To source electrical equipment from China, write a clear specification against named IEC or local standards, shortlist manufacturers, verify each legal entity, send a structured request for quotation, compare quotes on a like-for-like basis, review type-test reports, witness a factory acceptance test, agree Incoterms and payment terms, inspect before shipment and then ship. Each step below removes a specific risk, so skip none of them on engineered equipment.
Step 1: Define the specification and standards
Most problems with imported electrical equipment start with a vague specification. Before contacting any supplier, write down:
- system voltage, frequency, rated current and short-circuit rating
- installation conditions: indoor or outdoor, altitude, ambient temperature, humidity, pollution level
- applicable standards, for example IEC 60076 for power transformers, IEC 62271-200 for MV switchgear and ring main units, IEC 61439 for LV assemblies, IEC 60947-2 for LV circuit breakers, IEC 60502 for power cables
- any utility or national requirements in your country, which can be stricter than IEC
- required documents: drawings, type-test reports, routine test reports, manuals, spare parts lists
- packing, marking and nameplate language
A specification that names the standard and the rating lets every supplier quote the same thing.
Step 2: Shortlist from directories
Use directories to build a list of candidates, then narrow it down. On China Factory Rank, each category page ranks companies by a published data-completeness score covering registered entity, official website, contacts and product range. It is a starting point for research, not a quality rating. Useful categories for a typical distribution project include prefabricated substations, vacuum circuit breakers, moulded case circuit breakers and solar inverters.
Aim for three to six serious candidates per item. Check each one's own official website for the product range and ratings you need.
Step 3: Verify the legal entity
For each shortlisted supplier:
- Get the 18-character unified social credit code and the business licence.
- Search the code on the National Enterprise Credit Information Publicity System.
- Confirm the registered name, status (存续 or 在营), business scope, legal representative and address.
- Check whether the scope includes production (生产 or 制造) or only sales and trade.
The company you verify must be the company named in the contract and on the bank account.
Step 4: Send a structured RFQ
Send the same request for quotation to every supplier. Include the specification, quantities, delivery destination, preferred Incoterm, required documents and a quote deadline. Ask suppliers to fill in a fixed price schedule and a technical compliance sheet, stating "comply" or "deviate" against each clause. Free-form quotes are hard to compare.
Step 5: Compare quotes like for like
Put all quotes in one table before looking at price.
| Item to compare | Why it matters |
|---|---|
| Standard and rating quoted | A lower rating or different standard explains a lower price |
| Deviations from the specification | Each deviation may need engineering approval |
| Main component makes | Breakers, relays, insulation and core steel drive performance |
| Type-test coverage | Is the quoted design the one that was tested? |
| Routine tests and FAT included | Some quotes exclude tests or witness costs |
| Packing | Seaworthy packing for long voyages costs more |
| Incoterm and named place | FOB and CIF prices are not comparable directly |
| Lead time | Confirm it starts from drawing approval or deposit |
| Payment terms | Affects cash flow and risk |
| Warranty and spares | Duration, start date and what is covered |
Step 6: Samples and type-test reports
For catalogue products such as breakers, meters or cable, ask for samples and test them yourself or at a local laboratory. For engineered equipment such as transformers and switchgear, samples are not practical; the type-test report is the evidence.
Check that each type-test report:
- names the same manufacturer as the supplier
- covers the same model, rating and design
- states the standard and edition it was tested against
- comes from an independent, accredited laboratory
- includes the complete test list, not only a certificate page
Step 7: Factory acceptance test
A factory acceptance test (FAT) is the routine test of your actual units before they leave the factory. Agree the test list in the contract, based on the routine tests in the relevant standard, plus any extra checks you need. Attend in person, send an inspector, or at minimum witness by live video. Do not release the pre-shipment payment until you have the signed FAT report.
Step 8: Incoterms basics
Incoterms 2020 define who pays for and bears the risk of each part of transport. The most common terms for buyers from China are:
| Term | Seller delivers | Notes |
|---|---|---|
| EXW | At the factory | Buyer handles Chinese export clearance; often impractical for foreign buyers |
| FCA | To the buyer's carrier at a named place | Suitable for containers and any transport mode |
| FOB | On board the vessel at the named port | Sea and inland waterway only |
| CFR | On board; seller pays freight to destination port | Risk passes at loading in China |
| CIF | As CFR, plus seller buys minimum insurance | Minimum cover is limited; consider extra |
| CIP | To the carrier; seller pays carriage and insurance | Requires higher insurance cover than CIF |
| DAP | At a named place in your country, not unloaded | Buyer pays import duties and taxes |
Always name the exact place or port with the term, for example "FOB Shanghai".
Step 9: Payment terms
Common structures are telegraphic transfer with a deposit and a balance before shipment or against a copy of the bill of lading, or a letter of credit under UCP 600. For first orders, link payments to milestones you can check: drawing approval, signed FAT report, and shipping documents. Pay only to a company bank account in the name of the contracted seller.
Step 10: Pre-shipment inspection
Even after FAT, inspect the packed goods. Check quantities, nameplates, accessories, documents, packing quality and marking. A third-party inspection company can do this if you cannot travel.
Step 11: Shipping and documents
Before the goods sail, confirm you will receive the commercial invoice, packing list, bill of lading, certificate of origin if needed for your duty rate, test reports and manuals. Check transformer oil and battery shipments against dangerous goods rules with your forwarder in good time.
What to check with every Chinese supplier
In summary: verify the unified social credit code and status; confirm factory or trader from the business scope and a video tour; check type-test reports name the manufacturer and the exact design; check ISO 9001, CCC, CE or CB scheme certificates for holder and scope; and make sure the contract, invoice and bank account all show the same legal entity. Read how the China Factory Rank score works before using the rankings.
Frequently asked questions
How long does sourcing electrical equipment from China take?
It depends on the product. Standard catalogue items can ship within weeks, while engineered transformers and switchgear need drawing approval, production and testing before shipment, which takes considerably longer. Agree the schedule in the contract.
Do I need to visit the factory?
For large or engineered orders, a visit or a third-party audit before ordering, and a witnessed FAT before shipment, is strongly advisable. For small catalogue orders, a video tour and sample testing may be enough.
Which Incoterm should I choose?
FOB or FCA gives you control of the main freight and insurance, which suits buyers with a forwarder. CIF or CIP suits buyers who want the seller to arrange shipping, but check the insurance cover.
Are Chinese type-test reports accepted abroad?
Acceptance depends on your utility or authority. Many accept reports from accredited laboratories against IEC standards, but some require specific laboratories or local tests, so check before you order.