Pre-Inbound Preparation
Before your goods leave ChinaMany sellers' first mistake is to start talking to the warehouse only after the goods are loaded into the container. The right order is the reverse: every detail should be confirmed before shipping.
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Send the ASN (Advance Shipping Notice) in advance
Most professional overseas warehouses require an ASN 24-72 hours before the goods arrive, listing quantities, SKU details and estimated arrival time. Delivering without an ASN can lead to rejection or extra handling fees.
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Book an inbound receiving slot
UK and European warehouses usually queue deliveries by time slot. In busy periods (before Christmas, peak season) you may need to book 1-2 weeks ahead. Turning up without a booking can mean waiting for hours or being turned away.
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Confirm customs documents are complete
Since Brexit, shipping from China to the UK and to the EU are two separate customs processes. Make sure your freight forwarder has the commercial invoice, packing list and certificate of origin ready. Missing any one of them can get your goods held.
A note on Brexit
Shipping from China to the UK and to the EU (for example the Netherlands) are now two completely separate customs routes. Don't assume one customs broker can handle both. Confirm in advance exactly what your freight forwarder is qualified to cover.
Carton Labels & Packaging Standards
Getting through the warehouse door first timeLabel problems are the number one reason warehouses reject inbound goods. Every warehouse has slightly different label rules, and they must be confirmed before you pack, not reworked after the goods arrive.
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Print carton labels to the warehouse's requirements
Ask the warehouse for its label template, including size (usually A5 or A6), barcode format (Code 128 or QR) and required fields (SKU, quantity, weight, dimensions). Guessing the format will almost certainly go wrong.
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Pack by SKU, never mix SKUs in one carton
Mixed cartons force the warehouse to sort item by item, and all of that time is billed to you. If you have several SKUs, pack each one separately and clearly mark the SKU number and quantity on the outside of the carton.
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Fragile and orientation markings
Goods that need special handling (fragile, keep dry, this way up) must be marked on all four sides of the carton. European warehouse staff usually can't read Chinese, so make sure the markings use icons or English.
"Ask the warehouse for its label template. It's the first thing you should do before shipping, more important than any other preparation. If the labels are wrong, everything after it gets stuck."
FBA Prep Essentials
Amazon's requirements have zero tolerance for errorIf you use an overseas warehouse to prep and forward stock to Amazon FBA, there is almost no room for error. One wrongly applied label and the goods will be rejected on arrival at the Amazon warehouse, and the cost of rework in the UK/Europe is very high.
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The FNSKU label must completely cover any existing barcode
Amazon scanners recognise only the FNSKU. Any exposed original barcode (EAN/UPC) causes scan errors and mix-ups. Make sure the label fully covers it, with no bubbles or lifted edges.
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Confirm bundle configurations before goods arrive
If your product needs bundling (2-packs, sets and so on), tell the warehouse the configuration before the goods arrive. Changing it after the goods are in the warehouse, which means unpacking and repacking cartons, can cost 3-5 times more in labour than you expect.
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Transparency-programme products need extra labels
Every unit enrolled in Amazon's Transparency programme needs its own unique Transparency code label. These must be requested from Amazon in advance and supplied to the warehouse at inbound for application. Tell the warehouse early, or shipping will be delayed.
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Make sure the warehouse knows Amazon's latest packaging rules
Amazon's packaging rules are updated regularly, including bubble-bag thickness, shrink-wrap sealing requirements and suffocation-warning labels on polybags. Confirm with the warehouse that they have the latest version.
The cost of an Amazon rejection
When Amazon rejects goods, they have to be returned to the overseas warehouse for rework and then sent again. In the UK and Europe, the freight and labour for that round trip usually far exceed what you saved on prep. Getting it right the first time costs the least.
Returns Processing
Agree the process before the first return arrivesReturns are the stage many sellers treat as simple when signing with an overseas warehouse, and it often turns out to be where most problems arise. Every detail must be settled at signing, not negotiated after the first returns arrive.
| Return situation | How the warehouse handles it | Who decides? |
|---|---|---|
| Goods intact, can be resold | Relabel → restock → keep selling | Agree inspection standards with the warehouse in advance |
| Outer packaging damaged, contents intact | Repackage → restock or destroy | Tell the warehouse your handling preference in advance |
| Goods damaged, cannot be sold | Photograph → quarantine → await instructions | You must authorise how the warehouse handles them |
| Customer refuses delivery | Return to warehouse → restock or forward | Who pays for return shipping? Agree in advance |
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Who prints the return labels?
