- Budget freight, duty and VAT as part of one landed cost — a FOB quote can land 25–40% higher than the invoice.
- DDP looks simple but hides the duty and VAT breakdown, which matters if you reclaim input VAT.
- MSDS and UN38.3 battery documents cause more customs holds than any machine issue — request them at quotation stage.
- Confirm the HS classification with a broker in writing before your first shipment, and keep the model number consistent across invoice, certificate and machine label.
The number on the quotation is rarely the number you pay. Between Incoterms, freight, duty, VAT, insurance and the documentation your forwarder will ask for, a machine quoted at FOB Shenzhen can land 25–40% higher than the email suggested.
This guide breaks down where the money actually goes, which documents stop shipments, and how to build a landed-cost model you can show your own customer — or your business partner — with confidence.
The real cost stack
Before comparing two quotations, make sure both are quoted on the same basis. Here is the full list of what sits between the factory and your clinic door.
| Cost item | Typical range | Usually paid by |
|---|---|---|
| Machine, factory price | Baseline | Buyer |
| Inland freight to port / airport | US$50–300 per unit | Seller under FOB, buyer under EXW |
| Export clearance & documentation | US$100–250 | Seller under FOB/CIF |
| Air freight (per 100 kg) | US$350–700 — depends on route & season | Buyer, unless CIF/DDP |
| Sea freight (LCL, per CBM) | US$80–200 + port charges | Buyer, unless CIF/DDP |
| Insurance | 0.3–0.8% of CIF value | Buyer |
| Import duty | 0–8% for many medical device classifications, higher where additional tariffs apply | Buyer |
| Import VAT / sales tax | e.g. 19–27% in the EU, 20% UK, 5–18% in many Asian markets | Buyer (often reclaimable) |
| Customs broker / clearance fee | US$80–250 per entry | Buyer |
| Delivery to your address | US$80–400 | Buyer |
Rates move constantly with freight markets and tariff policy. Use the table to build a model, then confirm the current figures with your forwarder before you commit to a retail price.
Incoterms in plain English
| Term | What you pay for | When to use it |
|---|---|---|
| EXW (Ex Works) | Everything from the factory gate onwards | Only if you have your own freight agent in China |
| FOB (Free On Board) | Freight, insurance, duty, clearance at destination | The normal choice for experienced importers |
| CIF (Cost, Insurance, Freight) | Duty, VAT, destination clearance, onward delivery | Good when you want the supplier to handle sea freight |
| DDP (Delivered Duty Paid) | Nothing beyond the invoice — door delivery included | Convenient, but you cannot reclaim VAT and rarely see the duty breakdown |
A word of caution on DDP: it looks simplest because the supplier quotes a single door-to-door number, but you lose visibility of the duty and VAT components, which matters if you are a business that reclaims input VAT. Ask for the breakdown before you accept it.
The document pack your forwarder will ask for
Prepare these before the goods are packed, not after they are on the water:
- Commercial invoice — description, quantity, unit value and HS code, matching the packing list exactly.
- Packing list — cartons, dimensions, gross and net weight per carton.
- Bill of lading or airway bill — issued to the correct consignee, original or telex release as agreed.
- Certificate of origin — needed for preferential duty treatment in some markets.
- CE Declaration of Conformity plus LVD and EMC test reports — with the model number matching your invoice.
- ISO 13485 certificate — the factory's quality management certificate.
- MSDS and UN38.3 test summary — required whenever lithium batteries are installed or shipped loose.
- Insurance certificate — if you insured under CIF or arranged it yourself.
Lithium batteries: the rule that stops shipments
Almost every modern aesthetic device contains a lithium battery, and almost every customs hold we see traces back to battery paperwork rather than to the machine. Carriers require an MSDS and a UN38.3 test summary for the cell or pack. If the machine ships with batteries installed, the packing must also carry the correct lithium battery mark and the shipment needs to be declared as such.
Two practical rules: ask the supplier for the MSDS and UN38.3 documents at the quotation stage, not at shipping, and check that the battery watt-hour rating in the documents matches the actual pack. A forwarder who says "no problem" without seeing those documents is not doing you a favour.
How the classification affects your duty
Aesthetic laser equipment is usually classified under one of two headings — broadly, medical or surgical instruments versus electrical machines with an individual function. Which one applies varies by country, and the classification decides your duty rate and whether a local medical device registration is triggered.
This is the point where a customs broker earns their fee. Send them the product description, intended use and technical specification before you import, so they can confirm the classification in writing. Getting this right at the first shipment saves you from re-classification, back duty and penalties on every shipment that follows.
Air, sea or express?
| Mode | Transit | Best for |
|---|---|---|
| Express courier | 3–7 days | Samples, handpieces, spare parts, small accessories |
| Air freight | 5–12 days | 1–5 machines when your client is waiting |
| Sea LCL | 25–45 days | Mixed orders where cost matters more than speed |
| Sea FCL | 25–45 days | Full containers, 8+ machines, best per-unit cost |
Wooden-crate packing is standard for sea freight and for air freight of heavy machines; ask for plywood rather than solid wood unless the supplier can supply an ISPM 15 fumigation certificate.
Avoiding a customs hold: the five-minute checklist
- Model number on the invoice, the CE certificate and the machine label all match.
- HS code confirmed in writing by your broker for your country.
- MSDS and UN38.3 present and consistent with the installed battery.
- Invoice value realistic — deliberate under-valuation is the fastest route to a re-assessment and a fine.
- Consignee name and tax ID on the airway bill exactly as registered at your end.
Bottom line
Budget the machine, freight, duty and VAT as one landed cost from the start. Ask for the battery documents and the certificate matching your model number with the quotation, and confirm the classification with a broker before your first shipment rather than after it.
We quote FOB, CIF and DDP with a full cost breakdown on request, and we supply the complete document pack with every shipment. Ask us for a landed-cost estimate for your port and model.
