duties/taxes via IOR (check legality/limits).
  

Payment norms: 30% advance, 70% against documents (BL copy) or LC for larger orders. Tie final payment to PSI pass.

Logistics choices (quick rules)

• LCL → FCL break-even: ~12–15 CBM (lane-dependent).
  
• Air: compare when chargeable weight ≤ 300–500 kg or margin is time-sensitive.
  
• Book space during Sep–Nov early (peak export); add 4–8 days buffer.
  

Insurance: choose ICC-A (All Risks); insured value = CIF + 10% contingency.

QA defaults (paste-ready)

• Sampling: ANSI Z1.4 General Level II, AQL 2.5 Major / 4.0 Minor (tighten for premium).
  
• DUPRO: when 20–60% complete; PSI at ≥80% packed.
  
• Go/No-Go examples
  
  • Color ΔE ≤ 2.0 vs golden sample (textiles/paint).
    
  • Metal wobble ≤ 1 mm on flat glass; plating free from peel/burn; nickel release per spec if body-contact.
    
  • Textiles size tolerance ±1%; seam strength ≥ spec; no azo dyes.
    
  • Ceramics rim chips = critical defect (0 tolerance); thermal shock sample pass.
    

Cash-flow & timeline sketch (typical)

• Day 0 PO + 30% deposit → T+5–10d raw-material booking → T+15–45d bulk finish (category-dependent) → DUPRO/PSI → Balance → FOB handover → Sea 18–35d / Air 3–6d → Customs & delivery 2–6d.
  Use our Lead-Time Guide to set base/best/risk dates.
  

Top 10 risk checks (and quick mitigations)

1. Vague specs → Use Spec Sheet + photos + tolerances.
   
2. Finish mismatch → Golden sample + tone chips + ΔE readings.
   
3. Missed inspection → Pre-book DUPRO/PSI in PO.
   
4. Packaging crush/dents → ECT/BCT in PO, corner protectors, transit test where needed.
   
5. Wrong HS code → Document classification logic; broker review before ship.
   
6. Customs holds → Clean paperwork; declare true value; avoid mixed HS in one carton if possible.
   
7. Demurrage/detention → Broker pre-alert docs 72h before ETA; 2–3 free-day buffer.
   
8. Seasonality delays → Order early (Sep–Nov); add 5–10% time buffer.
   
9. CAPA loop failure → Root-cause with photos at process step; re-inspection after rework.
   
10. IP/art misuse → Watermarked art; tooling ownership clause; controlled vendor list.
    

Ready to import with confidence?

Download the Importer’s Starter Kit and plug your SKUs into the templates. If you’d like, we’ll pre-fill them from your brief and return a cost/timeline/compliance plan in one pack.

CTA: Download the Kit | Share Your Brief | Book a 20-min Setup Call | See a Sample Completed Pack

Download the Importer’s Starter Kit (Excel)