Identify the exact equipment configuration
Separate portable units, single-split systems, multi-split combinations, heat pumps, larger commercial equipment, uncharged components, and spare parts. Record indoor and outdoor model combinations, rated cooling/heating capacity, voltage/frequency, refrigerant type and charge, package count, dimensions, weights, accessories, and intended German sales channel.
Different configurations can change the applicable product requirements, F-gas workflow, energy information, dangerous-goods review, freight allocation, and installation responsibility. A generic “air conditioner” description is not enough for the purchase order or customs file.
Resolve the F-gas decision before the order
The European Commission states that importers of relevant pre-charged refrigeration, air-conditioning, and heat-pump equipment need the appropriate F-gas Portal registration/import licence before import, and that HFC-containing equipment within the quota framework needs sufficient authorisations before release for free circulation. Required customs-declaration information, labelling, prohibitions, and reporting questions depend on the refrigerant and equipment.
Use the Commission source below and obtain product-specific professional confirmation. Do not treat a supplier statement, a refrigerant label, or a freight booking as proof that the importer, authorisation, quota, and customs requirements are resolved.
Energy and product-information file
For air conditioners within the relevant scope, EU ecodesign and energy-labelling requirements cover minimum energy performance, sound and product information. Build a model-level file covering the applicable declaration and technical documentation, model combination, energy label and product information, instructions, German-language requirements, markings, traceability, and EPREL responsibilities where applicable.
China-to-Germany logistics and cost stack
| Cost or route field | Buyer question |
|---|---|
| Equipment and packing | How many indoor/outdoor units, pallets or cartons; what are the gross weights, dimensions, stacking limits, and moisture/impact controls? |
| Refrigerant and freight | Does the exact refrigerant/charge affect carrier acceptance, documentation, handling, or mode selection? |
| Customs and compliance | What are the line-level classification, valuation, origin, F-gas, energy/product, and importer assumptions? |
| Destination execution | Who handles terminal charges, broker, inspection, inland delivery, appointment, unloading, storage, and exceptions in Germany? |
| Unit economics | How are freight and shared charges allocated across indoor units, outdoor units, accessories, and spares? |
Model the cash requirement and economic cost separately in the landed-cost calculator. Import VAT may be recoverable while remaining a working-capital requirement.
Pre-booking evidence checklist
- Line-level model and configuration dictionary
- Refrigerant type, charge, labels, and F-gas workflow confirmation
- Importer registration/licence and authorisation questions resolved where applicable
- Applicable declarations, technical documentation, energy label/information, instructions, and traceability
- Final commercial invoice and packing-list drafts aligned
- Carrier/forwarder acceptance of the exact equipment and refrigerant profile
- German broker and destination-delivery instructions
Decision gate
Do not release the deposit or freight booking until the importer role, exact refrigerant/charge, F-gas route, model-level product file, packing profile, and German destination plan are explicit.
Primary sources
Official sources used to frame the guidance. Check the current product and transaction before acting.
Compare your real specification and destination
Use a transparent cost model, or request a source-backed supplier and route comparison for one construction product.