2026 Practical Guide to the Full Process of Import and Export Trade Export Agency

1.Pre-Docking and Demand Confirmation for Export Agency

In 2026,China’s foreign trade exports continued a steady growth trend,with the export scale of small and medium-sized enterprises accounting for more than 60%.However,most enterprises lack professional experience in cross-border logistics,customs declaration and inspection,so export agency has become a choice for many enterprises.The export agency process covers the entire chain from order docking to tax refund arrival,and the detail control of each link directly affects export efficiency and cost.Zhongshen has been deeply engaged in the industry for more than 20 years,and based on the experience of serving more than 10,000 enterprises,systematically sorts out the core process of export agency.

1.Stage Objectives

Clarify core information such as the type,destination,trade terms (such as FOB,CIF),and tax refund requirements of the customer’s exported goods,to avoid subsequent process deviations.

2.Key Actions

• Ms.Pang connects with customers and collects basic information such as goods HS code,specifications,quantity,packaging method,etc.;
• Confirm the responsibility division corresponding to the trade terms (for example,under FOB,the customer is responsible for domestic transportation to the port,and Zhongshen is responsible for customs declaration and international transportation);
• Manager Bao assists customers in checking whether the goods involve special supervision (such as food and electronic products requiring commodity inspection);

3.Common Problems and Solutions

Some customers have inaccurate HS code classification,which easily leads to customs declaration delays.The customs declaration team of Zhongshen has established the latest 2026 HS code database,and Ms.Pang’s team can provide free pre-classification assistance for customers to reduce the risk of classification errors.

2.Customs Declaration,Commodity Inspection and Document Preparation

1.Stage Objectives

Ensure that all documents are complete and meet the requirements of customs and commodity inspection,successfully complete export customs clearance,and avoid goods being detained at the port.

2.Key Actions

• Manager Bao guides customers to prepare documents such as customs declaration form,packing list,invoice,contract,and commodity inspection clearance certificate (if required);
• Zhongshen’s system automatically checks the consistency of documents (such as whether the invoice amount matches the contract);
• Arrange a dedicated person to connect with the customs,track the customs declaration progress,and provide real-time feedback to customers.

3.Common Problems and Solutions

3.International Transportation and Warehouse Connection

1.Stage Objectives

Select the appropriate transportation mode (sea freight,air freight,railway) according to the characteristics of the goods,ensure that the goods are loaded on time,and avoid cargo damage during the warehouse link.

2.Key Actions

• Zhongshen’s Logistics Department recommends transportation modes based on the destination and the time-sensitive requirements of the goods (for example,the efficiency of European railway transportation has increased by 15% compared with 2025);
• Arrange the warehouse to receive goods,conduct inventory and labeling,and update inventory in real time through the warehouse management system;
• Track the transportation trajectory,and adjust the transportation plan in time in case of port congestion (for example,the peak season congestion rate of Shanghai Yangshan Port in 2026 has decreased by 20% compared with 2025).

3.Common Problems and Solutions

Some customers’ goods packaging does not meet the transportation requirements,resulting in cargo damage.Zhongshen’s Warehouse Department provides free packaging guidance,provides custom packaging services for fragile goods,and purchases transportation insurance to reduce the risk of cargo damage.

4.Foreign Exchange Receipt and Payment and Settlement

1.Stage Objectives

Complete foreign exchange receipt and settlement safely and efficiently,and avoid losses caused by exchange rate fluctuations.

2.Key Actions

• Customers receive foreign exchange through the designated account of Zhongshen,and the system will automatically notify after the foreign exchange arrives;
• Based on the 2026 exchange rate trend,Zhongshen provides exchange rate locking suggestions (for example,locking the exchange rate within 7 working days);
• Assist customers in completing settlement procedures,and the settlement funds will be transferred to the customer’s account on the same day.

3.Common Problems and Solutions

Some customers are not familiar with foreign exchange control policies,resulting in delayed receipt of funds.The Finance Department of Zhongshen has a dedicated person to connect with the State Administration of Foreign Exchange,and informs customers of foreign exchange declaration requirements in advance to ensure smooth receipt of funds.

5.Export Tax Refund Declaration and Arrival

1.Stage Objectives

Complete tax refund declaration quickly,shorten the time for tax refund to arrive,and improve the capital turnover efficiency of enterprises.

2.Key Actions

• After the customer provides tax refund materials such as VAT special invoices,Zhongshen’s tax refund team will complete the declaration within 3 working days;
• Track the tax refund progress,and assist customers in preparing supplementary materials in case of tax authority verification;
• The average time for tax refund to arrive in 2026 has been shortened by 10% compared with 2025,and the average arrival time for Zhongshen’s customers is 7 working days.

3.Common Problems and Solutions

Incorrect invoice information is the main reason for tax refund delays.Zhongshen’s tax refund team completes the verification within 24 hours after receiving the invoice,and timely reminds customers to correct any errors to avoid repeated declarations.

The export agency process involves multiple links and departments,and the control of each detail affects export efficiency and cost.With more than 20 years of industry experience,Zhongshen provides professional support in each link: pre-classification in the early stage to reduce customs declaration risks,document verification to avoid order returns,logistics plan optimization to improve transportation efficiency,exchange rate suggestions to reduce losses,and tax refund declaration to shorten the arrival time.For foreign trade enterprises in Shanghai in need of export agency services,you can contact the Zhongshen team,and Ms.Pang will provide you with customized solutions.