Gelan Biotechnology focuses on skin care products R&D and production, providing one-stop beauty OEM/ODM services.

How to lmport Cosmetics from China

2025-11-22

Preface: My First "Pitfall" Experience

If this is your first time planning to import cosmetics from China, you’re probably drowning in a sea of questions: Where do I start? Which suppliers can I trust? What potential risks should I watch out for? You’re not alone. When I assisted with an import project for a skincare brand based in Guangdong a few years ago, I struggled with the same uncertainties. Our product itself was high-quality, but we almost lost the entire shipment due to missing key safety documents and customs delays. Fortunately, we managed to resolve the issue, but that experience taught me a crucial lesson: Importing cosmetics is never just about "choosing a good product." The behind-the-scenes testing reports, registration regulations, documentation preparation, and import laws of your target market are the real determinants of success.

This guide breaks down the entire process from factory collaboration to final delivery.

Whether you’re a startup brand or a cross-border distributor, you’ll find a clear roadmap to follow.

Let’s dive right in!

1. Master Target Market Regulations First: The "First Line of Defense" for Importing

Before contacting any suppliers, you must thoroughly understand the cosmetics regulations in your target market—it’s the prerequisite for legal importation and sales. Failing to meet even one requirement can lead to detained shipments, stockpiles, or other serious consequences.

Regulatory systems vary significantly by country, so focus on researching these core areas:

Key Research Checklist

1. Registration and Approval Requirements: The US mandates that cosmetic facilities register with the FDA (Food and Drug Administration); the EU requires all products to submit data through the CPNP (Cosmetic Products Notification Portal); most Southeast Asian countries follow the ASEAN Cosmetic Directive, which has its own dedicated approval process.

2. Ingredient Restrictions: Some ingredients legal in China may be banned in your target market. This is especially critical for products like whitening creams, anti-acne gels, and fragranced items—always verify the compliance of your ingredient list in advance.

3. Labeling Format Standards: Most countries require ingredients to be listed using INCI (International Nomenclature of Cosmetic Ingredients) standards. You must also clearly display warnings, usage instructions, shelf life, batch numbers, and country of origin.

4. Claims Restrictions: Phrases like "anti-aging," "brightening," or "medical-grade" are strictly regulated in some regions. You may need to provide scientific evidence or legal approval before using them on packaging.

Mandatory Testing Items: Depending on the market, you may need to provide a CPSR (Cosmetic Product Safety Report), Challenge Test (to verify product stability and microbial resistance), and Heavy Metal Testing Report (to ensure no toxic substances exceed limits). These tests protect both your customers and your brand’s reputation.

2.Select a Reliable Chinese Cosmetic Factory: Avoid Supplier Traps

Once you’re clear on the regulatory requirements, the next step is finding a high-quality manufacturer that can meet these standards. A supplier’s strength directly impacts product quality, the completeness of compliance documents, and your brand’s reputation. This step requires patience and thorough research to avoid future losses.

Channels to Find Suppliers

Alibaba: Use filters like "Verified Supplier" and "Gold Supplier" to narrow down options—avoid new stores with limited transaction history.

Made-in-China: Focus on export-oriented suppliers with strong platform endorsement.

Cosmoprof Exhibitor Directory: A world-renowned cosmetics trade show featuring numerous reputable factories.

Industry Recommendations: Consult beauty industry consultants, experienced buyers, or sourcing agents for trusted partners they’ve worked with.

5 Critical Checks Before Cooperating

1.Qualifications and Certifications: Verify if the factory holds GMP, ISO22716, or FDA compliance certificates—these are core guarantees of production hygiene and safety standards.

2.Product Specialization: Prioritize factories with expertise in your product category (e.g., foundations, lipsticks, skincare) instead of "one-size-fits-all" suppliers with no clear strengths.

3. Export Experience: Ask if they’ve shipped to your target country and request samples of past export documents.

4. Production Capacity and MOQ: Ensure the factory’s production scale and Minimum Order Quantity align with your business stage (startups may prefer factories with flexible MOQs).

