China sourcing trip checklist: planning from first email to flight home

Define the purpose before you book anything

A sourcing trip that tries to do everything usually does nothing well. Decide whether this trip is exploratory (meeting new suppliers and seeing markets), confirmatory (checking a shortlist before an order) or operational (reviewing an existing supplier, inspecting a batch). Each type calls for a different route and schedule.

• List the product categories, target specifications and the quantity range you want to discuss.
• Shortlist suppliers and rank them: who must you see in person, and who can be handled by video call?
• Write the decision the trip supports, for example choose between two suppliers or approve a sample.
• Agree who travels and who stays, and who has authority to say yes on site.

A timeline that works backwards from departure

The exact lead time depends on your passport, the season and the supplier, so treat the table as an order of work, not a deadline. Start the items at the top first.

Entry rules and paperwork

Entry requirements for Thai passport holders can change, and the right category depends on the purpose and length of your trip. Check the Chinese embassy or consulate in Thailand and the official immigration source, and confirm whether your itinerary and invitation match the category you apply for. Also check that your passport has enough validity and blank pages for the rules in force when you travel.

Itinerary and bookings

Group meetings by area rather than by priority. Supplier clusters in China are often concentrated in particular districts, and crossing a large city or moving between cities consumes more of the day than most first-timers expect. Leave a buffer after every appointment, because meetings run long and travel times vary.

1. 1Fix the anchor appointmentsConfirm the two or three meetings that cannot move, then fit everything else around them.
2. 2Choose the basePick a hotel close to the main appointments or a transport hub, and keep the hotel address in Chinese characters.
3. 3Book inter-city travelCompare trains and flights using the official operator or a reputable booking service, and check the ticket and ID rules for the route.
4. 4Keep the booking trailSave confirmations offline, since you may need to show them at check-in or to an immigration officer.

Money and payments

Everyday spending in China is dominated by mobile payment apps, and foreign cards are not accepted everywhere. Set up what you can before departure and carry a modest back-up. Because this has its own rules and steps, see our dedicated guide on WeChat Pay and Alipay for a business trip rather than relying on this summary.

Packing list for a working trip

• Documents: passport, printed itinerary, invitation letters, insurance details and a photo of each saved offline.
• Business cards and printed product specifications, because handing over paper is still normal.
• Power: a universal adapter if needed, a power bank, and cables; check the plug types before you go.
• Clothing for varied settings: a factory floor, an office and a long day outdoors, with comfortable shoes.
• Medication in original packaging, with a doctor's note if needed; ask your doctor or the embassy about rules for your medicines.
• An empty, light bag for samples, and a plan for how to ship heavy samples home rather than carrying them.

See also our general guides on power plugs by country and on whether travel insurance is worth buying for your trip.

Running the meetings

Reconfirm each appointment the day before, in writing, and share your arrival time and the address you will use. Keep a single tracker, even a simple spreadsheet, with one row per supplier: date, contact, products seen, samples taken, open questions and the next step. After each day, spend a short time updating it while the details are fresh.

For specific supplier visits, our factory visit checklist covers what to check on the production floor, so this page does not repeat it.

Staying connected on the trip

A sourcing trip depends on your phone: maps, ride-hailing, translation, messages with suppliers and e-tickets. Foreign apps are often blocked on local networks, though some roaming eSIM plans route data abroad so they often open; this depends on the plan and cannot be promised. Install and test your chosen option before you leave, keep your Thai SIM active for SMS and bank codes, and save offline maps and key documents.

When you are back home

1. Send a written summary to each supplier you met, with agreed next steps.
2. Compare the samples you carried or shipped against the specification, and record the result.
3. Reconcile your receipts and expenses while you still remember what each was for.
4. Check import rules and documents for your product with your own broker or authority before ordering in bulk.

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