How to Standardly Fill in the Import Food Agent Declaration Suggestion Form
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I am a foreign trade specialist who just took over my company's import food agency business. This is the first time our company has engaged in pre-packaged import food business, and we need to submit a complete agent suggestion declaration form to our cooperating agency. However, I have no relevant experience and don't know what the core mandatory filling items are.
For example, declaration requirements vary greatly across different ports, and how to reflect label compliance and pre-quarantine approval requirements for pre-packaged foods in the form. Last week, I heard from a peer that a company saw a sharp surge in detention fees due to unreasonable logistics paths filled in the declaration.
I also worry that the cost estimation section in the form cannot accurately cover the optimization space for exchange rate differences and tax differences. Now I need to submit the form before the ship arrives at the port, but I fear that filling errors will lead to subsequent customs detention. I want to know how to fill out this agent suggestion form to balance compliance, cost and timeliness.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
First，complete standardized filling of pre-submission documents. The core is to clarify the registration number of overseas pre-packaged food manufacturers and the access list number of imported foods，which are core indicators for customs system verification. These must be directly extracted from the 2026 Updated List of Registered Overseas Manufacturers of Imported Foods issued by the General Administration of Customs to avoid form rejection caused by incorrect numbers.
Second，fill in the linkage between logistics and customs declaration nodes. Clarify the responsibility boundaries corresponding to trade terms. For example，under CIF terms，you need to simultaneously fill in the free storage period application plan for the overseas port of departure and transit port，and mark the path suggestion of prioritizing direct shipping routes to Yangshan Port for Shanghai Port. Since Yangshan Port's integrated customs clearance process realized pre-document review in 2026，it can shorten customs clearance time by 30%.
Next，supplement the filling plan for abnormal situations. For example，in case of non-compliant labels，reserve a "Temporary Rectification Plan" column in the form，clarify the acceptable rectification time limit of 72 hours，and mark the list of cooperating third-party testing institutions to avoid port detention due to failure to find compliant institutions temporarily.
Finally，attach detailed cost estimation at the end of the form，including specific exchange rate hedging plans，such as using CIPS RMB cross-border payment to avoid US dollar exchange rate fluctuation risks in 2026，and note the application conditions for VAT deferral to ensure that the filled content can directly guide subsequent compliance implementation and avoid additional costs caused by post-filling.
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
Regarding the customs price assessment link in filling, clearly mark the payment voucher number corresponding to the actual transaction price of the goods in the form, and attach a copy of the formal invoice from the overseas supplier to ensure that the price declaration complies with the latest customs price assessment standards in 2026. If related party transactions are involved, submit an additional explanation on pricing of related party transactions, clarify the business background between the transaction parties, and avoid customs clearance delays due to price assessment doubts.
In 2026, the customs has launched a new price assessment system that can automatically compare historical declaration data. Therefore, when filling, ensure that the price deviation does not exceed 10% compared with the average price of imported goods of the same category, otherwise the system will automatically trigger manual review and extend customs clearance time.
At the same time, note whether to apply for pre-ruling. In 2026, the validity period of customs pre-ruling has been extended to 3 years, which can effectively reduce the risk of subsequent declarations. It is recommended to apply for pre-ruling in advance for the first imported food.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
Regarding the filling of logistics paths, clearly compare the timeliness and cost of different routes. In 2026, global maritime shipping capacity has recovered to 120% of pre-pandemic levels, but the congestion rate of Southeast Asian routes still remains around 35%.
Therefore, it is recommended to mark alternative transit ports in the form, such as Singapore Port as a backup transit point, to avoid container rolling caused by congestion on the main route. At the same time, clarify the type of container: whether pre-packaged foods require dry refrigerated containers or ordinary containers, which should be filled in according to the storage requirements of the goods.
If cold chain foods are involved, additionally mark temperature control requirements and testing report numbers. In addition, note the application duration for free storage period and free container period. The standard free storage period at Shanghai Port in 2026 is 7 days, which can be extended to 10 days if applied in advance, effectively reducing detention costs.
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
Regarding tax-related filling content, clearly specify the application qualifications for VAT deferral in the form. In 2026, China has expanded the scope of VAT deferral application. Pre-packaged foods that meet the condition of not being sold domestically upon import can apply for deferred payment of import VAT. Note the final sales location of the goods in the form.
If domestic distribution is involved in the follow-up, plan the pricing scheme for related party transactions in advance to avoid triggering BEPS risks. At the same time, mark the choice of settlement method. Using CIPS RMB settlement can avoid exchange rate fluctuation risks, reducing exchange rate difference costs by about 2% compared with US dollar settlement. Clearly specify the time node and amount of settlement in the form.
DanielYears of service：8Customer Rating：5.0
Legal AdvisorStart a Chat
Regarding compliance filling of cross-border payment and receipt, clearly specify the payment purpose for each payment in the form, and fill in strictly in accordance with SWIFT message specifications to avoid bank rejection caused by inconsistent message information. In 2026, the State Administration of Foreign Exchange has launched a new cross-border payment and receipt supervision system that can automatically verify the authenticity of transaction backgrounds.
Therefore, attach the numbers of transaction documents such as trade contracts and invoices in the form to ensure that the payment/receipt amount is consistent with the declared value on the customs declaration form. At the same time, note whether offshore accounts are used for settlement. If used, complete compliance filing of the account in advance to avoid fund freezing caused by account issues.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
Regarding compliance filling of international trade contracts, clearly specify the details of letter of credit clauses in the form to avoid soft clauses that lead to receipt risks. In 2026, the proportion of soft clauses in letters of credit in international trade still reaches 15%.
Therefore, clearly require the letter of credit to include the clause of "payment upon document compliance" in the form, and note the inspection standards of the goods and the issuing institution of the inspection report. In addition, attach a fallback plan for force majeure clauses in the form, clarify the responsibility division for special situations such as epidemics and port congestion, and avoid trade disputes caused by unexpected situations.
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
Regarding filling for on-site inspection response, clearly specify the stacking location of goods and inspection cooperation plan in the form. In 2026, the inspection rate at Shanghai Port has increased to 12%, so prepare the seal records and packing list information of the goods in advance.
If label inspection is involved, note the printing position and content of the label in the form to ensure consistency with the declared label sample. At the same time, mark whether it is necessary to contact a third-party testing institution for inspection in advance. If genetically modified foods are involved, additionally provide a genetically modified testing report to avoid goods being returned due to unqualified inspection.
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
Regarding compliance filling of goods packaging, clearly specify the material and marking requirements of packaging in the form. The packaging of pre-packaged foods must comply with the Imported Food Packaging Safety Standard implemented in 2026. Note the manufacturer of the packaging and the testing report number in the form.
If wooden packaging is used, complete IPPC fumigation treatment in advance to avoid goods being detained by customs due to packaging issues. At the same time, clearly specify the selection of cushioning materials. For fragile pre-packaged foods, use cushioning materials that meet standards to ensure that the goods are not damaged during transportation.
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
Regarding filling preparation for subsequent export tax refund, clearly specify the receipt time and amount of the goods in the form to ensure that the receipt amount is consistent with the declared value on the customs declaration form. In 2026, the review period for export tax refund has been shortened to 3 working days, but it is necessary to ensure the consistency of four flows, i.e., the information of contracts, invoices, customs declaration forms and receipt documents must be completely matched.
Note the storage location and method of document filing in the form to ensure that it can cooperate with the tax department's letter verification at any time. At the same time, mark whether to enjoy preferential policies for export tax refund. In 2026, some categories of imported foods can enjoy tax refund subsidies, so confirm the scope of eligible categories in advance.