From RFQ to Acceptance: Your Machine Import Guide

Importing a CNC machine from China is mostly a paperwork exercise that runs alongside the build. Miss one document and a perfectly good machine sits in a port. Below is the checklist our export team walks through with buyers, from the first RFQ to final acceptance on your floor.

Stage 1: the RFQ

Send the supplier what determines the machine, not just the model name:

• Part drawings or a description of your largest workpiece, with material and tolerance targets
• Required travels, table size and spindle taper (BT30, BT40 or BT50)
• Preferred control system and your site voltage
• Factory-fitted options you want: chip conveyor, right-angle head, custom builds

A precise RFQ gets a quotation you can compare line by line. A vague one gets a price that changes later.

Stage 2: quotation and contract

Check the quotation specifies: the configuration list (control, spindle, ATC, options), the price basis (FOB, CIF or DAP), lead time, payment terms and warranty terms. Typical lead times run 60-120 days, so plan your import timeline backwards from production need. Then put the documentation list into the contract itself: geometric test report, manuals, certificates, packing list.Payment structure is part of the document trail too. Make sure the payment milestones match the papers you receive at each step: deposit against a stamped proforma invoice, balance only after the accuracy report and packing list are in your hands. Never pay the final instalment before the pre-shipment documents are delivered.

Stage 3: pre-shipment documents

• Geometric accuracy test report. Insist on a report to the ISO 10791 series for the actual machine, plus laser interferometry and ballbar results. Every VITOP machine is laser-verified before shipment, and the report should carry your machine's serial number.
• Final inspection. Either attend a test run with your own parts, or appoint a third party. SGS/BV factory audits cost roughly USD 500-1,500, and pre-shipment inspections are in a similar range.
• Commercial documents. Commercial invoice, packing list and the bill of lading draft. Check every detail against your importer record before the originals are issued.

Stage 4: import documents by market

This is where the expensive mistakes happen:

• HS classification. Agree the HS code early; a pre-classification ruling takes about 3-5 business days in many markets.
• Vietnam. Form E (ACFTA) can cut duty to 0-5% instead of the 5-15% MFN range. It must be issued by the supplier through CCPIT before or at shipment, only originals are accepted, and no retroactive claims are allowed. On a CIF USD 50,000 machine, that is roughly USD 2,750 saved. VAT is 10%, calculated on CIF plus duty.
• Thailand. The original Form E must reach Thai customs within 30 days of clearance, or the MFN duty of 5-10% applies. VAT is 7%, and the 380V/50Hz supply matches Chinese machines without modification.
• Indonesia. From 1 July 2026, imported industrial machinery needs a Bahasa Indonesia HMI interface, Indonesian-language fault code documentation and localized maintenance manuals, tied to SNI import certification. Start the SNI process months ahead; non-compliant equipment risks customs rejection, and detained containers can cost around USD 1,200 per day in demurrage.

Stage 5: acceptance

On installation, run three checks before signing off: geometric accuracy against the pre-shipment report, a test cut on your own part, and full functionality of every option you paid for. Keep the complete document set, including Form E originals, in one file. It is what you will reach for in any warranty claim, customs audit or resale.

A machine that runs well for ten years usually starts with a file of correct documents. Build that file as deliberately as you choose the machine.

Talk to VITOP Machinery

Planning a machine purchase or need help matching a model to your parts? Send your drawings or questions to vitopmachinery@163.com, or message us directly on WhatsApp: +86 183 1908 0212. You can also browse all machines at www.vitopmachinery.com. We reply within one business day.