Markets · Guangzhou
Canton Fair Invitation Letter Not Open Yet: What to Do
Check the current status of your invitation letter, complete available steps, and prepare the correct documents for the Buyer Card. Start now.
· 6 min read
What to Do When the Invitation Letter Is Not Open Yet
When the Canton Fair invitation letter application is not open yet, you can still take several steps to prepare. First, ensure you have a buyer account and complete the pre-registration. Then, determine if you need an invitation letter for visa purposes. Finally, follow the correct path for new or returning buyers.
Four Invitation Letter States and Next Steps
Depending on the state of the invitation letter page, follow these steps:
- If the opening date is not announced, register for a buyer account and complete pre-registration. Follow the official buyer registration system.
- If the page shows 'In Process,' note the application date, take a screenshot, and check the results in the buyer system. Refer to the official guidelines on invitation letter usage and fees.
- If the page asks you to contact business partners, this is an error. Note the exact error message, take a screenshot, and use the official channels to report it. Visit the official Canton Fair website for contact information.
- If your credentials are approved but there's no download button, verify your path (new or returning buyer), save the approval page and screenshot, and use official channels to query. Check the 139th Canton Fair guidelines for new and returning buyers.
State 1: Opening Date Not Announced, Complete Three Tasks
Action 1: Complete Pre-Registration
Open the current buyer registration portal, create an account with your email, and complete the pre-registration for overseas buyers. Use the official buyer registration system.
Action 2: Determine If You Need an Invitation Letter
Decide if you need a visa for entry. Only apply for an invitation letter if you need a visa. Follow the 3-step process for determining visa and invitation letter needs.
Action 3: Choose the Correct Path for New or Returning Buyers
- New Buyers: Create an account, complete pre-registration, apply for the overseas buyer badge, and handle the invitation letter in the same process. Follow the 139th Canton Fair guidelines for new buyers.
- Returning Buyers: Log in to your existing account, update your information, and apply for the invitation letter. Follow the 139th Canton Fair guidelines for returning buyers.
Do Not Confuse Badge Application Dates with Invitation Letter Dates
The date for the Buyer Badge application, as mentioned in a January 16, 2025, announcement, is about one month before the fair. This does not apply to the invitation letter. See the official notice on Buyer Badge application dates.
Correct actions: Complete pre-registration now and wait for the official announcement for the invitation letter opening date.
Prepare Documents for Two Paths
There are two paths for obtaining the Buyer Card, each with different requirements:
- Through the Canton Fair Hong Kong Office: Bring your original ID, a recent 5cm x 4cm photo, and a business card. Check the official document requirements.
- Online pre-registration and on-site pickup: Bring the pre-registration receipt, your original ID, and a business card. See the 138th Canton Fair off-site collection points.
Ensure you have the correct documents based on your chosen path. Do not assume that a photo is required for all off-site pickups.
138th Canton Fair Collection Points: For Reference Only
The following locations were valid for the 138th Canton Fair. Verify the current locations for the upcoming fair:
- Baiyun Airport T2 International Arrival Hall: Look for the temporary counter. Verify the current airport locations.
- Baiyun Airport T3 International Arrival Exit 74: Check the current gate number. Verify the current airport locations.
- Canton Fair Exhibition Halls B, C, D: Use self-service machines or manual counters. Verify the current exhibition hall locations.
- High-speed Railway Stations: Check the current list of stations. Verify the current railway station locations.
- Pazhou Port: Check the service dates. Verify the current port locations.
- Designated Hotels: Check the current list of hotels. Verify the current hotel locations.
Note that these locations are from the 138th Canton Fair and may change. Always check the latest information.
Self-Service Machines and Manual Counters at the Exhibition Halls
Path A: Self-Service Machine
Go to the B, C, or D exhibition halls, find the Buyer Card self-service machine, and have your pre-registration receipt, original ID, and business card ready. Follow the on-screen instructions. Check the self-service machine locations.
If the self-service process fails, save the screen prompt and switch to the manual counter. Do not submit multiple applications.
Path B: Manual Counter
Go to the B, C, or D exhibition halls, queue at the manual counter, and present the required documents. Check the manual counter locations.
Choose the self-service machine if your materials and system records are recognized. Switch to the manual counter if the self-service process fails.
Buyer Card Usage and Replacement
The Buyer Card is valid across multiple fairs. If you already have a valid card, you do not need to reapply. Check the official guidelines for Buyer Card usage.
If you lose or forget your card, the replacement fee is RMB 200 or HKD 250. See the official replacement fee details.
After replacing your card, ensure you wear the most recent one for entry. Check the official guidelines for Buyer Card usage.
Cost Considerations
Here are the cost considerations for different scenarios:
- Pre-registration and first-time card issuance: No additional fees. Check the 138th Canton Fair material and fee guidelines.
- Replacement for lost or forgotten cards: RMB 200 per card. Check the 138th Canton Fair material and fee guidelines.
Always verify the current fees and requirements for the upcoming fair.
What it looks like
Frequently asked
What should I do if the invitation letter application is not open yet?
Complete the pre-registration, determine if you need a visa, and follow the correct path for new or returning buyers.
How do I know if I need an invitation letter?
You only need an invitation letter if you require a visa to enter China. Check the official guidelines for more details.
What documents do I need for the Buyer Card?
For online pre-registration and on-site pickup, bring the pre-registration receipt, your original ID, and a business card. For the Hong Kong office, also bring a recent 5cm x 4cm photo.
Where can I pick up my Buyer Card?
Check the current locations for the upcoming fair, including airports, exhibition halls, high-speed railway stations, Pazhou Port, and designated hotels.
What is the cost for replacing a lost or forgotten Buyer Card?
The replacement fee is RMB 200 or HKD 250. Always verify the current fees for the upcoming fair.
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About this guide
Written and maintained by the China Unboxed team from Shenzhen. We keep guides current and general on purpose — always verify prices and policies against official sources before booking.
Related in this series
- the 140th Canton Fair dates and the changeover days between phases
- which phase covers your product category
- the buyer registration walkthrough on the official system
- whether your passport needs a Chinese visa and an invitation letter at all
- the documents the badge desk asks for and where to collect
- what a buyer trip to the fair actually costs
- getting from Baiyun Airport to Pazhou and where to stay
- building a booth shortlist before you fly
- hiring an interpreter for booth negotiations
- our on-the-ground support during the fair
- the full service list with prices, from a paper check to a factory visit
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