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What are the procedures for export agencies?
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TRACKING NO. 20260127 / GLOBAL Zhongshen Trade · 23+ Years of Expert Trade Agency
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Our company just got the approval for itI want to start an export agency business, but I have no idea what procedures I need to go through. I've heard that I need to register with the customs, get listed on the foreign exchange register, and file for tax refunds. Could you please explain the specific process? What's the most critical step that could affect client payments and tax refunds? Could you walk me through it in detail?
Evelyn LiYears of service：3Customer Rating：5.0
Cross-border Compliance SupervisorStart a Chat
You need to complete the following core compliance procedures in order。
1. The business scope of your business license must include "import and export of goods" or "import and export of technology"。
2. Register with the Ministry of Commerce's "Foreign Trade Operator Registration System" to obtain the "Foreign Trade Operator Registration Form"。
3. Visit the local customs office to complete the "Customs Import and Export Commodity Consignor/Consignee Registration"，and obtain a customs code。
4. Apply to the competent tax authority for export tax refund (exemption) registration，which is essential for receiving tax refunds。
5. Register with the State Administration of Foreign Exchange for the "Trade Foreign Exchange Payment Enterprise List"。
Special reminder。
- When acting as an export agent，you must strictly verify the accuracy of the client's HS code，especially for controlled goods such as dual-use items，military products，and endangered species. In such cases，you must obtain an "Export License" or a "Dual-Use Items and Technology Export License" in advance，otherwise you may face customs penalties or even criminal liability。
- All documents (agency agreements，invoices，packing lists，customs declarations) must match each other. The tax refund vouchers must be kept securely for at least 5 years。
Andy GuoYears of service：3Customer Rating：5.0
Supply Chain Management ExpertStart a Chat
After obtaining import and export rights, the following key logistics operational points should be addressed:
1. When signing an agency agreement with clients, clarify the Incoterms clauses. For novices, it is recommended to start with FOB terms to manage risks effectively.
2. Before booking shipping space, verify the cargo data provided by the client. Customs will inspect and audit shipments if the gross weight or volume deviates by more than 3%.
3. As the operating entity, you must provide the customs broker with the following documents during declaration: the agency agreement, commercial invoice, packing list, and customs declaration power of attorney. For regulated goods, a license must also be provided.
4. During the bill of lading confirmation process, the consignee information must match the foreign exchange recipient. Otherwise, tax refunds will be affected.
5. Within 48 hours after the vessel’s departure, urge the customs broker to return the tax refund copy of the customs declaration. This is the core document for tax refunds.
In terms of timeline, the process typically takes 3-5 working days from warehouse entry to customs clearance. Delays due to inspections may extend to 7-10 days. It is essential to communicate delivery schedules with clients in advance to avoid contract breaches.
Linda GaoYears of service：7Customer Rating：5.0
Documentation SupervisorStart a Chat
You're just starting out as an export agent. From a business perspective, you need to manage risks before discussing profits:
1. Customer screening matters more than paperwork: Always verify the client's business qualifications and past export records to guard against suspicion of "payment-for-export" schemes.
2. Clear agreements are essential: Specify product intellectual property ownership, quality responsibilities, foreign exchange payment deadlines, and tax refund distribution methods. Suggest setting a payment deadline of "within 3 working days after foreign exchange arrives" to avoid funding risks.
3. Prioritize T/T payments: Require a 30% down payment upfront and settle the balance upon receipt of the bill of lading copy to reduce bad debt risk.
4. Maintain professional image: Avoid phrases like "I'll try" and instead use phrases like "It typically takes X days according to standard procedures" to demonstrate your competence.
5. Maximize profits: In addition to charging a 1-3% agency fee, bundle logistics and customs declaration services to add value. Remember: It's better to lose a deal than to take on high-risk projects. Reputation matters more than short-term profits.