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What are the specific procedures for exporting through an agent?
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TRACKING NO. 20260117 / GLOBAL Zhongshen Trade · 23+ Years of Expert Trade Agency
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No import/export license, customs delays,
or complex compliance issues.
or complex compliance issues.
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This is our company's first time acting as an export agent, and we'd like to ask for advice on the specific procedures we need to follow. We've heard that the process is quite complex, and we're worried that any issues during the process might affect our tax refunds and client relationships.
Grace WangYears of service：10Customer Rating：5.0
Senior Foreign Trade ConsultantStart a Chat
The core of export agency business lies in the integration of the three flows: "who exports，who receives foreign exchange，and who applies for tax refunds". You need to pay special attention to four compliance nodes。
1. First，you must sign a standardized "Agency Export Agreement" with the client to clarify the responsibilities of both parties. This is the primary document reviewed by customs and tax authorities。
2. Second，the "Domestic Shipper" column on the customs declaration form must be filled with your company name，while the "Production and Sales Unit" column should list the client's name. The HS code must exactly match the client's input invoice，otherwise tax refunds will be denied。
3. Third，the VAT invoice must be issued by the client to you. The product name，quantity，and unit must correspond exactly with the customs declaration. The invoice issuance date cannot exceed 180 days after the export date。
4. Fourth，the foreign exchange must be directly deposited into your pending verification account. After conversion，the funds should be paid to the client according to the agreement，and complete transaction records should be retained for tax authority inquiries。
Special reminder: If the client is not on the "Classified Management List for Export Tax Refunds"，it is recommended to proactively register the export contract with the tax authority to avoid subsequent inquiry risks.
Jason WuYears of service：10Customer Rating：5.0
International Logistics & Supply Chain ManagerStart a Chat
From a logistics operational perspective, the key to handling export agency services lies in ensuring the precise coordination of document flow and cargo movement. You need to obtain the client's stamped blank customs declaration authorization letter, packing list, and invoice templates in advance, and confirm the Incoterms terms. For FOB transactions, you are only responsible for domestic customs clearance; for CIF transactions, you also need to arrange marine insurance. The operational sequence is as follows: receive the client's shipment notification → book shipping space → obtain warehouse receipts → verify the pre-recorded information provided by the client → file the customs declaration → send the scanned customs declaration and release note to the client within 24 hours after cargo release → urge the client to retrieve the bill of lading after the shipment departs. Here's a cost optimization tip: It is recommended that you advance pay the shipping fees and port charges for export agency services, but clarify in the agreement that these expenses will be reimbursed based on invoices to avoid funding pressure. Additionally, all documents must list your company name as the consignor to ensure smooth bank payment collection.
Evelyn LiYears of service：3Customer Rating：5.0
Cross-border Compliance SupervisorStart a Chat
Export agency services are not just about operational processes, but also a game of trust. We recommend incorporating three key clauses into your contract negotiations:
1. Set a 'Document Review Period': Require the client to provide all documents 24 hours before customs declaration. Retain final review authority and suspend operations immediately upon identifying issues, ensuring clear responsibility allocation.
2. Payment Terms: Insist on a payment deadline of T+3 days after foreign exchange settlement to avoid financing risks, while charging an agency fee of no less than 1.5% (including tax refund services).
3. Professional Communication: Use phrases like "In accordance with the internal control requirements of AEO-certified customs enterprises, we need to conduct preliminary compliance reviews of your production qualifications and input invoices to protect both parties' interests." This approach demonstrates professionalism while maintaining control.
Finally, all correspondence must be copied to both parties' responsible representatives, and critical milestones should be confirmed in written agreements to avoid disputes arising from verbal commitments.