Sourcing Process
One sales desk, one workflow, from first inquiry to loaded container. Here is exactly what happens at each stage — what we do, what we need from you, and when.
The Five-Stage Workflow
- 01Inquiry & RFQSend item numbers, quantities and destination; FOB quotation within 24 hours on business days.
- 02Physical SamplingLab samples dispatched via DHL, typically within 3 days of confirmation.
- 03Mass ProductionWeekly photo updates from the line, with first-article approval before the full run.
- 04Lab InspectionIQC / IPQC / OQC against the signed spec sheet; EN71 & ASTM documentation included.
- 05FCL / LCL ShippingContainer loading photos, packing list, bill of lading and full export docs.
Stage by Stage
| Stage | What ToySail Does | What We Need From You | Indicative Timing |
|---|---|---|---|
| 1. Inquiry | Confirm items, quantities, destination and certification requirements; issue an itemised FOB quotation. | SKU list or catalog links, quantities, destination port or country, target pricing. | Quote within 24 business hours |
| 2. Sampling | Dispatch lab samples via DHL with a sample specification sheet. | Sample approval or feedback; sample cost and freight settled at quotation stage. | ~3 days after confirmation |
| 3. Pre-Production | Lock spec sheet (materials, tolerances, packaging, test standards); schedule line and materials. | Signed spec approval; artwork files if private label. | 3–7 days |
| 4. Mass Production | First-article inspection, in-process patrol checks, weekly photo reports from the line. | Accessibility for mid-run questions; balance payment per agreed terms. | Per order, typically 15–45 days |
| 5. Inspection | OQC with AQL sampling against the spec sheet; test reports compiled for your market. | Inspection standard (e.g. AQL 2.5 / 4.0) confirmed at order stage. | 2–5 days |
| 6. Shipping | Container booking, loading supervision and photos, packing list, B/L, CO and other export docs. | Consignee details for B/L; port of destination confirmed. | 3–10 days after inspection |
| 7. After-Sales | Post-shipment support: documentation re-issue, replacement quotes and corrective action on genuine quality issues. | Issue report with photos and batch information. | Ongoing |
Payment & Documentation
- Payment terms — standard T/T (deposit + balance before shipment) for most orders; L/C at sight supported for established programs. Terms are confirmed in the formal quotation.
- Documents per order — commercial invoice, packing list, bill of lading, certificate of origin, plus applicable test reports and declarations (EN71, ASTM F963 / CPC, CE).
- Traceability — every shipment carries production-batch traceability, so any post-shipment question can be isolated and resolved quickly.
Consolidation & Logistics
Mixed-SKU, multi-category orders are consolidated into full containers at our Chenghai hub, with carton-level CBM and weight planning handled before booking. Guidance on FCL vs LCL and on Shantou vs Shenzhen port choice is covered in our sourcing guides — or ask the desk directly when you request a quotation.
Start at stage one
Send your shortlist or your questions — the export desk replies within one business day.