Step 6: Place Order, Import & Build Long-Term Relationship

With the supplier selected and samples approved, you're ready to place the formal Purchase Order (PO) and execute the import. This step involves coordinating between your supplier, your bank, freight forwarder, customs broker, and your own warehouse — so plan ahead.

**Step 6a: Issue Purchase Order (PO)**
The PO is your formal commitment to buy. It should reference the RFQ number, sample approval date, and include: product specifications (mirror the RFQ exactly), quantity breakdown, unit price (FOB/CIF as agreed), total value, payment terms, delivery timeline (specific date, not '60 days'), Incoterms (FOB Chittagong / CIF Hamburg / etc.), packaging requirements, shipping marks, and inspection rights. Send via email + in-app messaging — both create a paper trail.

**Step 6b: Open Letter of Credit (LC) — if using LC terms**
If you agreed on LC payment (recommended for first orders above USD 10,000), your bank opens an LC in favour of the supplier. The LC specifies the documents the supplier must present to receive payment: Commercial Invoice, Packing List, Bill of Lading (full set of originals), Certificate of Origin (Form A for EU/UK), Inspection Certificate (if applicable), and Insurance Certificate (for CIF terms). LC opening fee: 0.125-0.25% of LC value (min USD 100). LC transmission via SWIFT: 1-3 days. Supplier's bank advises LC to supplier — they can then start production.

**Step 6c: Monitor production**
Most suppliers provide weekly production updates. For large orders, request mid-production photos or hire a third-party inspection agency to verify production status (cost USD 200-500 per inspection). Common production milestones: fabric cutting (Day 10), sewing (Day 20), finishing (Day 35), packing (Day 45), ready for shipment (Day 50). If you agreed on a 60-day lead time, you should receive a 'ready for inspection' notice by Day 50.

**Step 6d: Pre-shipment inspection**
Before goods leave the factory, conduct a final quality inspection. Options:
- Self-inspection: you or your representative visits the factory (best for first orders)
- Third-party inspection: SGS, Bureau Veritas, Intertek, TÜV (USD 300-600/day)
- AQL sampling: statistical sampling per ISO 2859 (standard for RMG)
The inspection checks: quantity, dimensions, colour matching, workmanship, packaging, labelling, and shipping marks. If passed, the inspector issues a release certificate. If failed, the supplier must rework or replace defective units — typically extends lead time by 7-15 days.

**Step 6e: Shipping & logistics**
For sea freight: book container (20ft, 40ft, 40ft HQ) via freight forwarder. Chittagong port handles 95% of Bangladesh exports. Transit times: to Hamburg 28-32 days, to Los Angeles 35-40 days, to Sydney 22-26 days, to Mumbai 7-10 days. For air freight: Shahjalal International Airport (DAC) — 3-7 days to most destinations, 5-10x cost of sea freight.

For FOB terms: supplier arranges local transport to port + export clearance. You arrange ocean/air freight + insurance. For CIF terms: supplier arranges everything to your destination port.

**Step 6f: Customs clearance in your country**
Upon arrival at your destination port/airport, your customs broker files the import declaration. Documents required: Commercial Invoice, Packing List, Bill of Lading/AWB, Certificate of Origin (for preferential duty), Insurance Certificate, LC copy (if applicable). Customs assesses duty based on HS code classification — most Bangladeshi exports enjoy preferential duty (0% under EBA for EU, DCTS for UK, GSP for various countries). Verify your country's GSP treatment of Bangladeshi products BEFORE the goods arrive — this can save 5-15% in import duty.

**Step 6g: Payment & post-import**
For LC terms: supplier presents documents to their bank, which forwards to your bank, which verifies and pays (typically 3-7 days from document presentation). For advance terms: payment is made per agreed schedule (30% advance + 70% against B/L copy is common).

After receiving goods: inspect immediately for any transit damage, document any discrepancies (with photos) and notify supplier within 7 days. Most suppliers offer a 1-2% defect allowance — minor defects can be claimed as credit on next order.

**Building long-term relationships:**
Bangladesh export is built on long-term relationships. Suppliers give better pricing, priority production slots, and exclusive designs to repeat buyers. Best practices: visit Bangladesh annually (Dhaka International Trade Fair in January is ideal), pay on time every time, give constructive feedback, refer other buyers, and commit to annual volume forecasts (even rough estimates help suppliers plan capacity).