If you wish to import air conditioner from China, you must adhere to several important steps. Firstly, ensure that your supplier is reliable. Check the minimum order quantity before proceeding. Recent regulations now impact those who import air conditioner from China. You are required to comply with both recycling and refrigerant regulations. Please refer to the table below for the latest updates:

Key Policy Measures	Description
Prohibition of Direct Emissions	From March 2024, direct emissions of refrigerants are prohibited. Proper recycling and disposal are mandatory.
Financial Support for Recycling	In July 2024, 300 billion RMB was allocated to support appliance replacement and recycling initiatives.
Freeze HFC Production	The production and use of HFCs will be halted in 2024, with further reductions planned for the future.

Step 1: Find Reliable Air Conditioner Supplier in China

Where to Search

You should look for suppliers in the right places. Many people use online platforms to find suppliers. Trade shows in China are also a good way to meet suppliers in person. Here are some of the main trade shows where you can find air conditioner suppliers:

Trade Show Name	Location	Date	Description
Canton Fair 2025	Guangzhou	15 October – 4 November 2025	China’s largest trade fair, attracting international buyers and suppliers for sourcing, networking, and business development.
HKIR EXPO 2025	Hong Kong	18 – 20 November 2025	Exhibition for HVAC, Refrigeration, Cold Chain and Parts
CIAAR 2025	Shanghai	18 – 20 November 2025	China International Auto Air-conditioning & Transport Refrigeration Exhibition
IBG 2025	Shanghai	03 – 05 December 2025	International trade fair for intelligent building technologies and sustainable green energy solutions
HEATEC 2025	Shanghai	03 – 05 December 2025	China’s leading trade fair for heating, thermal, and energy efficiency technologies
CHINA REFRIGERATION EXPO	Beijing	04/08/2026	International Exhibition for Refrigeration, Air-Conditioning, Heating and Ventilation, Frozen Food Processing, Packaging and Storage

You can also use online B2B platforms like Alibaba and Made-in-China to find suppliers. Big brands such as TCL, AUX, and Midea export many air conditioners. Many suppliers have energy-saving models and can make custom products for you.

Tip: Mainland China is the top exporter of air conditioners. In 2024, exports were worth $26.2 billion. This means Chinese suppliers are strong and reliable.

Verify Reliability

You need to make sure your supplier is trustworthy before you import air conditioner from China. Here are some steps to check reliability:

• Check if the supplier can make enough units for your order.

• Ask for licences and certifications to see if the supplier is real.

• Look out for warning signs, like suppliers who do not share documents or rush you to buy.

Note: Always check the minimum order quantity before you buy. This helps you plan your money and storage space.

Step 2: Import Air Conditioner from China

Product Compliance

You have to follow strict rules when importing air conditioners from China. The UK and EU have rules to keep people and the environment safe. Every air conditioner must meet these rules before you can sell or use it.

You should look for the CE marking. This mark means the product follows safety and environmental rules. You need to arrange lab tests and keep all your papers. If you skip this, you could get fined or have delays.

Compliance Requirement	Description
CE Marking	Needed for bringing air conditioners into the EU. The importer must make sure the product is tested and has the right papers.
F Gas Regulations	Importers must sign up on the F gas service and get quota permission if importing HFCs equal to 100 tonnes of CO2 or more each year. Not following the rules can mean big fines.

You also have to sign up on the F gas service. You need to get quota permission from a quota holder. You must stick to the yearly quota limits. If you break these rules, you could get in trouble.

Tip: Always check the newest rules before importing air conditioners from China. The rules can change fast.

You must make sure your air conditioner has the right certificates. These show the product is safe and meets UK or EU rules.

Certification Type	Description
F-Gas Certification	Needed for engineers who work with refrigerants.
CSCS Card	Shows you know how to work safely on building sites.
Manufacturer Specific Certification	Different for each brand, showing the product meets their rules.
City & Guilds Level 2 and 3 Diplomas	Qualifications for Air Conditioning and Refrigeration.

Licence Requirements

You need special licences if your air conditioner from China has HFCs. Since January 2022, you must have permission to bring in bulk HFCs. The government uses a system to control how much HFC comes into the country. This helps lower HFC use and production.

