For a first-time international buyer, sourcing a display module from a China-based factory involves a handful of practical mechanics that rarely get explained clearly — not because they're complicated, but because experienced buyers take them for granted and nobody writes them down for the next person.
Incoterms: who's responsible for what, and when
The three terms you'll encounter most often in display sourcing:
| Term | What it means | Who arranges shipping | When risk transfers to you |
|---|---|---|---|
| EXW (Ex Works) | You collect from the factory | You (or your freight forwarder) | At the factory door |
| FOB (Free on Board) | Supplier delivers to the port, loads it | You, from the port onward | Once loaded on the vessel |
| DDP (Delivered Duty Paid) | Supplier handles everything, including customs | Supplier | At your delivery address |
For a first order, DDP is usually the simplest — the quoted price includes shipping and duties, and you're not coordinating freight forwarders or customs brokers yourself. FOB becomes more cost-effective once you have your own freight forwarder relationship and are ordering at volume.
Communication: what to put in writing from the start
- Confirm specs in writing, not just verbally — a written RFQ with size, resolution, interface, and quantity (see our datasheet reading guide for what to check on the supplier's side) avoids the most common source of mismatched expectations
- Ask for photos or video at each stage — sample production, pre-shipment inspection — rather than waiting until the box arrives to find out something's wrong
- Clarify time zones and response expectations upfront — most Chinese suppliers work standard business hours in China Standard Time (UTC+8); knowing this avoids frustration over response delays that are really just normal working-hours differences
Payment terms you'll typically encounter
- Samples: usually paid in full upfront, sometimes with shipping billed separately
- Production orders: a common pattern is a deposit (30-50%) before production starts, with the balance due before shipment or upon presentation of shipping documents
- Established relationships: payment terms often become more flexible after a track record of successful orders
Logistics: air vs sea
| Method | Speed | Cost | Best for |
|---|---|---|---|
| Air freight | Days | Higher per unit | Samples, urgent orders, low volume |
| Sea freight | Weeks | Lower per unit | Production volume orders where lead time allows |
For a first production order, budget more lead time than you think you need — customs clearance and last-mile delivery add time beyond the shipping transit itself, and first-time shipments sometimes take longer to clear than established supplier relationships.
What to confirm before your first order
- Which Incoterm the quote is based on — don't assume
- Whether the quoted lead time includes production only, or production plus shipping
- Payment terms and what triggers each payment milestone
- Who to contact for quality issues after the shipment arrives, and what the resolution process looks like
Sourcing your first display order from China? Request a quote and we'll walk you through the process step by step.