Before booking the shipment
Agree who is arranging import clearance and who will act as importer of record, the party responsible for the import entry. Do not assume the buyer, warehouse or freight forwarder automatically fills that role. Identify the customs broker and the person collecting product information before the goods leave China.
Treat the invoice, packing list and product details as a connected set. If a supplier changes a model, quantity or carton count after booking, send the corrected version to the person preparing the filing. A delivery address alone does not explain what is inside the shipment.
Reference: CBP guidance for new importers
Read the shipment status correctly
Use this as a tracking worksheet, not a mandatory sequence for every shipment. Air, ocean and courier operations differ, and filing preparation may begin before arrival. Ask for the actual status rather than inferring it from a vessel or flight tracking page.
When a shipment stops moving
Ask for the exact outstanding action. Missing product information calls for a document response; an exam requires a different follow-up; a warehouse appointment problem belongs to delivery coordination. Labeling all three as a customs delay makes it harder to identify who can help.
Keep the latest update, its date and the next responsible contact in one log. If a message only says pending, ask what event must happen before the status can change. For an exam or a document request, use the separate response guide below.
After release and before delivery
For Amazon FBA or a third-party logistics warehouse, customs release and warehouse receipt are separate records. Avoid promising inventory availability from the customs release date alone.
- Confirm the goods are available for collection, not just cleared by customs.
- Reconfirm the actual warehouse address and receiving contact if either changed during transit.
- Ask whether labels, pallets or an appointment must be ready before collection.
- Keep the proof of delivery and investigate any difference between dispatched and received cartons.
Track the next action
A blank milestone log for your own shipment. Record confirmed events rather than guessed delivery dates.
Download worksheet Excel workbook with English and Chinese sheetsCommon questions
Does DDP remove the need for product information
No. A DDP arrangement does not make inaccurate or missing product information acceptable. Confirm who gathers the information and who reviews it for the import entry.
Can a forwarder promise that customs will not inspect the cargo
No. US authorities decide whether a shipment needs examination. A document check is preparation, not a guarantee of release.
Can I book the receiving appointment when the vessel arrives
First check cargo availability, any outstanding hold and the receiving warehouse rules. Vessel arrival alone is not confirmation that a truck can collect the goods.
What should I send when asking about a delay
Send the shipment reference, latest dated status, exact outstanding request and intended receiving location. Remove unrelated personal or payment information from screenshots.
References
This guide is for shipment preparation and quote discussion. It is not legal, tax, or customs-compliance advice. The final plan depends on actual cargo data, US regulatory requirements, current route availability, and the written quotation.