What Key Steps Should Be Noted in the Aromatics Import Customs Declaration Agent Process?
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I am the person in charge of a trading company that has just transformed to focus on aromatics import. Last month, during my first import batch of aromatherapy essential oils, the goods were inspected by customs due to unclear component declaration, which not only incurred port demurrage fees but also delayed shelf placement time.
Now I need to import another batch of scented candles containing natural fragrances, and I am worried about facing compliance issues again. I want to know what specific operations a professional import customs declaration agent will carry out to avoid these troubles, including what documents need to be prepared in the early stage, how to respond to customs inspection, and whether there are cost optimization methods. I hope to get detailed guidance.
EllaYears of service：10Customer Rating：5.0
Senior Financial AdvisorStart a Chat
First of all，pre-document review must be completed: Aromatics belong to special product categories，so relevant documents including MSDS，component list (marking the proportion of each component，especially the source certificates of natural fragrances such as lavender oil and rose oil)，certificate of origin，packing list，invoice，etc. shall be prepared in advance. The component list must be strictly matched with the corresponding HS code，so as to avoid valuation or inspection risks caused by wrong HS code classification.
In terms of core node connection: 72 hours before the goods arrive at the port，the agent shall submit a pre-declaration to customs，and submit all relevant documents for pre-examination simultaneously. If the goods contain components of endangered species (such as sandalwood)，the Import Permit for Endangered Species must be applied for in advance，otherwise the goods will face seizure. For the logistics link，a freight forwarder with dangerous goods transportation qualification shall be selected to ensure the packaging complies with UN standards (for example，aromatherapy essential oils are classified as flammable liquids，which shall be packed with UN1A1 packaging).
Abnormal contingency plan: In case of customs inspection，the agent shall provide the component test report (such as the non-hazardous certificate issued by SGS) immediately，and cooperate with customs to take samples for inspection. If there is missing document，the goods can be released under guarantee for fast container pickup，while all missing documents shall be supplemented within the specified time limit.
Final compliance implementation: After customs clearance is completed，VAT deduction or deferral shall be processed in a timely manner (Shanghai ports have supported cross-border VAT deferral declaration in 2026)，and all documents shall be retained for at least 5 years for tax verification.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
During aromatics import customs declaration, valuation disputes are commonly seen in the pricing of natural fragrance components. Customs will compare the declared price against the international market quotation, the purchase price at the place of origin, and the historical declaration prices of similar commodities. If the declared price is more than 30% lower than the market price in the same period, supporting documents including purchase contract, foreign exchange payment voucher and supplier quotation sheet shall be provided.
In addition, the "intelligent document review" system implemented by customs in 2026 will automatically capture abnormal data of component proportion, so it is necessary to ensure the component list is consistent with the actual goods, so as to avoid triggering manual document review due to inconsistent data. If the declaration has to be deleted and re-submitted, the modification shall be completed within 3 working days, otherwise late declaration fee will be incurred.。
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
For aromatics transportation, direct shipping routes are preferred to avoid cargo damage or delay caused by transshipment. In case of space shortage, the freight forwarder can book shipping space in advance, or select a nearby port (such as Ningbo Port) for transfer declaration to Shanghai.
In terms of container detention fee, most shipping companies set 3 days of free storage period for dangerous goods in 2026, so it is necessary to coordinate with the yard in advance to extend the free storage time. For bill of lading endorsement, if telex release bill of lading is adopted, the consignee information must be consistent with that on the customs declaration form to avoid goods ownership disputes.。
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
In 2026, Shanghai ports have realized VAT deferral declaration, so importing enterprises do not need to pay import value-added tax immediately at customs clearance, and can declare for deduction after the goods are sold, which eases capital pressure.
However, three conditions must be met: first, the enterprise is a general taxpayer; second, the goods are used for taxable items; third, the import customs declaration form and input invoice are properly retained. In addition, if the imported aromatics are for export, the enterprise can apply for export tax rebate, but it must ensure the consistency of four flows (contract, invoice, logistics and capital) to avoid tax verification letter inquiry.。
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
Foreign exchange payment for aromatics import shall be conducted through cross-border RMB payment via CIPS system to avoid SWIFT message delay. If settlement involves offshore accounts, international revenue and expenditure declaration must be completed within 15 days after payment, indicating the name of goods and HS code.
In addition, the State Administration of Foreign Exchange has implemented "penetrating supervision" on trade-related foreign exchange payment in 2026, so it is necessary to ensure the payment amount is consistent with the amount on the customs declaration form to avoid triggering verification due to excessive difference.。
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
If letter of credit settlement is adopted, attention shall be paid to soft clauses such as "the bill of lading must show the customs release seal at the port of destination", which are very likely to lead to discrepancy. It is recommended to require the bank to review the clauses before the L/C is issued, and delete unreasonable soft clauses.
In addition, for aromatics involving intellectual property rights (such as branded aromatherapy products), customs intellectual property recordation shall be completed in advance to avoid cargo seizure due to infringement.。
JohnYears of service：6Customer Rating：5.0
Export Tax Rebate AdvisorStart a Chat
When customs inspects imported aromatics, it will focus on checking whether the packaging meets UN standards and whether the components are consistent with the declared information. In case of container unpacking inspection, cooperate with customs officers to count the goods, and provide MSDS and non-hazardous certificate.
If sample testing is required, the agent shall follow up the laboratory test progress, and the test result will generally be released within 7-10 working days, during which period guaranteed release can be applied for. In addition, for seal authenticity verification, it shall be noted that the seal number is consistent with that on the bill of lading to avoid smuggling risks.。
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
Aromatherapy essential oils among aromatics are flammable liquids classified under UN1993, which shall be packed with UN-certified 1A1 steel drums, and the drum cover shall be sealed to prevent leakage. The outer packaging shall be affixed with dangerous goods labels (such as flammable sign) and warning statements.
The MSDS shall include information such as component composition, flash point, first aid measures, etc., and shall be issued by an authoritative institution. In addition, anti-static materials shall be selected for buffer packaging materials to avoid sparks caused by friction.。
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
The aromatics import cost includes customs duty (5%-10%), value-added tax (13%), logistics fee and agency fee. The CIF trade term can be selected to transfer transportation risks, or the FOB trade term can be adopted to reduce logistics costs.
In terms of inventory alignment, the import volume can be predicted based on sales data to avoid overstock. In addition, the 2026 policy for cross-border e-commerce comprehensive pilot zones allows aromatics to be imported through bonded warehouses, which reduces capital occupation cost.。