Why you should organize your information before requesting a quote
Many European buyers place orders on Taobao, JD.com, Pinduoduo, or 1688 and then directly ask the China warehouse "how much to ship to Europe," only to get a reply like "it depends on the goods." This isn't a brush-off—it's how international shipping quotes work: for packages of the same weight, the available channels and cost structure can be completely different depending on volume, category, whether batteries are included, and whether consolidation is needed. Rather than going back and forth, it's better to provide all the information at once on your first inquiry.
This checklist is for overseas consumers who shop on Chinese platforms and need a China warehouse to receive their goods before forwarding them to Europe. It doesn't involve any specific prices or delivery time commitments—it only addresses one question:Before requesting a quote, what information should I prepare to get a quote that's actually usable?
Category 1 Information: The Product Itself
The product name must be specific enough to determine the category
Vague descriptions like "daily necessities," "accessories," or "gifts" cannot be used for a quote. Please describe items at a level that allows us to determine their regulatory and shipping attributes, for example:
- Cotton T-shirt (no battery, no liquid)
- Bluetooth earphones (built-in lithium battery)
- Glass cup (fragile)
- Facial serum (liquid; must specify if it contains alcohol)
- Magnetic phone holder (contains magnets)
The more specific the product name, the better the warehouse and carrier can determine whether it's general cargo, sensitive goods, or restricted goods — so your quote won't be overturned later.
Quantity and specifications per item
Quantity isn't just "how many pieces" — you also need to specify whether they're the same style and whether they come as a set. For example, "20 pieces of the same T-shirt, each individually packaged" and "20 pieces of mixed different styles" are two completely different things when it comes to packing and customs declaration. We recommend listing:
- Number of SKUs or styles
- Number of pieces per style
- Whether it includes free gifts, accessories, or manuals
- Whether it comes in original retail color box packaging (affects volume)
Category 2 Information: Weight and Dimensions
The relationship between actual weight and volumetric weight
International shipping usually looks at both actual weight and volumetric weight, and charges based on the greater one. The calculation method for volumetric weight varies by channel; a common approach is to divide the outer box length × width × height by a coefficient. You do not need to calculate it accurately yourself, but you do need to provide usable raw data:
| Need to provide | Description |
|---|---|
| Single-item actual weight | The product's own weight, which can be estimated with a household scale |
| Single-item packaging dimensions | Length, width, height, including the color box |
| Estimated outer box dimensions after consolidation | If multiple items are consolidated, provide approximate box dimensions |
| Whether packaging can be removed to reduce volume | For example, removing excess cardboard boxes and bubble wrap |
If the goods are still with your domestic supplier, you can ask the supplier to provide the carton dimensions and gross weight; if they have already arrived at the warehouse, the warehouse can usually measure and photograph them during receiving and basic quality inspection, which you can use to reconfirm the quote.
Why dimensions are more easily overlooked than weight
Bulky but lightweight items (cushions, storage boxes, large toys) are often charged by volumetric weight, so the actual cost may be higher than expected based on actual weight. Stating in advance that "this item is large but very light" can prevent discrepancies between the quote and the final bill.
Category 3 Information: Declared Value and Purpose
- A reasonable declared value for each type of item
- Purpose of the goods: personal use, gifts, or resale
- Whether the items are second-hand, samples, or returns for repair
- Whether a commercial invoice or proforma invoice is required with the shipment
Providing this information in advance allows the shipper to determine which declaration method to use, rather than waiting until the package reaches Europe to supply additional documents.
Category 4 Information: Recipient Information
To give you a quote, we need to know "where it's being sent," because the available channels can differ between countries—and even between different regions within the same country. Please have the following ready:
- Destination country
- Full postal code
- City and street address
- Recipient name and contact phone number
- Is it a commercial address (company, warehouse) or a residential address
The postal code is especially important. In some European countries, the postal code directly determines which delivery networks are available; an incorrect or missing postal code will invalidate the quote. When filling in the China warehouse address, we also recommend checking against the on-site address checklist to avoid errors at the warehousing stage.
Category 5 Information: Product Characteristics and Sensitive Attributes
This is the category most easily overlooked and most likely to invalidate a quote. Please proactively specify when requesting a quote:
- Does it contain lithium batteries, button cell batteries, or power banks
- Does it contain liquids, pastes, sprays, or alcohol
- Does it contain magnets
- Is it powder,Food、Health supplements
- Whether it bears brand logos that may involve authorization issues
- Whether it is fragile (glass, ceramic, screen)
- Whether cold chain or light protection is needed
These attributes directly affect which shipping methods are available and whether extra packaging is needed. Concealing or omitting them may get your shipment held up during warehouse inspection or handover, which only wastes time.
A ready-to-copy inquiry information template
Fill in the section below and send it to the China warehouse or the shipping provider — usually you'll get a usable quote in one go:
- Destination country / postal code / city:
- Product name (specific to category):
- Quantity and style:
- Actual weight per item / dimensions per item:
- Estimated outer box dimensions after consolidation:
- Whether it contains batteries / liquids / magnets / branded items:
- Whether it is fragile:
- Declared value and purpose:
- Whether packaging can be removed to reduce volume:
- Whether quality inspection and photography, relabeling, or repackaging is needed:
After the quote: what happens at the warehouse stage
Once all the information is provided, packages arriving at the warehouse typically go through receiving, basic quality inspection and photography, and inventory organization, then are consolidated, repackaged, or relabeled according to your requirements, and finally arranged for international shipping. If you want to consolidate packages from multiple platforms into one shipment, you can first learn about the decision logic behind consolidation; if you're concerned about the cost structure, you can check the pricing information page to confirm which steps incur fees.
It should be noted that any specificshipping costs, lead time, and taxes are all subject to real-time quotes and the destination country's official requirements. When it involvescustoms clearanceand taxes, be sure to check the latest official requirements of the destination country's customs or tax authority. This article provides an information preparation checklist to help you get the inquiry step right, reducing back-and-forth confirmations and unexpected surcharges later on.
Frequently Asked Questions
Can I request a quote before the goods arrive at the warehouse?
Yes, but the supplier-provided carton dimensions and gross weight should be used as the basis for estimation, and this should be reconfirmed after the package arrives at the warehouse and actual measurements are taken.
If goods from multiple suppliers need to be consolidated, how should I report the information?
List the product name, quantity, and carton specifications for each supplier separately, then state whether you want them merged into one outer carton or shipped separately. Consolidation changes the volumetric weight, so the quote needs to be based on the carton specifications after merging.
What if I'm not sure whether an item counts as a sensitive good?
Truthfully state the ingredients, battery type, and whether liquids are included, so the warehouse can verify the actual items and take photos as evidence during receiving and quality inspection, then determine the available channels.
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