Is it required to fill in the Export Agency Certificate Number on customs declaration?
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I am the head of an electronics export trading company. Last month, I entrusted an agency to handle a shipment to Southeast Asia, and the customs broker asked if I need to fill in the Export Agency Certificate Number on the customs declaration.
I never filled this field for self-operated exports before, so I'm uncertain about this agency shipment. I heard the number may also be needed for tax refunds—will missing it cause issues? A peer had their declaration rejected last week for failing to fill it out, which delayed the process by a week and incurred container detention fees.
This shipment’s customs cutoff is the day after tomorrow, and I urgently need confirmation: Do I really need to fill it out? Is the number provided by the agency valid? Is there a way to verify it? Will incorrect filling cause more problems?
WilliamYears of service：10Customer Rating：5.0
International Logistics AdvisorStart a Chat
Whether to fill in the Export Agency Certificate Number depends on the trade mode and declaration scenario，and requires targeted implementation across different links:
First，Must be filled for agency exports — If you entrust an agency for export (agency mode)，you must enter the electronic Certificate of Export Goods Entrusted to Agent number issued by the customs broker in the "Agency Certificate Number" field of the customs declaration (starting from 2026，it is an 18-digit electronic code containing region，year，and serial number). Missing this entry will trigger a customs alert for "mismatch between agency mode and documents". Minor cases will result in declaration rejection and re-submission (delaying 3-5 days)，while severe cases will lead to classification as a low-credit entity，affecting subsequent customs clearance efficiency.
Second，No need to fill for self-operated exports — If you export independently (no agency involved)，leave this field blank. Filling in any number will trigger errors under 2026 customs verification rules，resulting in the declaration being rejected for review.
Third，Linkage required for tax refund declarations — The number must be submitted synchronously with tax refund filings，and must match the customs declaration and agency agreement. If discrepancies are found during the 2026 State Taxation Administration’s "automatic document verification"，the tax refund will be put on hold，with a maximum delay of 15 working days (the peer’s case was caused by incorrect filling leading to verification failure).
Key verification steps: 1) Obtain the 18-digit electronic code from the agency and verify it via the "Agency Certificate Query" function on the Electronic Port，2) Cross-check the number against the entrustment terms in the agency agreement before customs declaration，3) Upload the electronic certificate PDF during tax refund submission (no paper document required).
Contingency plan: If the agency cannot provide a valid number before customs cutoff，you can temporarily switch to "self-operated mode" (your company must hold export qualifications)，but a supplementary agreement must be signed to clarify responsibilities and avoid subsequent disputes.
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
Announcement No. 12 of the General Administration of Customs in 2026 explicitly states that the Export Agency Certificate Number must be filled in on customs declarations for agency exports. Failure to do so will result in system interception and rejection of document review.
If a declaration with missing entries has been submitted, it must be deleted and re-submitted before release, incurring a deletion fee of RMB 200-500 and affecting the monthly error-free declaration rate. If the agency is a sub-agent, a sub-entrustment agreement must be provided to avoid being required to supplement documents due to unclear agency relationships.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
Failure to fill in the Export Agency Certificate Number leading to customs clearance delays will result in container detention fees of USD 50-150 per container per day if the goods stay in the port beyond the free storage period (most Southeast Asian routes have a 5-day free period in 2026). If amendment misses the sailing schedule and the container is rolled off, peak-season bookings will require a 10%-15% premium, and an amendment fee of USD 100-200 may also be incurred, directly increasing logistics costs.
DanielYears of service：8Customer Rating：5.0
Legal AdvisorStart a Chat
In 2026, tax authorities will conduct automatic verification of "four flows consistency". Missing or inconsistent Export Agency Certificate Numbers will result in tax refund holds, extending the review period from 3 days to 12 days.
For goods eligible for VAT deferral, incorrect filling of the agency number will lead to cancellation of deferral qualifications, requiring payment of 19%-25% VAT plus a daily late fee of 0.05%.
EllaYears of service：10Customer Rating：5.0
Senior Financial AdvisorStart a Chat
For agency exports, the entrusted party (your company) must receive payment. If the agency number is filled in on the customs declaration but payment is received by the agency, it will lead to abnormal foreign exchange declarations and inability to settle foreign exchange.
When making payments via CIPS, the agency number is required as additional information; missing it will result in the bank returning the message, delaying payment receipt by up to 7 days.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
The 2026 explicitly requires agencies to provide valid numbers 3 days before customs declaration. Delayed provision will require compensation of 0.5%-1% of the cargo value. The agreement should include a clause on number verification to clarify mutual checking responsibilities of both parties and avoid liability disputes caused by incorrect filling leading to customs penalties.
JohnYears of service：6Customer Rating：5.0
Export Tax Rebate AdvisorStart a Chat
During on-site inspections, customs will verify the consistency between the entrusted party on the customs declaration and the agency certificate. Inconsistencies will require supplementary documents and result in cargo detention.
In 2026, the inspection rate for agency exports is 10%. If inspections are extended (within 3 days) due to number issues, additional storage fees will be incurred; falsifying the number will result in classification as a dishonest enterprise, with subsequent inspection rates rising to over 30%.
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
In tax refund audits, the agency number is a key element of "four flows consistency". During letter verification, authorities will check the consistency between the number and the customs declaration, agency agreement, as well as the agency’s qualifications.
Missing numbers will require supplementary documents and suspension of tax refunds; if the number does not match the actual goods, it will be deemed false agency, resulting in cancellation of tax refunds and a fine of 10%-50% of the cargo value.