Published 2026-07-22
Quick answer: importing from Japan follows a predictable sequence: quote, sample approval, purchase order, production, export clearance in Japan, freight, import clearance in your country, duty and tax, delivery. The parts that catch people out are not the shipping itself but the commercial terms, who is responsible for which leg, how the goods are classified for duty, and whether the supplier is equipped to export at all. Settle those four before you place an order.
Japan is a straightforward country to import from. Its customs processes are orderly, its exporters are used to documentation, and the freight lanes are mature. Most problems come from the buyer's side of the arrangement rather than the Japanese side.
1. Inquiry and quote. You send a specification, the supplier quotes. Expect this to take longer than you are used to. 2. Sample or first article. For anything custom, you approve a sample before production. Do not skip this. 3. Purchase order and terms. Price, quantity, lead time, payment terms and the delivery term all get agreed here. 4. Production. The supplier manufactures, usually to the lead time quoted rather than faster. 5. Export clearance in Japan. The exporter or their forwarder handles this. 6. Freight. Sea or air, arranged by whichever party your delivery term makes responsible. 7. Import clearance at your end. Your customs broker files the entry and pays duty and import tax. 8. Delivery. Final leg to your door or warehouse.
Nothing here is unusual. The value is in knowing where the handoffs are, because that is exactly what the delivery term defines.
For a normal commercial shipment you can expect a commercial invoice, a packing list, and a transport document, which is a bill of lading for sea freight or an air waybill for air. Depending on the goods and your country you may also need a certificate of origin, and for some products a certificate of conformity, material certificates or test reports.
Two practical points. Ask for material or inspection certificates at the order stage rather than after shipment, because producing them retrospectively is awkward. And check any transport document you receive against the carrier directly, using contact details you found yourself, before releasing a final payment. Forged shipping documents feature repeatedly in fraud cases, and the check costs one email. Our guide on paying Japanese suppliers covers the payment side of this.
Whoever the delivery term says. This is the single most common source of confusion and unexpected cost, because a price quoted on one basis is not comparable to a price quoted on another.
If the term makes the supplier responsible only up to a Japanese port, everything after that is yours to arrange and pay for: main freight, insurance, import clearance, duty and final delivery. If it makes them responsible to your door, the price looks higher but includes all of it. Neither is better; they are simply different scopes. Our Incoterms guide explains the terms you will actually meet.
That depends on what the goods are, where you are importing to, and their classification code. The classification drives the duty rate, so getting it right matters, and it is worth confirming with your customs broker rather than accepting the supplier's suggestion, since the supplier classifies for Japanese export and you are liable for the import entry.
Also budget for import consumption tax or VAT where your country applies it, customs brokerage fees, port or airport handling, and inland delivery. A common mistake is comparing a supplier's ex works price against a landed price and concluding Japan is cheaper or dearer than it really is.
Depending on your country there may be a trade agreement between it and Japan that reduces or removes duty on qualifying goods. If so, you will usually need a statement or certificate of origin from the supplier, and you have to ask for it at the order stage.
Sea for anything heavy, bulky or not urgent, which is most industrial goods. Air for high value, low weight, urgent or fragile items, and for precision components where the freight cost is small relative to the part value.
Japan has excellent connections both ways. The practical difference is time and cost, but note one non obvious consequence: air shipments do not appear in public trade records the way sea shipments do, which is why a supplier can be a genuine exporter without leaving an obvious public trail.
Assuming the supplier can export. Many small Japanese manufacturers sell only domestically and have never shipped abroad. Ask early whether they export directly, and if not, whether they work with a trading partner who does.
Comparing incomparable quotes. Two prices on different delivery terms are not a comparison. Normalise them to the same basis before deciding.
Leaving classification to the last minute. It determines duty and it is your liability.
Skipping verification. Confirm the company is a real registered business before any money moves. Check the 13 digit corporate number and use the verification tool, or start from verified suppliers.
No, it is one of the more straightforward origins. Customs processes are orderly and exporters are used to documentation. Most difficulties come from unclear delivery terms or from working with a supplier who has never exported.
Typically a commercial invoice, packing list and a bill of lading or air waybill, plus a certificate of origin if you are claiming preferential duty, and any product specific certificates. Ask for material and inspection certificates at the order stage, not after shipment.
It depends on the product classification and your own country's tariff, and any trade agreement in force between your country and Japan may reduce it. Confirm the classification with your customs broker rather than relying on the supplier, since you are liable for the import entry.
Many cannot, or prefer not to. They may have no export desk and no English speaking staff, and instead work through a trading company. Ask early whether they export directly, because it changes who you deal with for the whole transaction.
Sea for heavy, bulky or non urgent goods, air for high value, low weight or urgent items. For small precision components the air freight cost is often minor relative to the value of the parts.
This guide is general information for overseas buyers, not customs, tax or legal advice. Confirm duty treatment and documentation with a licensed customs broker in your own country.
Use the company verification tool to check any Japanese company by name.