• You must ask for an HFC import allowance.

• You must follow the EPA’s rules for trading and sharing allowances.

• You must keep records of all your imports and allowances.

Some air conditioning equipment is now not allowed. From July 2024, you cannot bring in movable air conditioners with a refrigerant limit above 150. These have HFCs and are bad for the environment. From 2025, you cannot bring in ‘single split’ systems with less than 3kg of refrigerant if they have F gases.

Type of Equipment	Refrigerant Limit	Status	Notes
Movable air conditioning equipment	Above 150	Not allowed now	Has HFCs
‘Single split’ systems	Less than 3kg	From 2025	Has all F gases

Note: HCFCs are not allowed in the UK and EU. You cannot bring in air conditioners from China that have HCFCs.

You must check all licence rules before you order. If you do not follow the rules, customs will stop your goods. You could lose money and get into legal trouble.

Step 3: Requesting Quotes and Negotiating Terms

Request Quotes

If you want to buy air conditioners from China, you must ask suppliers for quotes. You need to tell them exactly what you want. This helps them know your needs and give the right price. You can send your request by email or use online websites.

Here are some things you should include in your quote request:

• Product type and model

• How many you want to buy

• Energy rating and features

• Packaging and labelling needs

• Where you want it delivered and how to ship it

• Any certificates or documents needed

• Payment terms you like

Write your needs in 20 to 3,000 characters. This gives enough detail for suppliers to answer fast and correctly. If you forget something important, you might get wrong prices or slow replies.

Tip: Always check your request before you send it. Clear messages save time and stop mistakes.

Negotiate Terms

When you get quotes, you can start talking with suppliers. Focus on the main things that matter for your order. Good talks can help you get better prices, faster delivery, and better quality.

Negotiation Point	Description
Minimum Order Quantities	You can ask for smaller orders if suppliers have extra stock.
Price	You might get a discount if you buy more or choose flexible shipping.
Payment Terms	Paying upfront can mean a lower price, but check if it affects your money.
Quality	If the price cannot go lower, you can ask for better quality or a guarantee.
Delivery Times	You can ask for faster delivery if you pay more.

Keep a record of all deals you make. If you do not agree on everything, you could have problems later. Always ask questions if you do not understand something.

Note: Good talks help build trust and make it easier to work with suppliers again.

Step 4: Place Order and Manage Payment Procedures

Order Process

You must follow simple steps to order. First, talk with your supplier about every detail. Check the product type, how many you want, and when it will arrive. Ask for a proforma invoice. This paper shows the price, how you pay, and how it will ship. Look at the invoice closely. Make sure it matches what you agreed.

After you check, sign a contract to buy. This contract keeps you and the supplier safe. It lists the product, how many, price, delivery time, and warranty. Keep copies of all your papers. Good records help if you have problems later.

Next, pay a deposit after signing the contract. Most suppliers want a deposit before they start making your order. The deposit is usually 30% of the total cost. The supplier will start making your air conditioners after they get the deposit. When they finish, you pay the rest. The supplier will send you shipping papers after you pay.

Tip: Always check the contract and invoice before you pay. Mistakes can slow things down or cost more money.

Payment Methods

There are many ways to pay when you import air conditioner from China. Each way has good and bad points. Pick the one that works best for you.

Here is a table with the most common ways to pay:

Payment Method	Pros	Cons
Bank Transfer (T/T)	Used everywhere, safe, good for big orders, lower fees for big payments	Slower than some ways, high cost for small payments
PayPal	Fast, easy to use, helps with problems	High fees, not all suppliers use it
Western Union	Very fast, works worldwide, no bank account needed	High cost, scammers like this way
Letter of Credit (L/C)	Very safe, less risk, many use it	Hard to use, high fees, only for big orders
Cash	Pay right away, no extra fees	Not safe, not good for big orders
WeChat/AliPay	Fast, many in China use it	Needs a Chinese bank account, only for small payments
Sourcing Companies	They know a lot, less risk	You may pay extra fees
Alibaba Trade Assurance	Keeps buyers safe, secure payment	Not many suppliers, takes longer to process

Bank transfer is the most used way to pay. It is good for big orders. PayPal is fast and simple, but not all suppliers use it. Letter of credit is very safe, but costs more and takes longer. Alibaba Trade Assurance keeps you safe when buying online. Western Union is quick, but scammers use it a lot. Always ask your supplier which way is best before you pay.

