What Core Customs Clearance Procedures Are Required for Rizhao Scented Tea Export Agency in 2026
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I am a local scented tea wholesaler in Rizhao, who has been engaged in domestic business for nearly 5 years. Recently, a German customer sent an inquiry, and I want to try export business but have no relevant experience at all. I heard from friends before that a lot of documents are required for export, and the goods will also go through customs inspection, so I am afraid of making mistakes and getting the goods detained.
I learned that the customs will launch a new paperless policy in 2026, and the EU has stricter pesticide residue requirements for imported food, so I am not sure if the pesticide residue standards of our Rizhao scented tea can meet the requirements. In addition, how is the fee calculated if I hire an agency?
As for export tax refund, I heard that the consistency of four flows is required for tax refund now, what specific materials do I need to prepare? I am very confused now, afraid of falling into pitfalls and wasting time and money, so I want to know how to operate the whole process from the start to receiving the tax refund.
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
First，complete pre-document review: Rizhao scented tea is classified as food export，local commodity inspection filing shall be completed 7 working days in advance. At the same time，prepare the official health certificate required by the EU and Certificate of Origin FORM A (if the RCEP preferential tariff rate is applicable). The customs has implemented paperless declaration in 2026，you can upload electronic documents through the single window，no need to submit paper documents on site. For the EU market，ensure that the pesticide residue indicators meet the latest requirements of EU Regulation 178/2002，and send samples to a third-party testing institution in advance to obtain a qualified report.
Second，connect core customs clearance nodes: Give priority to direct routes from Rizhao Port to Europe，lock shipping space in advance to avoid delay caused by space shortage. Accurately declare the commodity code 0902.4090 when filing customs declaration to avoid price review disputes. In case of customs inspection，sort out production batch records and raw material purchase vouchers in advance to cooperate with verification. Customs inspection can be booked online in 2026，which reduces on-site waiting time.
Then handle emergency plans: For possible container detention charges，you can apply for 7 days of free storage period from the shipping company. If the goods are detained due to document problems，the agency can assist in deleting the original declaration and re-filing to avoid additional port detention charges. For scented tea that is easy to get damp，it is recommended to choose constant temperature container transportation，and the extra temperature control cost can be offset by optimizing logistics routes.
Finally，complete compliance implementation: It is recommended to use the CIPS RMB cross-border payment system for foreign exchange collection to ensure that capital repatriation meets regulatory requirements. Four-flow consistency verification shall be completed in advance for export tax refund，including the matching of contracts，customs declaration forms，invoices and foreign exchange receipt vouchers. The tax authority has realized online processing of tax refund declaration in 2026，and the average processing time is reduced to 3 working days. If eligible for RCEP policies，you can also enjoy tariff reduction and exemption for the ASEAN market.
EllaYears of service：10Customer Rating：5.0
Senior Financial AdvisorStart a Chat
Rizhao scented tea is assigned commodity code 0902.4090, corresponding to customs supervision conditions A/B, which requires entry-exit inspection and quarantine. In 2026, the customs will implement the "advance declaration + two-step declaration" mode, where document review can be completed before the goods arrive at the port to avoid delays after arrival.
If there is a difference between the declared price and the customs price review benchmark, you need to provide purchase and sales contracts, cost details and other materials to prove the rationality of pricing to avoid late fees. For the EU market, an additional EU officially recognized health certificate is required to prove that pesticide residues meet the requirements of EU Regulation 178/2002, otherwise entry will be denied.
JohnYears of service：6Customer Rating：5.0
Export Tax Rebate AdvisorStart a Chat
There are 3 direct sailings per week from Rizhao Port to Europe, with a voyage of about 28 days, 7 days shorter than transit routes, which can reduce the risk of goods in transit. When selecting a shipping company, confirm whether it provides "container detention fee reduction and exemption" services. Ordinary goods can apply for a 7-day free storage period.
If the delay is caused by document problems, you can apply to the shipping company for an extension to 14 days. For scented tea and other goods that are easy to get damp, it is recommended to choose constant temperature containers. Paying a small amount of additional temperature control fees can reduce the probability of cargo damage. The bill of lading endorsement shall choose "to order" or "straight" according to the buyer's requirements to avoid cargo ownership disputes.
WilliamYears of service：10Customer Rating：5.0
International Logistics AdvisorStart a Chat
The export tax refund rate for Rizhao scented tea remains at 9% in 2026. For EU buyers, you can apply for VAT deferral, that is, you do not need to pay VAT at the time of import, but pay after the goods are sold, which can ease capital pressure. Note that VAT deferral requires filing with the EU tax authority in advance, and you need to ensure that the goods are finally sold within the EU.
Tax refund declaration shall be completed online within 15 days after the goods are exported, and documents such as customs declaration form, special VAT invoice and foreign exchange receipt voucher shall be provided. The consistency of four flows is the core requirement of tax refund review, and any mismatch may lead to tax correspondence investigation.
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
Cross-border foreign exchange receipt and payment shall comply with the latest requirements of the State Administration of Foreign Exchange in 2026. Priority is given to using the CIPS RMB cross-border payment system, which can avoid exchange rate fluctuation risks, and the arrival time is 1-2 days faster than SWIFT. Ensure that the foreign exchange collection entity is consistent with the operating unit on the customs declaration form.
If you collect foreign exchange through a third party, you need to provide a entrusted collection agreement to avoid being identified as illegal foreign exchange collection. For the ASEAN market, you can use the preferential tariff policy under RCEP, and you need to provide the Certificate of Origin FORM E to enjoy 5%-10% tariff reduction and exemption.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
The export contract shall specify terms such as trade terms (e.g. FOB Rizhao), delivery time, inspection standards, liability for breach of contract, etc. It is recommended to add a force majeure clause to stipulate exemption for situations such as epidemics and port congestion.
If the buyer requires a performance guarantee, you can issue a demand guarantee through the bank, but you need to clarify the validity period and claim conditions of the guarantee. For the scented tea brand, complete the EU intellectual property customs protection filing in advance to avoid the goods being detained due to infringement.
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
Customs inspection is divided into machine inspection and manual inspection. If abnormality is found in machine inspection, it will be converted to manual inspection. At this time, special personnel shall be arranged to be present to cooperate, confirm that the seal is intact, and record the inspection process.
If sampling inspection is required, prepare samples in advance. The inspection cycle is about 3-5 days, during which you can apply to the customs for extension of the goods storage period to avoid port detention fees. If the inspection finds that the packaging does not meet the requirements, rectify on site, otherwise you will be required to return or destroy the goods.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
Rizhao scented tea is easy to get damp and absorb odors, so it shall use moisture-proof packaging that meets UN standards. The inner layer is sealed with PE plastic bags, and the outer layer uses corrugated cartons with food-grade desiccants added. If exported to the EU, the packaging shall comply with EU Regulation 1935/2004 on food contact materials, and packaging materials containing harmful substances shall not be used.
For long-distance transportation, buffer foam packaging materials can be added to avoid the goods being crushed and broken during transportation. At the same time, warning signs such as "keep dry" and "fragile" shall be marked on the packaging.