China-Japan Import and Export Foreign Trade Agency: Core Processes and Service Key Points

Breakdown of Core Processes of China-Japan Import and Export Foreign Trade Agency

In 2026,trade exchanges between China and Japan continue to grow.When carrying out import and export business,many enterprises in Shanghai and surrounding areas are often hindered by issues such as cumbersome customs clearance procedures,uncertain tax refund cycles,and compliance difficulties in foreign exchange receipt and payment.As a key link connecting both ends of trade,China-Japan import and export foreign trade agency helps enterprises integrate core services including customs declaration,inspection and international transportation,and avoid omissions in single-link operation.Next,we will systematically sort out the core processes of China-Japan import and export agency,and the value of professional agencies in each link.

1.Preparatory Work and Demand Docking

Objective: Clarify customers’ trade demands,sort out basic compliance materials,and lay a solid foundation for subsequent procedures.

Key Actions:

• Dock customer’s trade type (general trade/processing trade),confirm commodity HS code and the latest tariff policy of 2026
• Review customer qualifications (business license,import and export right,etc.),provide agency import and export support for customers without relevant qualifications
• Sign agency agreement,refine service scope,fee standards and risk responsibility division for each link

Common Problems:

• Incorrect HS code leads to tariff calculation deviation and increases enterprise cost
• Customers without import and export right cannot declare customs independently,causing shipment delay
• Vague agreement terms lead to no clear responsibility definition when disputes occur in subsequent links

Value provided by Zhongshen: Assign a dedicated contact Mr.Zhuo to assist customers in checking HS codes and matching the latest tariff preference rules under the 2026 China-Japan FTA; provide "agency import and export" qualification support for unqualified customers,no additional procedures required from customers; agreement terms are detailed to the time node and risk responsibility of each service,and have helped more than 200 customers avoid agreement disputes since 2026.

2.Customs Declaration,Inspection and Document Review

Objective: Ensure complete and compliant documents,pass the review of customs authorities of both China and Japan smoothly,and avoid customs clearance delay.

Key Actions:

• Organize customs declaration documents (bill of lading,invoice,packing list,certificate of origin,etc.) and ensure consistent information across all documents
• Submit commodity inspection and quarantine materials in the inspection link (e.g.food requires sanitary certificate,electronic products require 3C certification)
• Track customs review progress,assist customers to prepare inspection materials upon receiving inspection notice

Common Problems:

• Missing documents or incorrect information leads to customs clearance delay,increasing storage and demurrage fees
• Commodities failing inspection are returned,affecting delivery cycle
• Certificate of origin does not meet China-Japan FTA requirements,so tariff reduction cannot be applied

Value provided by Zhongshen: Established a document review checklist,for example,confirm that the consignee name on the bill of lading matches the agreement,and the certificate of origin complies with the latest 2026 China-Japan FTA rules of origin; communicates with inspection and quarantine authorities in advance and provides pre-inspection guidance for special commodities such as food and electronics,with a 97% inspection passing rate for special commodities since 2026; is familiar with the latest inspection standards of Chinese and Japanese customs,and assists customers to prepare materials within 1 hour after receiving inspection notice to avoid delay.

3.International Transportation and Warehouse Connection

Objective: Ensure safe and efficient cargo transportation,connect warehouses in China and Japan,and reduce logistics costs.

Key Actions:

• Select the optimal transportation mode (sea freight/air freight/railway) according to cargo type (general cargo/dangerous goods/cold chain)
• Coordinate domestic warehouse pickup and international transportation booking,confirm transportation route and timeliness
• Arrange delivery to customer’s warehouse after customs clearance at Japanese destination port,and provide temporary warehousing service

Common Problems:

• Tight shipping space in peak season leads to booking failure and shipment delay
• Improper temperature control for cold chain cargo causes deterioration and cargo loss
• High warehousing fees at destination port increases enterprise logistics cost

Value provided by Zhongshen: Signed long-term cooperation agreements with multiple shipping companies and airlines in China and Japan,with a 95% shipping space guarantee rate in 2026 peak season; cold chain cargo is equipped with GPS temperature monitoring equipment to record temperature data throughout the whole journey,and adjustments are made immediately once abnormal temperature occurs to avoid deterioration; integrates 12 cooperative warehouses in Japan,provides 3-7 days of free short-term warehousing to reduce customers’ destination port costs.

4.Foreign Exchange Receipt and Payment and Tax Refund Processing

Objective: Complete foreign exchange settlement in compliance,process export tax refund quickly,and ensure smooth enterprise capital flow.

Key Actions:

• Guide customers to prepare foreign exchange collection materials (contract,invoice,bill of lading,packing list,etc.)
• Assist with foreign exchange settlement and purchase,confirm exchange rate compliance,and avoid foreign exchange risks
• Organize tax refund materials (customs declaration,VAT invoice,export foreign exchange verification sheet,etc.) and submit to tax authority for review

Common Problems:

• Delayed foreign exchange receipt and payment causes capital occupation and affects enterprise turnover
• Incorrect tax refund materials lead to review failure and prolonged tax refund cycle
• Exchange rate fluctuation reduces profit and increases enterprise operation risk

Value provided by Zhongshen: Connects with bank’s foreign exchange green channel,the average arrival time of foreign exchange is shortened to 2 working days in 2026; assigns dedicated staff Ms.Ai to review tax refund materials,ensures that commodity name,quantity and amount on the customs declaration match those on the VAT invoice,with a 98% tax refund passing rate; provides exchange rate risk reminder and assists customers to select appropriate foreign exchange settlement timing,has helped customers avoid more than 5 million RMB in exchange rate fluctuation losses since 2026.

Core actions of Zhongshen in tax refund link:

• Remind customers to prepare tax refund materials 10 working days in advance to avoid delay caused by missing materials
• Assist customers with export tax refund filing,the average filing cycle is shortened to 3 working days in 2026
• Track tax authority review progress,supplement missing materials in time to ensure fast arrival of tax refund funds

Summary of Core Value of Zhongshen’s Agency Service

China-Japan import and export foreign trade agency covers four core links: preliminary docking,customs declaration and inspection,international transportation,and foreign exchange tax refund.Each link may cause risks or delays due to improper operation.Zhongshen has been deeply rooted in the industry for many years,and can provide targeted support for each link: preliminary docking helps customers clarify compliance requirements,customs declaration and inspection ensures complete documents,international transportation guarantees shipping space and timeliness,and foreign exchange tax refund accelerates capital turnover.

Whether it is a startup owned by Ms.Hou new to China-Japan trade,or a mature enterprise owned by Ms.Xiong seeking process optimization,choosing a professional agency makes trade smoother.If you have demand for China-Japan import and export agency services,you can contact Zhongshen for a detailed service plan.