Note: Never send money until you check the supplier’s details. Safe payment ways keep your money and order safe.

Step 5: Inspection and Quality Assurance Before Shipping

Quality Checks

You need to check each air conditioner before it ships. This step helps you stop problems when importing from China. Look at the product and make sure it matches your order. First, check the specifications. Make sure the size, design, and function are right. Look at the packaging and packing. Good packaging keeps the air conditioner safe during transport.

Check the labels and markings. These must be clear and correct. Look for logos and barcodes. Measure the product to check the size. Test the packaging with drop tests. This shows if the box can protect the air conditioner. Count the units and check the mix. Test the air conditioner for safety and function. Try the buttons and controls. Make sure everything works well.

Look at the surface for defects. Check for scratches or poor workmanship. A good air conditioner should look clean and well-made. If you find problems, talk to your supplier before shipping.

Tip: Always look for visual defects and test the product before you accept it. This helps you avoid returns and unhappy customers.

Pre-shipment

Plan inspections at different times. Start with checks before production. This helps you spot problems early. Check during production to make sure the factory follows your needs. The most important inspection is before shipment. This is your last chance to find mistakes.

Common quality problems can cause delays and extra costs. The table below shows what you should watch for:

Quality Issue	Description
Inconsistencies in Quality	Defects and wrong materials can mean more returns.
Improper Packing and Labelling	Bad protection and wrong labels can cause damage and delays.
Functional Issues	Broken products, like buttons that do not work or bad circuits.
Errors in Documents	Wrong documents can slow down shipping and customs clearance.

Check all documents before shipping. Make sure the invoice, packing list, and certificates are right. If you find mistakes, ask your supplier to fix them. Careful checks and quality assurance help you get products that meet your standards.

Shipping & Logistics

Freight Options

When you import air conditioner from china, you must choose the right shipping method. Each option has different costs and delivery times. You should pick the one that fits your budget and schedule. Here is a table to help you compare the main freight options:

Shipping Method	Cost (Approx.)	Transit Time
Standard Air Freight	$3 per kilo	8-10 days
Express Air Freight	Higher than standard	3 days
LCL Ocean Freight	Cheaper for large loads	30-40 days
Regular Post	Varies	1-2 weeks
Expedited Ocean Freight	More than normal	Varies

Tip: Air freight is fast but costs more. Ocean freight is slower but saves money for big shipments.

Incoterms

Incoterms set the rules for who pays and who takes care of the goods at each step. You must understand these terms before you agree with your supplier. Here are the most common Incoterms for shipping from China:

• FOB (Free on Board): You take control once the goods are on the ship. You manage shipping and costs from that point. Many buyers prefer this for balance.

• EXW (Ex-Works): You handle everything from the seller’s door. You get full cost visibility but also take all risks.

• CIF (Cost, Insurance, and Freight): The seller pays for delivery, paperwork, and insurance. You may have less control and face extra costs at the destination.

Note: CIF can look easy, but you might pay more in hidden fees. FOB gives you more control and is often the best choice for new importers.

Documentation

You need the right documents to clear customs and receive your goods. Missing papers can cause delays or fines. Here is a table of the main documents you need:

Document Type	Description
Commercial Invoice	Lists the goods, value, and sale terms.
Packing List	Shows what is in each box and the weight.
Bill of Lading or Airway Bill	Proves the goods are shipped and gives cargo details.
Certificate of Origin	States the goods are made in China.
Import Licence and Permits	Needed for some goods to meet rules.
Customs Declaration Forms	Details about the shipment for customs.
Transport Insurance Certificate	Protects your goods during shipping.
Payment Records	Shows you paid for the goods.
Other Specific Documents	May include inspection reports or special certificates.

Always check with your freight forwarder or customs agent to make sure you have every document ready.

Customs & Delivery

Duties & Taxes

When you import air conditioner from china, you must think about duties and taxes. The UK charges duty rates from 0% to 12%. You also have to pay VAT, which is 20%. To know the exact duty rate, check the right commodity code in the UK Government Trade Tariff. These costs can change your total price, so always add them to your budget.

