Buying from Japan: MOQ, lead time, Incoterms, export documents, and certifications to confirm before you order
Updated · Hikaru Amishiki, Representative Member, HAM LLC.
A quotation from a Japanese supplier usually covers the price and the delivery date. The points that later cause delays are the ones nobody asked about: who arranges the freight, which documents the shipment needs, whether the item is subject to export control, and whether the supplier will accept the quantity you actually want.
This guide lists what to confirm before the first order. It is general guidance; the answers depend on the item, the supplier, and the destination, and HAM confirms them with the supplier for each transaction.
Minimum order quantity and price basis
Ask whether the quoted price applies to the quantity you need and whether there is a minimum order quantity. For made-to-order parts, minimums usually reflect setup or tooling cost, so a smaller first order may be possible at a higher unit price, or a sample may be offered separately. Confirm whether the price is per piece, per lot, or per kilogram, and whether packaging for export is included. Confirm also that the quotation excludes Japanese consumption tax, which does not apply to exports; domestic price lists often include it.
Lead time and holiday periods
Distinguish stock items from made-to-order items; the latter can need several weeks after drawings are approved. Ask when the lead time starts: at order, at receipt of payment, or at drawing approval.
Japanese companies close for several days around Golden Week in late April and early May, the Obon period in mid-August, and the year-end and New Year holidays. Orders placed just before these periods are delayed accordingly.
Incoterms and who arranges the freight
Agree the Incoterms rule before the order. Many small Japanese suppliers are used to quoting EXW or FOB from a Japanese port and expect the buyer or the buyer's forwarder to arrange onward freight; others can quote CIF or DAP through their own forwarder. Confirm which rule applies, who books the forwarder, who insures the goods, and where risk passes. For air freight or containerised cargo, ask for FCA or CIP rather than FOB or CIF, which are designed for non-containerised sea freight. The rules are defined by the International Chamber of Commerce in Incoterms 2020.
Payment terms and currency
For a first order, Japanese suppliers commonly ask for payment in advance by bank transfer; open account terms usually come after a track record. Confirm the currency of the quotation, which side bears bank charges, and whether the supplier's bank can receive international transfers without delay. Letters of credit are possible for larger transactions but are less common for small orders.
Export documents and export control
A shipment from Japan normally travels with a commercial invoice and packing list, plus a certificate of origin if your import requires one, and product-specific documents such as a safety data sheet where they apply. If your country has a trade agreement with Japan, such as RCEP or a bilateral EPA, a preferential certificate of origin arranged by the exporter before shipment can reduce your import duty; ask for it before the goods leave.
Japan controls the export of certain goods and technologies under the Foreign Exchange and Foreign Trade Act. Items on the control list need an export licence. Items not on the list can also require one under the catch-all rules for destinations outside Japan's Group A list, when the exporter is informed by METI or knows of a sensitive end use or end user. Suppliers may therefore ask you for end-use and end-user information before they can ship. The Ministry of Economy, Trade and Industry publishes the framework in English.
- Ask which HS code the supplier will use on the export documents. Your customs authority classifies the goods on import, so check that the 6-digit heading matches the tariff line you expect.
- Confirm whether the item, or the technology in it, is subject to Japanese export control and who applies for the licence if one is needed.
- Confirm who is the exporter of record. A forwarder or customs broker may file the declaration, but that does not automatically make them the exporter. HAM's role in sale, export, contracts, payment, and logistics is confirmed in advance for each transaction.
Certifications and standards
Japanese products are often made to Japanese Industrial Standards (JIS). Whether they also meet the requirements of your market, for example a CE declaration of conformity, RoHS compliance, or a specific industry approval, depends on the product and the supplier. Ask which certifications, declarations, and test reports the supplier can provide before you rely on them, and do not assume that a JIS product automatically meets another standard.
How HAM handles this
Before you place an order through HAM, we confirm with the supplier the minimum quantity, price basis, lead time, Incoterms rule, payment terms, the documents the shipment will carry, whether export control applies, and which certifications are available. We put the answers in writing for you, and we agree the responsibility split for the transaction in advance.
Frequently asked questions
- Can I pay by credit card?
- Rarely for industrial orders from Japanese manufacturers. Bank transfer is the norm. Confirm accepted methods with the supplier before ordering.
- Who is the exporter of record when HAM is involved?
- It is agreed for each transaction. Depending on the product, the destination, and the supplier, the exporter may be the supplier or HAM; a forwarder or customs broker may file the declaration on the exporter's behalf. We confirm this before the order.
- Does export control apply to ordinary industrial parts?
- Usually not for standard items, but the answer depends on the specific item, its specifications, the end use, and the end user. The exporter of record is responsible for the classification; it is confirmed with the supplier, and with a licensed specialist where needed, before shipment.