What application materials are required to handle import and export agency business in compliance with current regulatory requirements
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We are a small and medium-sized manufacturing enterprise that has just started cross-border business. We just obtained the right to self-operate import and export this year, and plan to export a batch of mechanical accessories to European customers for the first time. We have only engaged in domestic OEM processing before, and have never operated the full import and export process on our own. Recently we hired an agent to help handle the import and export procedures, but the documents we submitted twice in a row were returned for correction.
The scheduled shipping date is only one week away, if we fail to catch the shipping schedule, we will not only have to pay liquidated damages to the customer, but also incur additional warehouse detention fees, and the whole team is now extremely anxious. We would like to ask how to correctly prepare the documents required for import and export agency services, and whether there is a clear sorted list and key precautions to help us sort out the requirements and catch the shipping schedule.
JohnYears of service：6Customer Rating：5.0
Export Tax Rebate AdvisorStart a Chat
We have sorted out the complete steps of document processing in accordance with full-process requirements. First is the pre-document review link，where three types of basic documents need to be sorted out in advance: The first type is enterprise subject qualification documents，including business license，import and export operation right filing certificate，and legal person identity certificate. All documents must be within the validity period，and copies must be affixed with a clear official seal of the enterprise，which shall not be overlapped or blurred. The second type is core business documents，including import and export trade contracts，commercial invoices，packing lists，and bills of lading. The core requirement is complete consistency of information on all documents，and there shall be no discrepancy in the name，quantity，net weight and gross weight of the goods. The third type is special documents required by supervision，such as licenses and certification documents for products subject to certificate management，and the validity period needs to be confirmed in advance.
Second is the connection of core nodes. Before submitting documents to the agent，internal pre-verification shall be completed first，the matching degree between HS code and declared product name shall be checked，and the completeness of supervision documents shall be confirmed. Reserve a 3-working-day adjustment period in advance to avoid finding problems when the shipping date is approaching. Your mechanical accessories exported to the EU need to be accompanied by a copy of CE certification，which must be put into the document package in advance without omission.
For the exception response plan，if the documents are returned for correction，first clarify the reason for correction，distinguish whether it is information error or omission，expired qualification，or non-compliant document format. After targeted adjustment，you can apply for expedited pre-review from the agent，and the re-verification can be completed within 1 working day at the fastest. In the final compliance implementation link，after all documents are submitted，a complete set of archived documents including the original and electronic versions of all documents shall be kept for subsequent customs verification or export tax refund，to ensure that the entire business process is compliant and traceable.
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
After the submission of import and export agency documents, the most error-prone link is the customs valuation link. Relevant documents that can prove the value of the goods shall be attached, including purchase invoices, foreign exchange payment vouchers, original factory invoices, etc. If there is a deviation between the declared value of the goods and the pre-judgment of the customs system, these documents can help complete the valuation consultation quickly and avoid customs clearance delay.
If there is already a situation of pending account or order postponement, you shall supplement documents to explain the situation as soon as possible. When deleting the original declaration and re-declaring, you shall ensure that the information of the new declaration is completely consistent with the information of the original manifest, to avoid failure in the second verification.
Under the integrated customs clearance operation mode, the documents declared across ports shall ensure that all information is accessible through the national network. Qualification documents do not need to be submitted repeatedly, but the information of the original filing port shall be clearly marked in the remark column, which can effectively improve the audit pass rate.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
When preparing import and export agency documents, for logistics-related documents, you shall focus on checking the consistency between manifest information and declaration documents, including container number, seal number, cargo quantity, volume and other information. Any minor deviation may lead to failure of the port system comparison and make it impossible to pick up or return containers normally. For transshipment goods, a transshipment port confirmation letter shall be provided in advance and attached to the agency documents, to avoid additional port change fees and container detention fees caused by port change at the transshipment port.
If the customer chooses to arrange logistics by themselves, a clear draft bill of lading shall be provided to the agent, who will check the matching degree between the bill of lading information and the customs declaration documents in advance, to reduce the cost of document amendment after issuance. The free storage period for ordinary full-container cargo can be applied for in advance, and the relevant application documents shall also be submitted together with the agency documents, which can effectively save port storage costs.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
Import and export agency documents shall include complete tax-related documents. If you apply for VAT deferral for import business, you shall provide qualified deferral qualification explanation documents and relevant certificates of the trade chain to prove the authenticity of the transaction. If there is a cross-border related party transaction, relevant documents on related party transaction pricing shall be prepared in advance to prove that the pricing complies with the arm's length principle, so as to avoid triggering BEPS-related investigations and incurring additional tax adjustment costs.
