How to import from China to Costa Rica step by step

Importing from China is more accessible than it seems, but the first time raises a lot of questions: how do I know if the supplier is reliable? what documents do I need? how does the cargo clear customs? In this guide we walk you through the 7 steps of an import, in order, so you know exactly what to expect.

Step 1: Find and vet the supplier

Most people start on platforms like Alibaba, Made-in-China or 1688. Before paying, vet the supplier: ask for their business license, check their track record and reviews, request samples and, for large orders, consider a pre-shipment inspection. Never pay 100% upfront to a new supplier.

Step 2: Negotiate price and Incoterm

Agree on the price and, above all, the Incoterm: it defines how far the supplier's responsibility goes. For most importers FOB is best (the supplier loads the cargo on the ship and you control the freight). If in doubt, see our guide on Incoterms: FOB vs CIF vs EXW.

Step 3: Choose the transport mode

Based on volume, weight and urgency, you choose between:

• Ocean FCL (full container): for large volumes.
• Ocean LCL (consolidated): you pay only for the space you use, ideal for smaller volumes.
• Air: fast, for urgent or high-value cargo.

Not sure which suits you? We help you decide in FCL vs LCL.

Step 4: Coordinate freight with a forwarder

This is where the freight forwarder comes in. They coordinate pickup in China, the international freight and arrival in Costa Rica. They get you rates, book the space and track the shipment. Having a good forwarder is the difference between a smooth import and a headache.

Step 5: Prepare the documentation

The basic documents for any import are:

• Commercial invoice (check what data it must contain)
• Packing list
• Transport document (ocean Bill of Lading or Air Waybill)
• Certificate of origin (if a free trade agreement applies)
• Special permits if your product requires them (health, agriculture, etc.)

Step 6: Customs clearance and taxes

When the cargo arrives, a customs broker files the Single Customs Declaration (DUA) and taxes are paid: DAI, Law 6946 (1%) and VAT. Understanding how they're calculated helps you budget: we explain it in import duties in CR. You can speed up the process with a pre-arrival declaration.

Step 7: Final delivery

Once the goods are cleared, inland transport to your warehouse is arranged. And that's it! Your import has arrived. A good forwarder supports you through all these steps with a single all-in rate, no surprises.

Written by the VS Logistics team.

← Back to the blog