Keep your own customs broker for a China order
Yes, provided the shipping arrangement supports it and everyone agrees the handover before booking. Your importer and appointed broker handle destination entry; the sourcing team coordinates China-side documents with the forwarder. Agree who sends notices and confirms collection readiness with Cambridge China Bridge.
Agree the broker arrangement before booking
Tell the sourcing company that you want to retain your customs broker at the destination port. Ask the appointed forwarder and its destination agent to confirm that they can work with that broker. Have the quote identify what shipping includes, what your broker handles and who arranges collection.
Freight forwarders organise transport; customs brokers handle customs clearance. The separate broker and forwarder guide explains that split. For an overseas order, add a named destination contact and an agreed document handover to your purchase through a UK company.
Ask your broker what China must prepare
Before approving the order, send your broker the product description, intended importer, destination port and proposed shipping arrangement. Ask the broker to confirm destination rules and identify any documents, certificates or checks to arrange before dispatch. Use the overseas buying guide for the wider procurement questions.
Turn the broker's request into a document list for the sourcing team. For each item, record who supplies it, who checks it and when the broker needs it. Cambridge China Bridge's own staff in China can coordinate factory information and evidence; ask your broker to confirm whether the resulting package is suitable for destination entry.
Use a responsibility checklist
Share this checklist with the buyer, broker, sourcing team and forwarder before booking. Replace each role with an agreed company and named contact. Ask each contact to acknowledge their work and identify a cover contact for missed messages.
| Task | Suggested responsibility | Confirmation to keep |
|---|---|---|
| Document preparation | Sourcing team coordinates factory and China-side evidence; forwarder supplies transport drafts | Document list and shared shipment reference |
| Document approval | Buyer checks commercial details; broker reviews entry information; forwarder confirms transport wording | Approved versions and unresolved questions |
| Arrival notices | Forwarder or destination agent sends notices to agreed buyer and broker contacts | Recipient acknowledgement and updated arrival details |
| Clearance messages | Broker reports entry progress and requests missing information; sourcing team coordinates China-side replies | Written status, outstanding action and responsible contact |
| Collection | Named destination coordinator checks broker status and carrier or terminal readiness; buyer's haulier collects | Collection instructions, booking and receiving contact |
Approve documents and route arrival notices
Circulate the commercial invoice, packing list and transport draft together. Ask the buyer to check the transaction details and the broker to review the information intended for entry. Ask the forwarder to explain differences between document fields before approval. Use the consignor, consignee and notify party guide to agree the transport names and notification contact.
Ask the forwarder who actually sends the arrival notice and whether your broker receives it directly or through the buyer. Keep a monitored contact list and ask recipients to acknowledge notices. When documents change, circulate the replacement version with a clear explanation so the broker and destination agent work from the same information.
Confirm clearance and collection separately
Ask the broker to distinguish document review, entry submission, outstanding queries and confirmed customs release in its updates. If evidence is missing, send the sourcing team the exact request and shipment reference. Ask it to coordinate the factory's response, then have the broker confirm whether the query is resolved.
Before sending a haulier, ask the destination coordinator to check both the broker's release confirmation and the carrier or terminal's collection instructions. Confirm any outstanding documents or charges, the collection booking and the receiving location. Keep the approvals, status messages and collection record together so you can trace where a delayed handover occurred.
Frequently asked questions
Can I keep my customs broker if you arrange shipping?
Yes, subject to the agreed shipping arrangement. Tell us before booking and ask the forwarder and destination agent to confirm how they will hand documents and notices to your broker.
Who approves the shipping documents?
Agree approval roles in advance: the buyer checks commercial details, the broker reviews entry information and the forwarder confirms transport wording. Keep their approvals with the issued documents.
Will my broker receive the arrival notice?
Ask the forwarder to confirm the sender and recipients. Agree whether your broker receives it directly or through you, and ask the receiving contact to acknowledge it.
Can I collect as soon as my broker confirms clearance?
Check collection readiness separately. Ask the destination coordinator to confirm carrier or terminal release arrangements, outstanding documents or charges and the collection booking before dispatching your haulier.