With the full implementation of the tariff concession policy of the Regional Comprehensive Economic Partnership (RCEP),in 2026The number of comprehensive pilot zones has increased to 165,and both traditional trading enterprises and cross-border sellers are seeking more compliant agentsThe problem is that 90% of novices get stuck at the "qualification certification" and "foreign exchange verification" stages,resulting in goods being held up in ports or failed tax refunds.

The Three Common Misconceptions About Import and Export Agency Services and the Compliance Framework

6-Step Practical Guide for Import and Export Agency Operations

Step 1: Qualification verification and filing

Output:

• EnterpriseQualifications:Thebusinesslicensemustincludethescopeof"importandexportofgoods"or"importandexportoftechnology";logintothe"ChinaInternationalTradeSingleWindow"tocompletethe"CustomsRegistrationofImportersandExportersofImportandExportGoods",andobtaina10-digitcustomsregistrationcode.
• AgentQualifications:Theagentshallprovidethe"RegistrationFormforInternationalFreightForwardingEnterprises"(whichcanbequeriedontheunifiedplatformoftheMinistryofCommerce’sbusinesssystem),andexplicitlyspecifythe"doubleheaderdeclaration"authorityintheagencyagreement(theoperatingunitistheagent,andtheconsigneeunitistheclient).

Step 2: Preparation of the list of documents

Output:

• Basicdocuments:Commericalinvoice(mustspecifythetradeterms,HScode,andcountryoforigin),packinglist(foreachboxwithagrossweight≥0.5kg,theweightmustbeaccurateto0.1kg,andthevolumemustbeaccurateto0.01m3),andpowerofattorneyforcustomsdeclaration(mustusetheunifiedformatoftheGeneralAdministrationofCustomsandbestampedwiththeofficialsealsofbothparties).
• Specialdocuments:Forexample,ifthegoodsinvolveFor(electromechanicalproducts),itisnecessarytoapplyforcertificationinadvanceatthe"ChinaQualityCertificationCenter".IfthegoodsoriginatefromamembercountryoftheRCEP,itisnecessarytoobtaina"RegionalComprehensiveEconomicPartnershipAgreementCertificate"threedaysbeforeexport.The"Book"(RCEPCertificate).

Step 3: Declaration and customs clearance operations

Output:

The agent is required to complete the following tasks before customs declaration:

• Pre-classificationdeclaration:Logintothe"InternetPlusCustoms"platformoftheGeneralAdministrationofCustoms,submitanapplicationfor"Pre-ClassificationofImportandExportGoods",andobtainapre-classificationdecisionletter(validfor3years).
• Declarationformentry:Enterthedeclarationforminthe"SingleWindow"accordingtotheinformationonthedocuments,andpayspecialattentiontocheckingthe"trademode"(0110forgeneraltradeand0615forprocessingwithimportedmaterials)andthe"transactionmode"(FOB/CIF,etc.).
• InspectionResponse:Intheeventofacustomsinspection,theagentshallnotifytheclient24hoursinadvance,preparea"ProductDescriptionLetter"(includingtheproduct’sintendeduseandingredientdescription),andaccompanytheinspectionpersonneltothescenetoprovideexplanations.

Step 4: Foreign exchange and tax refund management

Output:

• ForeignExchangeVerification:Afterthegoodsaredeclaredforexport,theclientisrequiredtocompletethecustomsclearancewithin90days.(keepT/Tslips),agentsubmits“ExportCollectionVerificationReport”onSAFEplatformwithdeclarationandvouchers.
• :Agentfor:CompaniesarerequiredtoCustomsdeclarationformExportDateThenext90daysWithin,EntertheEnterpriseManagementandInspectionmodule,selectFilingofFoodImporters,fillinthefilinginformationanduploadtherelevantapplicationmaterials.ElectronicTaxBureau”Submitataxrebateapplication,musthaveUploadSpecialVATInvoice,Customsdeclarationformforexportgoods(taxrefundcopy),ReceiptofforeignexchangeCancellationForm.ManufacturingenterprisesmusthaveDo“exemption,credit,andrefund”Declaration,Specialmaterialcertificates(suchastestreportsthatmeetASTMstandards)“Value-addedTax納稅Declaration表andexemption,credit,andrefund稅Declaration匯總表".

Step 5: Risk Control Node

Output:

Monitor following time nodes:

• RiskofdelayedunloadinginHongKong:Thefreedemurrageperiodforshippingcompaniesisgenerally7days.Aftertheexpirationofthefreeperiod,thedailydemurragefeeisUSD10-50,andagentscanbeentrustedtoapplyforanextensionto14days(subjecttoachangeorderfeeofUSD50-100).
• Commodityinspectionrisk:Legallyinspectedgoods(e.g.food,Theinspectionmustbebookedthreedaysinadvance.Theagentneedstoprovidethe"InspectionFormforImportedGoods"andthemanufacturer’s"FactoryInspectionReport".

Step 6: Long-term cooperation and maintenance

Output:

• Quarterlyreconciliation:Theagentshallprovidethe"CustomsDeclarationDetailedList"onamonthlybasistocheckwhetherthe"customsdeclarationamount","receivedpaymentamount",and"taxrebateamount"ofeachshipmentareconsistent.Thedifferencerateshallbe≤3%(otherwise,anexplanationofthedifferenceshallbeprovided).
• Qualificationupdate:BeforeJune30ofeachyear,completethesubmissionofthe"CustomsAnnualReport"throughthe"ChinaInternationalTradeSingleWindow";everythreeyears,itisnecessarytore-applyforthe"InternationalFreightForwardingEnterpriseRegistration"(thevalidityperiodoftheregistrationformisthreeyears).

The hidden profit points of import and export agency: managing the time difference between foreign exchange and tax rebates

90% of companies overlook the linkage between "foreign exchange arrival time" and "tax refund declaration".When the dollar exchange rate fluctuates by more than 0.5%,it is possible to use "forward contracts" to mitigate the impact of exchange rate fluctuations on tax refunds."Lock in the exchange rate (with bank fees amounting to approximately 0.1% of the transaction amount),and submit a tax refund application within 25 days after customs declaration (with a tax review period of approximately 15 days),to ensure a closed-loop of ’foreign exchange receipt - tax refund’ funds and improve cash flow efficiency.For example,for exports of $1 million worth of goods,if the exchange rate rises from 7.2 to 7.3,forward foreign exchange settlement can generate an additional profit of 100,000 yuan."

There are 3 actions that can be carried out today.

• Loginto"ChinaCustomsEnterpriseImport&ExportCreditInformationPublicityPlatform"(http://credit.customs.gov.cn),entertheenterprisename,andcheckifthe"CustomsRegistrationStatus"is"Normal"(completedin10minutes).
• Organizethecustomsdeclarationsofthepastthreemonthsandcheckthe"TradeMode"field.Forexample,iftheactualtrademodeis"GeneralTrade"butthecustomsdeclarationshows"InwardProcessing",youneedtocontacttheagenttoapplyforacorrectionofthedeclaration(thecorrectionmustbecompletedwithinoneyearafterthedeclaration).
• Contacttheagenttorequestatemplateforthe"double-headeddeclaration"authorizationletter,ensuringthatthe"consignee"columnonthedeclarationformdisplaysthenameoftheclient(toenhancethebrand’svisibilityinthedestinationcountry)duringthenextdeclarationprocess.