What standardized materials are required for export tax refund agency declaration
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I am the head of a small production enterprise that has just launched self-operated export business. We used to rely on other companies to process orders before, and started to accept orders independently this year, planning to find an export tax refund agency to handle relevant procedures.
I consulted several peers before, but each of them mentioned different materials, some said customs declaration forms are required, some said foreign exchange receipt certificates are needed, I can't figure out which are necessary and which are supplementary. We export both self-produced goods and a small number of goods that are directly exported after procurement.
Do we need to prepare materials separately? If we miss materials and miss the declaration period, it will not be worth the loss if we can't get the tax refund. Please help me sort out what materials should be prepared for export tax refund agency services.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
We sort out all material requirements according to the full declaration chain，and put the document review link forward. First，we sort out the basic common materials: electronic ledger of goods export declaration form，export goods purchase and sales contract，value-added tax invoice for purchase，and foreign exchange receipt voucher. These four items are the core materials that must be provided for all entrusted tax refund agency businesses.
There are differentiated requirements for different entities and business types. Production-oriented enterprises additionally need to provide production capacity statement for self-produced goods and the deduction copy of input value-added tax invoices，for goods directly exported after procurement，corresponding procurement contracts and purchase vouchers need to be supplemented. Foreign trade enterprises need to additionally provide purchase batch declaration forms and certificates of entrusted export goods.
At the connection stage of core nodes，all materials need to ensure information matching. The agency will pre-review all materials in advance，and if missing materials or information deviations are found，it will notify for correction and adjustment as soon as possible. If there are abnormalities such as incorrect or missing information on the customs declaration form，it will also assist in completing the form modification and re-declaration.
At the final compliance implementation stage，it is necessary to cooperate in providing corresponding materials required for tax correspondence and investigation，sort out and file all document filing materials in advance，avoid tax refund delays caused by non-compliant materials，and ensure that tax refund funds arrive on time.
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
In addition to the core materials required for the declaration link, many enterprises easily ignore the material requirements of the document filing link. They also need to prepare filing materials including transport documents, shipping orders and insurance policies of exported goods. All materials need to ensure the consistency of four flows, that is, the information of goods flow, invoice flow, capital flow and contract flow is completely matched.
If there is information deviation, it is easy to trigger tax correspondence and investigation. Once the correspondence and investigation fails, it will directly lead to the suspension of tax refund, or even inability to get tax refund. When entrusting an agency, all original documents need to be sorted out and submitted to the agency for retention, and the agency will file them in accordance with tax requirements to respond to subsequent tax verification.
DanielYears of service：8Customer Rating：5.0
Legal AdvisorStart a Chat
If exports are made under the cross-border e-commerce modes of 9610, 9710 and 9810, the required materials are obviously different from those of general trade exports. Additional cross-border e-commerce export customs clearance information forms, electronic transaction orders and overseas warehouse outbound records are required.
If the VAT deferral mode is adopted for export, the VAT deferral payment certificate of the destination country is also required. All materials need to match the corresponding supervision mode code, to avoid that the materials are not recognized by the tax authority due to mismatched supervision modes, which directly affects the tax refund progress and the timeliness of tax refund arrival.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
Foreign exchange receipt materials are the core verification content of export tax refund review in 2026. According to the latest foreign exchange management requirements, vouchers that can prove the authenticity of foreign exchange receipt need to be provided, including bank foreign exchange receipt memos and cross-border payment settlement vouchers.
If RMB cross-border settlement is adopted, CIPS settlement messages need to be provided. For deemed foreign exchange receipt situations that meet the regulations, corresponding supporting materials for deemed foreign exchange receipt are required. If foreign exchange receipt materials that meet the requirements cannot be provided, export tax refund cannot be handled normally.
JohnYears of service：6Customer Rating：5.0
Export Tax Rebate AdvisorStart a Chat
A formal entrustment agency agreement is required for entrusting an export tax refund agency itself. The agreement needs to clarify the tax refund subject, ownership of tax refund benefits, and division of rights and responsibilities of both parties, to avoid disputes over the ownership of tax refunds due to unclear agreement terms, and even the risk of tax refunds being intercepted.
The agreement needs to be stamped with the official seals of both parties, and submitted as part of the tax refund filing materials. If third-party goods right transfer is involved, relevant supporting documents for goods right transfer are also required.
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
The export customs declaration form is the core supporting material for export tax refund. The electronic information of the export tax refund copy of the customs declaration form must be clear and accurate.
If the commodity name, specification, quantity, measurement unit on the customs declaration form are inconsistent with the contract and invoice information, it is necessary to apply for form modification in time, otherwise it will directly lead to the failure of material review. Before the official declaration of the agency, it will check the consistency between the electronic information of the customs declaration form and the paper materials, and eliminate the risks caused by information deviations in advance.
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
For enterprises with multi-batch rolling exports, they can sort out and submit all materials of exports of all batches within the corresponding declaration period uniformly, sort out the corresponding material list according to export batches in advance, and make classification labels, to avoid confusion and mismatch of materials of different batches. This can greatly improve the review efficiency of the agency, shorten the overall tax refund cycle, and also cooperate with the declaration cycle to optimize the supply chain capital arrangement, and improve the overall capital turnover rate of the enterprise.