How to Order CNC Parts from China:
RFQ to Delivery
A successful order starts with a clear technical package and agreed approval points. This guide explains what to send, what to confirm and what to record as your parts move from quotation to delivery.
Use it for a first order or a repeat batch with a new drawing revision. For Davantech’s factory capabilities, see CNC machining in China. For supplier qualification, use the supplier audit checklist.
The workflow: prepare files → compare quotations → issue the order → approve samples → control production → arrange shipment → inspect delivery.
Prepare One Complete RFQ Package
An RFQ is a request for quotation. Send the same controlled file set to each supplier so differences in price can be compared against the same requirements.
- Identify threads, critical tolerances and any features the model does not fully define.
- Request material certificates, inspection reports or traceability when the project needs them.
- Mark forecasts as forecasts; distinguish required dates from preferred dates.
If the drawing and model disagree, resolve the conflict before release. Do not leave the supplier to choose which file controls a feature. For help specifying the part, see how to read a machining drawing and our tolerance guide.
Compare the Quote, Then Release the Order
Before placing a purchase order, close the open technical questions. Ask the supplier to identify assumptions, exclusions and proposed design changes so you can assess the full scope behind the unit price.
- Record which requirements are included and which need an extra charge.
- Resolve DFM comments before treating two quotations as equivalent.
- For cost drivers, use the CNC machining cost guide.
- Name the person authorized to approve technical changes.
- Define whether production must wait for written sample approval.
- Record the agreed dispatch milestone and delivery destination.
Approve Fit and Measured Results
Agree which features will be measured, what report is required and whether the sample represents the intended production material and finish.
Keep Revisions Under Control
After approval, keep one released drawing set and one change record. A new model sent in an email should not silently replace the production version.
Agree Packaging and Shipping Documents
Define protection for precision faces, threads and cosmetic surfaces before the parts are packed. Agree part and batch labels, carton quantities and any handling requirements.
Before booking transport, confirm the delivery address, consignee, package dimensions and weight. Ask your forwarder or customs broker to confirm the documentation, classification and import requirements for the destination.
Reference: ICC guidance on Incoterms and transfer of title. Agree ownership and payment provisions separately in the sales terms.
- Commercial invoice with accurate goods description, quantities and values.
- Packing list showing package contents, counts and weights.
- Transport document for the selected shipment method.
- Inspection reports and material certificates agreed in the order.
- Any additional documents required for the destination.
See the overview of common trade documents. Requirements depend on the shipment and destination; do not assume every order needs the same paperwork.
Inspect the Delivery and Close the Loop
Check the shipment promptly against your purchase order and agreed acceptance plan. Record both transport damage and part discrepancies before the batch is mixed into stock.
- Match part numbers, revision, batch labels and quantities.
- Check packaging damage, corrosion and visible defects.
- Measure agreed characteristics with suitable equipment.
- Confirm fit and function where required by the acceptance plan.
- File the inspection records and certificates with the order.
Davantech planning times: Quotes typically take 24–48 hours after requirements are complete; machined samples about 15 days and production about 30 days. Confirm the project schedule in your quotation, including approval stages and any additional tooling, testing or transport time.
CNC Ordering Questions
Files, approvals, drawing changes and delivery checks.
Do I need both a STEP model and a PDF drawing?
Provide both when available. The model describes the geometry; the drawing specifies requirements such as tolerances, threads, surface finish and inspection notes. Use matching part numbers and revisions. Ask the supplier to resolve any conflict before quoting or manufacturing.
What if I only have a sketch or a physical sample?
Explain what information is available and ask whether drawing preparation or reverse engineering is needed. Confirm the scope and cost of that work. Approve the resulting technical definition before authorizing production; a photograph alone may not define the part adequately.
When should I ask for a first-article inspection report?
Ask at the RFQ stage when the project needs documented measurement of an initial part. Define the characteristics, report format and approval point in the order. Specify any required standard explicitly rather than assuming every supplier uses the same meaning for “first article.”
Can I change the drawing after placing the order?
Request the change using a new revision and a clear description of the differences. Obtain confirmation of its effect on work in progress, cost and timing. Agree when the revised design takes effect and whether it needs another approval sample.
Does a quoted lead time include transport and customs clearance?
Do not assume it does. Ask what starts the clock and whether the quoted period ends at sample completion, production completion, dispatch or arrival. Allow separately for your approval time, transport and destination clearance where these are excluded.
How should I report a problem with delivered parts?
Identify the purchase order, part number, drawing revision, batch and affected quantity. Describe the requirement and measured result, and attach supporting evidence. Keep affected parts separate while you agree sorting, rework, replacement or another disposition with the supplier.