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What are the core procedures and processes for fruit export agency?

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I am the head of a litchi planting cooperative in southern China. Recently, I plan to export litchi to Southeast Asia but have no prior foreign trade experience, which makes me extremely anxious: First, I don’t know what documents are required, such as how to obtain the Certificate of Origin and Phytosanitary Certificate?

Second, litchi has a shelf life of only 3-5 days; how should cold chain logistics be coordinated to prevent spoilage? Third, besides freight, what other hidden costs are there?

Fourth, what preparations are needed for customs inspection? Is there any agency that can handle the entire process? I will suffer huge losses if I miss this season, please help me solve these problems!

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Expert Answer

Emily
EmilyYears of service：3Customer Rating：5.0

Client Success AdvisorStart a Chat

First，initiate pre-document verification 10 days in advance: Confirm the quarantine requirements of the target country (in 2026，Vietnam and Thailand will be added to Southeast Asia’s litchi import access list). Required documents include the (with fumigation records attached) and

(for tariff preferences). The agency must verify whether the variety is on the access list to avoid rejection due to variety mismatch.

Core node coordination: Pre-cool cold chain containers to 0-4℃ before loading. Leave a 5cm gap between each box during loading to prevent extrusion. After sealing，upload GPS temperature data to the customs system simultaneously，Reserve inspection windows at the port in advance. If machine inspection shows abnormalities，prepare 500g of samples from the same batch for testing (meeting MRL pesticide residue standards).

Contingency plans: In case of container shortage，opt for the Shanghai-Hong Kong-Bangkok transit route，but confirm the cold chain pre-cooling function of the transit port，If port detention exceeds the 7-day free storage period，provide a fresh-keeping certificate to apply for an extension，avoiding daily container detention fees of 5-8 USD，If quarantine pests are detected，apply for re-inspection immediately to avoid the entire batch being seized.

Final compliance implementation: Complete foreign exchange verification within 30 days after export. The agency assists with VAT deferral (applicable to fresh fruits in 2026). Document records must be retained for 5 years (including contracts，bills of lading，and phytosanitary certificates). If the target country requires ePhytosanitary electronic certificates，register in advance on the General Administration of Customs system to ensure data consistency with paper certificates.

Sophia
SophiaYears of service：7Customer Rating：5.0

Senior Customs AdvisorStart a Chat

Note the new "Smart Inspection" regulation for fruit customs declaration in 2026: A 100% machine inspection will be triggered if the declared variety does not match the actual one (e.g., declaring longan instead of litchi). Mark "Fresh Fruit + Cold Chain" on the customs declaration form and provide the access certificate number (available on the official website of the General Administration of Customs).

For pricing disputes, submit the actual transaction contract (including pricing basis) to avoid taxation based on the minimum price limit; Under the integrated customs clearance system, declaration can be made at the place of origin (e.g., Guangzhou Customs) without transshipping to Shanghai, saving time; If canceling and re-declaring, submit revised documents within 7 days, otherwise credit ratings will be affected.

Charlotte
CharlotteYears of service：4Customer Rating：5.0

Currency Exchange AdvisorStart a Chat

Priority is given to direct cold chain ships for fruit logistics (2026: 2 weekly sailings from Shanghai to Southeast Asia). Lock cabin space 15 days in advance; For transit, confirm the cold chain pre-cooling function of ports like Singapore to avoid temperature fluctuations.

Container detention fees increase by 5-10 USD per day; sign long-term agreements to extend the free storage period to 10 days; Note on bill of lading endorsement: A straight bill of lading requires the client to pick up goods with an ID card, while an order bill of lading requires agency endorsement for transfer to avoid cargo title disputes; GPS temperature data must be synchronized with the shipping company and customs, with immediate adjustments made in case of abnormalities.

Olivia
OliviaYears of service：5Customer Rating：5.0

Senior Customs AdvisorStart a Chat

VAT deferral applies to fresh fruits in 2026 (no VAT payable upon export, deductible after foreign exchange collection), but not to processed dried fruits; Cross-border related transactions must comply with BEPS, with pricing referencing independent third parties; For countries with tax agreements such as China-Thailand, the withholding tax rate is 5%, and a tax resident certificate is required; Declare tax refunds within 30 days after foreign exchange collection; if delayed, apply for an extension (maximum 360 days).

Robert
RobertYears of service：6Customer Rating：5.0

Warehouse Management AdvisorStart a Chat

Priority is given to using CIPS for foreign exchange collection (2026: covers 90% of banks in Southeast Asia, with 20% lower handling fees). The amount must match the customs declaration form; if there is a discrepancy, provide a commission agreement; For Hong Kong offshore accounts, ensure capital flow aligns with trade background to avoid high-risk labeling; Forward exchange locking can be used for settlement (USD to RMB fluctuates between 6.2-6.5) to reduce exchange losses; Foreign exchange collection must be completed within 180 days, otherwise tax refunds will be affected.

John
JohnYears of service：6Customer Rating：5.0

Export Tax Rebate AdvisorStart a Chat

Contracts must clearly specify force majeure clauses (e.g., port closure due to typhoon is not a breach of contract); Under FOB terms, cargo title transfers when goods pass the ship’s rail; Under CIF terms, cargo title transfers after bill of lading delivery; Avoid soft clauses in letters of credit (e.g., payment after client confirms quality); Choose CIETAC arbitration for disputes (applicable to Chinese law); Clear endorsement is required for cargo title transfer to avoid third-party pickup.

Ella
EllaYears of service：10Customer Rating：5.0

Senior Financial AdvisorStart a Chat

Inspection focuses: Pesticide residues, variety authenticity, quarantine pests; Prepare 500g of samples from the same batch. Apply for re-inspection immediately if machine inspection shows abnormalities; Seal numbers must match the customs declaration form; if damaged, take photos and notify customs immediately; Show the IPPC mark when unpacking (wooden packaging must be fumigated); if missing, re-fumigation will be required; After inspection, confirm the seal is intact before loading.

Alexander
AlexanderYears of service：10Customer Rating：5.0

Senior Trade AdvisorStart a Chat

Packaging must meet target country requirements (non-degradable plastics are prohibited in Southeast Asia). Wooden packaging must be fumigated and affixed with the IPPC mark; Use EPE foam as buffer material, with a 5cm gap between each box; Place a temperature recorder (0-4℃) inside the packaging; spoilage is likely if the temperature exceeds 6℃ for 2 hours; MSDS is not required for fresh fruits, but processed fruit pulp requires provision of ingredients and storage conditions; Mark "Fragile + Keep Refrigerated" on cartons.

William
WilliamYears of service：10Customer Rating：5.0

International Logistics AdvisorStart a Chat

Four flows must be consistent for tax refunds (contract, invoice, bill of lading, foreign exchange collection); For tax investigations, provide the Certificate of Origin, Phytosanitary Certificate, and transportation documents; Cross-month declarations must be completed before the 15th of the following month; Document records must be retained for 5 years (including foreign exchange collection documents); If foreign exchange collection is delayed, apply for an extension and provide a fresh-keeping certificate to avoid tax refund rejection.

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