5. Document Support Capability: Confirm they can promptly provide MSDS (Material Safety Data Sheet), COA (Certificate of Analysis), and various testing reports as needed.

We recommend shortlisting 3-5 potential suppliers. Conduct video meetings to inspect the factory environment, discuss requirements face-to-face, and request catalogs, recent testing reports, and photos of past shipments.

For reference: Gelan offers full documentation support for new importers, significantly simplifying the compliance process.

3. Model Selection: Private Label or Custom Formulation?

After finding the right factory, you need to decide on your production model—this will directly affect your launch timeline, budget, and control over the final formula. Should you choose a fast-turnaround private label or a unique custom formulation? The table below helps you compare both options clearly:

Comparison Criteria	Private Label (White Label)	Custom Formulation (ODM)
Formula Source	Ready-made, pre-tested formulas from the factory	Developed from scratch based on your needs (including ingredients, texture, fragrance, etc.)
Development Timeline	2-6 weeks (depending on packaging design)	3-6 months (including R&D, stability testing, and revisions)
Ingredient Control	Limited (only factory-provided formulas available)	Full control (you dictate core ingredients and efficacy directions)
Brand Customization	Customizable logo, labels, packaging, and marketing style	Comprehensive customization (integrated formula, packaging, and brand positioning)
Minimum Order Quantity (MOQ)	Lower (100-500 units, varies by factory)	Higher (typically 3,000-10,000 units, adjusted for formula complexity)
Testing Requirements	Basic testing completed by the factory	Additional testing required for new formulas (e.g., stability, microbial testing)
Formula Exclusivity	None (the same formula may be sold to other brands)	Exclusivity negotiable (some factories offer exclusive contracts)
Ideal For	Startups, salons, spas, e-commerce test products	Established brands, niche efficacy products, long-term brand building
Unit Cost	Lower (no R&D fees, shared formula)	Higher (includes R&D fees, sample testing fees, and custom packaging costs)

Gelan offers both private label and custom formulation services, supporting brands from initial trial production to large-scale development without the need to switch suppliers mid-process.

4. Sample Testing: The "Critical Checkpoint" Before Importing

After confirming the cooperation model, never place a bulk order directly—always request samples and conduct comprehensive testing. Samples are the core way to verify actual product quality, not just catalogs or test reports.

Focus on these key areas during testing:

1.Color Payoff and Texture: Test performance on different skin tones (e.g., whether lipstick dries out or foundation cakes). Ensure the texture meets your target users’ needs (matte, dewy, lightweight, etc.).

2.Fragrance and Usability: Check for harsh or overly chemical scents. Test application smoothness and the quality of included tools (e.g., eyeshadow brushes, puffs).

3.Packaging Quality: Inspect for cracks, loose components, or rough edges—poor packaging can ruin the user experience.

4.Long-Term Performance: Conduct durability tests (e.g., lipstick wear time, eyeshadow smudge resistance) and observe changes under different conditions (heat, humidity, cold) to predict real-world performance.

5.Skin Reactions and Shelf Life: Test samples on different skin types to check for irritation. Verify stability over time to ensure the product maintains quality until expiration.

Testing may slightly delay your launch, but skipping it can lead to bigger problems later. It’s one of the simplest ways to protect your brand before it reaches the market.

5. Verify All Regulatory and Safety Documentation

Once samples meet your expectations, it’s time to verify the documents that prove legal compliance and product safety. Whether importing lipsticks, cleansers, or eye creams, paperwork must align with your target market’s regulations.

Key Documents to Request and Review

COA (Certificate of Analysis): Confirms basic product characteristics like pH level, ingredient concentration, and overall quality.

MSDS (Material Safety Data Sheet): Outlines safety handling guidelines, potential hazards, and emergency procedures for each formula.

PIF (Product Information File): Mandatory in the EU, containing formulation data, toxicology reports, and safety assessments.