Tip: Always look at the latest duty rates and VAT before you order. This helps you avoid extra costs when your goods arrive.

Clearance

You must clear your goods at customs before you get them. Customs clearance has a few steps. If you follow each step, you can stop delays and extra costs.

1. Documentation Preparation: Collect all the needed documents. These are the commercial invoice, bill of lading, air waybill, customs declaration, insurance papers, sales contract, and safety or quality licences.

2. Calculation of Duties & Taxes: Pay all customs clearance fees. This means import duties, VAT, and other taxes.

3. Customs Declarations: Send your customs declarations. This checks if your goods follow all rules.

You might need a customs bond. This bond is a money promise that you will pay all duties, taxes, and fees. You can use a single-entry bond for one shipment or a continuous bond for many shipments.

Final Delivery

After customs clears your goods, you can plan the last delivery. Your freight forwarder or courier will help move the air conditioners from the port to your warehouse or shop. Check the delivery for damage or missing items. If you find problems, report them right away. Good planning and clear records help you finish importing without trouble.

Common Pitfalls and How to Avoid Them

Supplier Issues

You might have problems with suppliers when buying air conditioners from China. Many people forget about shipping and managing the supply chain. You need to know about shipping costs, delivery times, and customs rules. A freight forwarder can help you stop delays.

Some buyers do not adjust to cultural differences. Making good relationships and talking clearly with your supplier can stop confusion. You should also check if your supplier has enough money. If they have money troubles, your order might get delayed.

Other mistakes people make are:

• Not following rules and compliance

• Not keeping your ideas safe

• Bad planning for production times

• Using poor ways to talk

• Not making strong relationships for the future

• Not having a plan for risks

Tip: Getting outside checks and inspections before shipping helps you find problems early and keep quality good.

Hidden Costs

Hidden costs can surprise you and make you spend more. You should look out for these extra charges:

• Tariffs: The government may add fees to air conditioners you import. New tariff increases can make your units cost a lot more.

• Shipping delays: Slow shipping and busy ports can mean you pay more for storage and mess up your plans.

• Extra customs duties or taxes

• More paperwork or inspection fees

You can stop many hidden costs by planning well and watching your spending. Always ask your supplier to show all costs.

Note: Careful planning and clear deals help you avoid expensive surprises.

Support

After-sales support is different for each supplier. You should know what help your supplier gives before you buy. Here is a table with common service plans:

Service Plan Type	Coverage Details	Target Customers
Basic Coverage	Only help with problems, no spare parts or extras	Customers with small budgets
Mid-level Coverage	Spare parts and help with problems included	Customers who do not have repair skills
Extensive Coverage	All repairs and checks included	Customers who want high maintenance
Best Coverage	Includes changing extras	Customers who care about the environment

Pick a support plan that fits what you need. Good support helps you fix problems fast and keeps your business working well.

You can bring air conditioners from China if you follow each step. Make good relationships with your suppliers and check if they are trustworthy. Watch out for new rules and licence needs. The table below helps you remember important compliance points:

Compliance Aspect	Details
Product Compliance	Follow safety rules and keep the right papers.
Quality Control	Check the products and ask for clear reports.

Check trusted sources often to know about new rules. Careful planning and getting expert help can stop mistakes and save you money.

FAQ

What is the minimum order quantity for air conditioners from China?

Most suppliers ask you to buy at least 20 units. Some accept smaller orders. Always check with your supplier before you place your order.

Do you need special licences to import air conditioners with HFCs?

Yes, you need a Pre-Charged Equipment licence for air conditioners with HFCs. You must follow all UK and EU rules. HCFCs are banned.

How long does shipping from China usually take?

You can expect air freight to take 8–10 days. Ocean freight takes 30–40 days. Express options arrive faster but cost more.

What documents do you need for customs clearance?

Document	Purpose
Commercial Invoice	Shows product details
Packing List	Lists items shipped
Bill of Lading	Proves shipment
Import Licence	Meets legal rules

Can you get after-sales support from Chinese suppliers?

Many suppliers offer support plans. You can choose basic help or full coverage. Always ask about support before you buy.