Importing into Canada, one step at a time.

Buying from India, China, South America or elsewhere? Here is what to agree with your supplier, what to prepare and what to expect at the border.

Step 1

Agree who books the freight

Before you place the order, look at the trade terms on your supplier’s quote. These terms, called Incoterms, set where the seller’s job ends and yours begins.

Term	What it usually means	Who books the main freight
Ex Works	You take over at the supplier’s premises.	You, through your forwarder
FOB	The supplier delivers the goods onto the ship at the origin port.	You, through your forwarder
CIF	The supplier pays for freight and insurance to the destination port.	The supplier
DDP	The supplier handles delivery, including duties and taxes.	The supplier

If your supplier books the freight, the cost is built into your price and you have little say over timing. With FOB or Ex Works, you can usually choose your own forwarder.

Step 2

Set up your business to import

The Canada Border Services Agency (CBSA) requires every commercial importer to have these in place.

A 9-digit business number
A 6-character import program account (RM)
An account in the CBSA’s CARM Client Portal

Once you are registered in the portal, you can give the licensed partner filing your customs entry authority to act for you. We will walk you through it. CBSA also publishes a step-by-step import guide.

Step 3

Choose how it travels

Shared container (LCL). For orders that do not fill a container. You pay for the space your goods take.

Full container (FCL). A container just for your goods, for larger or regular orders.

Air. For urgent or high-value goods, when the faster transit time is worth the cost.

See ocean freight and air freight for more.

Step 4

Get your documents right

Commercial invoice: full description, price and terms of sale
Packing list: cartons, weights and sizes
Bill of lading or air waybill, from the carrier
Proof of origin, if you claim a lower duty rate
Permits or certificates, if your goods need them

Ask your supplier for drafts before the goods ship. A correction is easier at origin than at the border.

Step 5

Plan for duties and taxes

Duty depends on 3 things: the tariff classification of your goods, their value and where they were made. GST is then charged on the value of the goods plus the duty. Some goods are exempt, and some face extra charges.

Budget for these in your landed cost, the full cost of getting the goods to your door. Customs clearance is coordinated by us and filed by licensed partners, but your business remains responsible for what is declared.

Importing food, spices or agricultural goods? These often need extra permits, licences or inspections from the Canadian Food Inspection Agency. Check before you place the order, or ask us what to look for.

Buying from more than one place

India, China, South America and beyond

Many South Asian businesses in Canada buy from India first, then add suppliers elsewhere. A grocery wholesaler cannot stock every shelf from one country.

Your freight moves through an established Vancouver forwarding partner and its worldwide agent network, including agents in India. We can combine several supplier orders into fewer shipments when their timing and routes line up. That can mean less paperwork and fewer deliveries to receive.

Tell us who your suppliers are and when each order will be ready. We will tell you what can be combined.

Checklist

Send us this with your quote request

Your supplier’s name, city and country
What the goods are
Number of cartons, weights and sizes
The trade terms on your supplier’s quote
The date the goods will be ready
Your delivery address in Canada

Importing for the first time?

Prefer to call? 604-283-5766. Or see our contact details.

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