INCI Ingredient List: A complete list of ingredients using standardized International Nomenclature of Cosmetic Ingredients.

Testing Reports: Request microbial testing, heavy metal screening, and stability test results to verify product safety.

GMP Certification: Proves the factory adheres to Good Manufacturing Practices for cleanliness, documentation, and traceability.

Request all documents early and double-check them before placing a bulk order. If you’re unsure about anything, consult a regulatory expert. Store digital copies organized by product and batch number—you’ll need them for customs clearance, retailer applications, or future audits. Being prepared avoids costly surprises and gives you peace of mind.

6. Finalize Packaging and Branding Details

With regulatory documents verified, shift your focus to how your product will be presented and sold. A great product can be overlooked if packaging feels cheap or unclear. High-quality packaging builds trust, attracts attention online, and makes your brand memorable.

Packaging Considerations

Component Types: Choose formats suited to your product category: compact cases for pressed powders, palettes for eyeshadow/blush, droppers for serums, airless pumps for creams, cushion cases for foundations, and sticks for balms/highlighters.

Printing Methods: Factories offer options like hot stamping (metallic effects), screen printing (sharp logos), UV coating (glossy finishes), and foil stamping (luxury feel).

Outer Packaging: Consider branded boxes, insert cards with usage tips, and retail-ready features like barcodes and tamper seals.

Required Label Content

Basic Information: Clearly list product name, shade/variant, and net weight.

Ingredients: Use INCI format (required by most import regulations).

Expiration/Shelf Life: Some countries mandate manufacturing dates or "use-by" periods.

Manufacturer Details: Labels may need to include the factory name or importer name, depending on local rules.

Warnings: Add caution statements for products containing potent actives or allergens.

7. Confirm Pricing, MOQ, and Payment Terms

Once product details are finalized, it’s time to settle the financial aspects of your order—this step is more important than many new importers realize. Getting clear answers upfront helps you avoid surprises and protect your budget.

Unit Price Breakdown

Ask your supplier for a detailed cost breakdown, including formula, packaging materials, labeling, and assembly labor. Some factories quote low unit prices but add extra fees later for printing or packaging touches like shrink wrapping. A complete breakdown helps you plan your actual per-unit cost, not just the catalog price.

Minimum Order Quantity (MOQ)

Clarify how MOQ is calculated: per product, per shade, or total order quantity? For example, a supplier may require 1,000 units per order but 200 units per color variant—this can limit how many shades/SKUs you can launch within budget.

Production Timelines

Ask how long sample production and bulk production take. Samples are usually ready within two weeks, but bulk production may take 30-60 days depending on the season and order size. Delays are common during holidays or factory backlogs, so build in buffer time. Understanding timelines helps you set realistic launch dates and marketing plans.

Payment Terms

Most cosmetic manufacturers require a partial deposit to start production, with the balance due before shipment. A common structure is 50% upfront and 50% upon completion of goods. Some factories offer better terms after repeat orders, but don’t rely on this for your first transaction. Always confirm payment methods and double-check currency exchange rates if wiring funds internationally.

8. Understand Shipping, Incoterms, and Customs

Manufacturing your products is only half the battle—delivering them safely and legally is just as important. Choosing the wrong shipping method or misunderstanding customs rules can lead to delays, damaged goods, or unexpected taxes. Small mistakes can become costly if you’re unprepared.

Shipping Methods

Express Shipping: Services like DHL or FedEx are the fastest, ideal for small quantities or sample runs. They typically include door-to-door delivery and customs clearance but are expensive for large volumes.

Air Freight: Balances cost and speed, suitable for urgent orders, product launches, or medium-sized batches with time constraints.

Sea Freight: The most affordable option for large orders, especially bulky or heavy items. However, it takes several weeks and requires careful coordination with customs agents at the destination port.

Key Incoterms to Know

EXW (Ex Works): You (the buyer) are responsible for picking up goods from the factory and arranging all subsequent logistics.

