From Inquiry to Delivery: A Complete China Toy Procurement Timeline

We had been watching many B2B toy buyers waste time or face shipment delays simply because they don’t know what documents to request or how to verify them.

To help global buyers save time and stay fully in control, Chengjitoy, a top toy supplier, summarizes a clear seven-stage timeline for toy procurement — from Inquiry to Sample, Production, Inspection, Shipment, Customs Clearance, and Receiving.

Stage 1: Inquiry & Quotation (3–5 Days)

Put every detail on paper — avoid verbal misunderstandings.

During the inquiry, confirm all product and order details clearly in writing:

• Product type (e.g., plush dinosaur / plastic puzzle)
• Function (e.g, with or without music)
• Color (Pantone code provided)
• Packaging (color box/carry bag)
• Quantity and price target
• Two key points:
  ① Safety standard (EN 71 / CPSIA)
  ② Customization request (logo embroidery or printing position)
• Production lead time (normally 7–10 working days)
• Shipping method (sea/air)

Documents Required

Type	File Name	Key Information
Basic	Buyer Requirement Form	Notes materials (e.g., polyester plush), tolerance ±0.5 cm, safety qualification.
Basic	Product Specification Sheet	Notes materials (e.g. polyester plush), tolerance ±0.5 cm, safety qualification.
Core	Initial Quotation Sheet	States unit / total price, trade term (FOB Shenzhen / CIF Rotterdam), payment term (T/T 30%), production lead time, validity 7 days.

Stage 2: Sample Confirmation (5–7 Days)

Set the standard — avoid costly rework.

After inquiry confirmation, the first stage of toy procurement, a sample is made according to the requirements.
Check every functional and visual detail before approving mass production:

• Function (e.g., musical toy sounds normal)
• Design accuracy (e.g., embroidery or printing)
• Color matches Pantone card
• Size confirmed by caliper

Documents Required

Type	File Name	Key Information
Basic	Sample Tag	Shows actual measurements and test results (e.g., “Sound normal, no noise”).
Basic	Sample Test Record	Shows actual measurements and test results (e.g. “Sound normal, no noise”).
Core	Sample Approval Form	Lists sample ID (e.g., SY-202405), order number, and date.

Stage 3: Production (7–10 Working Days)

Track progress — control the timeline of the whole toy procurement process.

After sample confirmation, production begins based on a defined schedule.
Weekly updates should include:

• Day 3 – raw materials arrived
• Day 5 – semi-finished stage
• Day 10 – final assembly

Documents Required

Type	File Name	Key Information
Basic	Production Progress Tracker	Lists the date, progress node, and the responsible person. Mark’s key points like “Material Arrival / Half Production / Completion.”
Basic	Material Inspection Report	Lists date, progress node, and the responsible person. Mark’s key points like “Material Arrival / Half Production / Completion.”
Core	Production Order Confirmation	Includes test results (e.g., EN 71 compliance).

Stage 4: Quality Inspection (2–3 Days)

Three-step QC ensures trustworthy delivery.

Inspections should cover three stages:

• Initial QC – raw materials & semi-finished items (no burrs or defects).
• Mid QC – random check during production (function, color, packaging).
• Final QC – full inspection of finished goods (packaging & quantity).

Documents Required

Type	File Name	Key Information
Basic	Initial / Mid / Final QC Record Sheets	Each includes time, inspector, qualified qty, and problem description (e.g., “10 boxes creased cartons”).
Core	Final Inspection Report	Each includes time, inspector, qualified quantity, and problem description (e.g., “10 boxes creased cartons”).

Stage 5: Loading & Shipment (1–2 Days)

Supervise loading — ensure the safety and accuracy of the toy procurement on the whole.

During loading, record container and seal numbers, and video the entire process (from empty container → loading → sealing).

Documents Required

Type	File Name	Key Information
Basic	Loading List	Container No., each carton model/qty/gross weight, and total carton count.
Core	Bill of Lading (Draft)	Must match consignee, destination port, cargo description, and container No.

Stage 6: Customs Clearance (3–7 Days, depending on destination)

Keep documents consistent for smooth release.

Chengjitoy prepares a complete customs file package for buyers during the toy procurement, ensuring that all information matches across the invoice, packing list, and bill of lading.

Documents Required

Type	File Name	Key Information
Basic	Commercial Invoice & Packing List	Include HS code (9503…), unit/total amount in both figures and words, and carton dimensions (L×W×H).
Core	Toy Safety Certificate (EN 71 / CPSIA) / Certificate of Origin / B/L Original or Telex Release	Issued by third-party lab (e.g., SGS / Intertek); must show product model and standard. Origin Certificate for duty reduction, if applicable.

Stage 7: Receiving & Completion (1–2 Days)

Verify everything upon arrival to close the loop.

This is the final stage of the whole toy procurement process, but when goods arrive, the buyer should check:

• Quantity matches order
• Packaging intact (no damage)
• The product functions the same as the approved sample

Documents Required

Type	File Name	Key Information
Basic	Receiving Checklist	Columns for Order Qty – Received Qty – Difference – Result.
Core	Receiving Confirmation Form	Signed once verified; attach photos of any issue and agreement record.

✅ Chengjitoy’s One-Stop Support

Throughout the entire timeline of toy procurement, Chengjitoy ensures full transparency and efficient coordination for each buyer:

• Weekly updates with photos and videos.
• Pre-shipment document review (invoices, packing lists, B/L).
• Templates for forms like “Buyer Requirement Form” and “Sample Approval Sheet.”
• 24-hour response for any after-sales or delivery issues.

Contact Chengjitoy

www.chengjitoy.com
[email protected] 📞 +86-137-1596-6567