Some warehouses offer return-label printing and add it to the monthly invoice; others require you to supply the labels. Confirm in advance so returns don't pile up with customers and go unprocessed.
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Returns handling fee breakdown
Typical fee structure: inspection £1-3 per unit, repackaging £1-5 per unit, disposal £0.5-2 per unit. Together these can exceed the value of the goods themselves, so ask the warehouse for a full rate card before signing.
Payment & Trust
How the money actually worksWhen you work with an overseas warehouse for the first time, both sides need to build trust. The warehouse doesn't know you, and you don't know the warehouse. If this stage is handled badly, you either take on unnecessary risk or the warehouse refuses to work with you.
The standard start: prepay the first month
Most overseas warehouses ask new customers to prepay the first month's service fees (storage plus estimated handling). This is industry practice, not a sign of distrust, and you have no reason to refuse. Pay on time and build a track record.
Transfer method: Wise or bank wire
To pay a UK warehouse, we recommend Wise (low fees, good exchange rates, fast arrival) or a SWIFT/Faster Payments bank transfer. Avoid informal transfer methods that haven't been confirmed in writing by both parties.
Once the relationship is established: monthly invoicing
After one or two months, once service quality is confirmed, you can usually move to monthly invoicing: you receive an invoice at month end and pay within 30 days. This is the standard form for long-term partnerships and is more efficient for both sides.
A written agreement protects both sides
However much you trust the other party, services, rates, payment terms and breach clauses must be confirmed in writing. Verbal promises carry no legal weight when a dispute arises.
How BorderFlow does it
Before we introduce a warehouse to Chinese sellers, we complete a qualification check on it, including UK Companies House registration verification. The warehouse partners you meet are vetted, legitimate businesses, a more reliable starting point than a cold enquiry.
Pre-Shipment Checklist
Print this and go through it before every shipmentSave this checklist and go through it before every shipment. Missing any item can cause inbound delays, extra fees or rejected goods.
| Item | What to confirm | Status |
|---|---|---|
| ASN sent | Advance notice sent 24-72 hours ahead, with SKU details and arrival time | ☐ Done |
| Inbound slot booked | Specific inbound date and time slot confirmed with the warehouse | ☐ Done |
| Customs documents complete | Commercial invoice, packing list and certificate of origin prepared | ☐ Done |
| Carton labels compliant | Printed to the warehouse template; position, size and content all correct | ☐ Done |
| Packed by SKU | One SKU per carton, clearly marked on the outside | ☐ Done |
| FBA prep requirements confirmed | FNSKU labelling, bundle configuration and Transparency code needs communicated to the warehouse | ☐ Done |
| Returns process agreed | Return labels, inspection standards and handling method confirmed in writing | ☐ Done |
| Payment method confirmed | First-month prepayment arranged; transfer method checked with the warehouse | ☐ Done |
| Written agreement signed | Services, rates and payment terms all confirmed in writing | ☐ Done |
Advice for your first shipment
However confident you are in an overseas warehouse, start your first shipment small: 50-200 units, or 10-20 pallets. Once you've validated the inbound process, confirmed service quality and established a communication rhythm, scale up gradually. The cost of a small trial order is far lower than the price of a large shipment going wrong.
Frequently Asked Questions
Do I need to prepay when working with an overseas warehouse for the first time?
Yes. Most overseas warehouses ask new customers to prepay the first month's storage fees and estimated handling charges; this is standard industry practice. After one or two months, once service quality is confirmed, you can usually move to monthly invoicing: you receive an invoice at month end and pay within 30 days.
How much should my first shipment be?
Start small: 50-200 units, or 10-20 pallets. Validate the inbound process, confirm service quality and establish a communication rhythm, then scale up gradually. The cost is far lower than the price of a large shipment going wrong.
What is the best way to pay a UK warehouse?
We recommend Wise (low fees, good exchange rates, fast arrival) or a SWIFT/Faster Payments bank transfer. Avoid informal transfer methods that haven't been confirmed in writing by both parties. Services, rates, payment terms and breach clauses should all be confirmed in a written agreement.