FOB (Free On Board): The supplier delivers goods to the port and handles export documentation; you manage the rest.

CIF (Cost, Insurance, and Freight): The supplier covers shipping and insurance to your destination port, but customs clearance remains your responsibility.

Required Documents

Prepare these essential files:

Commercial Invoice: Details the value and contents of your order.

Packing List: Specifies quantity, weight, and packaging breakdown.

Bill of Lading/Air Waybill: Serves as proof of shipment.

Certificate of Origin: States where the goods were manufactured.

Testing Certificates: Required in some countries to confirm product safety.

Work with a freight forwarder or customs broker experienced in cosmetic imports. They can help you choose the right shipping terms, complete paperwork, and avoid customs delays. A reliable logistics partner makes your first import process much smoother and less stressful.

9. Conduct Pre-Shipping Quality Inspection

Once your products are packed and ready to ship, it’s tempting to approve the order and move on—but skipping the final inspection is a risk you shouldn’t take. Returns and replacements are difficult, time-consuming, and costly once goods leave China.

How to Inspect

Third-Party Inspection Agencies: Companies like QIMA, SGS, or TUV offer the most reliable option. They visit the factory, follow your inspection checklist, and provide a detailed report with photos and pass/fail results. Most charge a flat fee per visit and offer same-day feedback—ideal if you’re overseas and can’t inspect in person.

Supplier-Provided Reports: Ask your supplier for a detailed inspection report with videos and close-up photos of finished products, labels, cartons, and packaging materials. Be specific about what you want to see and request proof that random units were checked (not just one sample).

What to Check

Packaging Condition: Look for scratches, dents, and ensure seals/outer boxes are clean and properly assembled.

Label Accuracy: Verify product names, net weight, ingredients, warnings, and logos are correct and legible.

Carton Contents: Confirm each box contains the correct number of units with no missing items.

Product Safety: Check for leaks, broken caps, smudged printing, or cracked mirrors in palettes—these small details can ruin your customers’ experience.

10. Calculate Import Costs and Duties

Before launching your products, the final step is calculating the total cost of getting them into your country. Many new importers overlook shipping, duties, and handling fees, leading to lower profit margins than expected.

Key Cost Components

Product and Packaging Costs: Start with the base cost of your product (formula, packaging, labeling, labor). Ensure the quote includes printing, inserts, or outer packaging if done by the supplier. Ask for a line-by-line breakdown to avoid missing small charges that add up.

Shipping Fees: Whether using express, air, or sea freight, shipping is a major expense. Get quotes in advance from your freight forwarder and factor in destination fees like port handling or customs inspection.

Import Duties and Tariffs: Every country has different rules for cosmetics—some charge a percentage of product value, while others base fees on category or ingredient type. Check your country’s customs website or ask your broker for an estimate.

Taxes and Additional Fees: Depending on your location, you may need to pay VAT (Value-Added Tax) or GST (Goods and Services Tax). Don’t forget small costs like documentation handling, customs filing, or import licenses if required.

Use an import duty calculator or ask your freight forwarder for a full landed cost estimate. This is the most accurate way to know your total expenses from start to finish and protect your profit margins before selling.

Conclusion

Importing cosmetics from China may seem like a maze at first, but once you understand the process—from choosing a supplier to clearing customs—it becomes much easier to manage. I made mistakes early on, but those lessons helped me build a stronger business.

Now you have the complete roadmap in front of you. Take your time, ask questions, and don’t rush into orders.

Ready to partner with a manufacturer that understands the process?

Gelan is here to help. Contact us today and turn your product idea into reality.

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Guangzhou Gelan Biotechnology Co., Ltd. Found in 2010, specialized in skin care production with private label, contract manufacturing, custom formulation of skin care, body care and hair care product.

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Add: Gelan Science Park,NO. 2 Xiushuitang West Road, Renhe Town, Guangzhou, Guangdong, China

Focus on skin care R&D and production, providing one-stop beauty OEM/ODM services.

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