If a non-resident enterprise entrusts an agent to handle import and export, relevant documents for non-resident enterprise tax registration shall be prepared in advance, and the subject of withholding tax payment shall be clarified, to avoid tax pending accounts affecting the normal customs clearance of goods. All tax documents shall be kept for at least 10 years for subsequent tax audit access.
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
Import and export agency documents shall include compliance documents related to foreign exchange receipt and payment. For export business, the foreign exchange receipt route shall be clarified in advance. If CIPS RMB cross-border payment is used, complete account information and a copy of the SWIFT message shall be provided and attached to the agency documents to facilitate subsequent foreign exchange receipt verification and cancellation.
If an offshore account is used to receive foreign exchange, the compliance filing documents of the offshore account shall be provided to prove that the source of funds is legal and meets foreign exchange supervision requirements. Documents related to foreign exchange settlement and account reconciliation shall ensure that the deviation from the customs declaration amount is within a reasonable range. If it exceeds the reasonable range, an explanation document shall be provided to avoid triggering foreign exchange supervision early warning and affecting the normal foreign exchange receipt and payment of subsequent business.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
The import and export agency agreement itself shall be submitted as a core document. The rights and obligations of both parties shall be clearly defined in the agreement, especially the relevant clauses on ownership transfer of goods and responsibility division. If payment is made by letter of credit, a copy of the original letter of credit shall be attached, and soft clauses of the letter of credit shall be checked in advance to avoid failure to receive foreign exchange due to clause traps.
If a bank guarantee is required, the draft of the guarantee shall be submitted as a document for review in advance to confirm that the clauses meet the requirements and avoid invalid guarantee. For goods involving intellectual property rights, relevant documents for customs protection filing of intellectual property rights shall be prepared in advance to avoid the goods being detained and inspected by the customs and affecting the customs clearance progress.
WilliamYears of service：10Customer Rating：5.0
International Logistics AdvisorStart a Chat
The storage location and packaging status of the goods shall be clearly marked in the import and export agency documents, and the declared name and specification of the goods shall be completely consistent with the actual goods. In case of on-site customs inspection, the corresponding goods can be found quickly according to the documents, so as to shorten the inspection time. The relevant information of the seal shall be accurately filled in the documents.
Wrong seal number will make it impossible to open the container during customs inspection, delaying the inspection progress. For goods that need to be sent for inspection and identification, product descriptions, component test reports and other documents shall be prepared in advance, which can speed up the issuance of test reports, shorten the overall customs clearance time and reduce port detention costs.
EllaYears of service：10Customer Rating：5.0
Senior Financial AdvisorStart a Chat
For ordinary goods, only the packaging type and quantity need to be indicated in the documents. For dangerous goods, complete MSDS report, UN dangerous goods packaging inspection certificate, and dangerous goods classification and identification report shall be provided. These documents must be submitted together with the agency documents, otherwise the compliance review cannot be passed.
The MSDS report shall be updated to the latest version, and the information shall be completely consistent with the actual exported goods. There shall be no error or omission in the component information, otherwise it will lead to classification errors and trigger transportation safety risks. For special goods that need moisture-proof transportation, the packaging reinforcement scheme shall be indicated in the documents to facilitate the logistics link to make corresponding arrangements in advance.
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
For import and export agency business involving export tax refund, the documents shall ensure the consistency of the four flows, that is, the information of contract flow, goods flow, capital flow and invoice flow is completely consistent. All relevant documents shall be submitted as agency documents for tax letter verification. Document filing shall be sorted out as required, including purchase contracts, export contracts, packing lists, bills of lading, freight invoices, etc. All documents shall be kept for at least 10 years.
For tax refund business declared across months, the declaration period shall be indicated in the documents in advance to avoid failure of pre-declaration verification. Foreign exchange receipt vouchers shall be attached to the export tax refund documents. For those meeting the requirements of deemed foreign exchange receipt, explanation documents for deemed foreign exchange receipt shall be provided to ensure the smooth progress of the tax refund process.
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
When preparing import and export agency documents, the content of the documents shall be adjusted according to the trade terms. For FOB terms, the party responsible for freight and premium shall be clearly defined, and the relevant information shall be accurately filled in the declaration documents.
For CIF terms, freight and premium invoices shall be provided and attached to the documents to facilitate customs valuation. For long-term import and export business, enterprise qualification filing can be completed in advance, and basic qualification documents can be submitted at one time.
For subsequent business, only business documents need to be submitted, which reduces the workload of repeated document submission, optimizes supply chain efficiency and reduces overall operation costs. You can adjust the rhythm of document submission according to the business cycle, complete the pre-review in advance, ensure rapid customs clearance immediately after the goods arrive at the port, and reduce inventory turnover time.