---
title: "Comprehensive Analysis of Customs Declaration Document Process for Import Agency - Zhongshen Trading China"
description: "In 2026，the volume of imported goods at Shanghai Port increased by 8% year-on-year，but customs clearance delays caused by incomplete or incorrect documents still accounted for 12%. Import customs declaration documents are the core "passport" for smooth entry of goods. Many enterprises spend 3-5 extra days on customs clearance due to unclear processes. Manager Mou from Zhongshen pointed out that sorting out a clear document process is the key to reducing import costs. This article will..."
url: "https://www.sh-zhongshen.com/en/documentary-knowledge/customs-clearance-document-process-for-import-agency.html"
language: "en"
type: "Article"
category: "Basics of Trade Documentation"
datePublished: "2026-07-14"
dateModified: "2026-07-14"
brand: "Zhongshen Trading China"
image: "https://cndpic.sh-zhongshen.com/uploads/tradepics/bPQaV2RJgL1yk.webp"
---

# Comprehensive Analysis of Customs Declaration Document Process for Import Agency

Customs declaration documents are the core "passport" for smooth entry of imported goods.In 2026,the volume of imported goods at Shanghai Port increased by 8% year-on-year,but customs clearance delays caused by incomplete or incorrect documents still accounted for 12%.Many enterprises spend 3-5 extra days on customs clearance due to unclear processes,and may also incur additional costs such as demurrage fees and fines.As a foreign trade agency with over 20 years of industry experience,Zhongshen has noticed that Mr.Liang’s company once suffered a 7-day customs clearance delay for imported food due to incorrect information on the certificate of origin,resulting in a demurrage fee of over 2,000 yuan.This article will systematically sort out the core processes of customs declaration documents for import agency,and explain the key actions of each link with practical cases.

## 1.Pre-document Preparation Stage: Lay a Solid Foundation for Customs Clearance

![Mr. Liang's Pitfall Avoidance Guide for Import Customs Declaration Documents](https://cndpic.sh-zhongshen.com/uploads/tradepics/bPQaV2RJgL1yk.webp)

### 1.1 Stage Objectives

10-15 days before the goods arrive at the port,collect all basic documents that meet customs requirements,ensure information consistency,and lay a solid foundation for subsequent declaration.

### 1.2 Key Actions and Document List

- Obtain original documents from foreign suppliers: Commercial invoice (must include goods name,quantity,unit price,total price,trade terms),packing list (must indicate gross weight,net weight,volume,packaging method of the goods),bill of lading (sea/air freight,confirm whether it is an original bill of lading or telex release bill of lading),certificate of origin (if preferential tariffs are to be enjoyed,provide certificates such as FORME/F/A),copy of contract (must clarify transaction terms)
- Qualification documents provided by domestic enterprises: Copy of business license (must be within valid period),record form for foreign trade operators,import license (if required,for special goods such as food,medical devices,dangerous goods,etc.)
- Assistance from Zhongshen: Check the consistency of document information (e.g.whether the goods name and quantity on the invoice match those on the packing list),remind enterprises to supplement special documents (e.g.health certificate and Chinese label record form for imported food)

### 1.3 Common Problems and Solutions

Common Problem 1: The foreign supplier provides a telex release bill of lading but fails to notify in time,resulting in inability to pick up the goods domestically;

Common Problem 2: Import food enterprises forget to apply for Chinese label record,and the goods are detained by customs after arriving at the port because the labels do not meet GB standards;

Zhongshen’s Solutions: Remind customers to confirm the type of bill of lading 3 days in advance,and provide a telex release letter of guarantee if it is a telex release bill of lading; Establish a Chinese label pre-review mechanism for imported food customers,review the label content (e.g.whether the ingredient list and nutrition composition table meet GB 7718 standards) during the document preparation stage,to avoid delays caused by label issues after the goods arrive at the port.

![Zhongshen Explains Customs Declaration Document Process for Import Agency in 2026](https://cndpic.sh-zhongshen.com/uploads/tradepics/BPxSyDOFWbi6Z.webp)

## 2.Document Review and Declaration Stage: Precisely Control Declaration Details

### 2.1 Stage Objectives

Within 3 days after the goods arrive at the port,submit the documents accurately through the Customs Declaration System (QP System),obtain the declaration receipt,and avoid being rejected due to declaration errors.

### 2.2 Key Actions and Zhongshen’s Role

- Pre-declaration document review: Supervisor Ge’s team at Zhongshen will check three core points: whether the goods name matches the HS code (e.g.for electronic components,confirm whether they are integrated circuits),whether the declared value is consistent with the market situation (e.g.the reference price range for chip imports in 2026),and whether the certificate of origin matches the origin of the goods
- System declaration: Submit electronic documents through the QP System,and upload scanned copies of paper documents (must be clearly legible)
- Customs receipt processing: If the declaration is rejected (e.g.incorrect HS code classification),Zhongshen will feedback the problem within 1 hour,and assist customers to adjust and re-declare

### 2.3 Common Problems and Data Comparison

| Problem Type | Consequences of Enterprise Self-handling | Zhongshen’s Handling Solution |
| --- | --- | --- |
| Incorrect HS Code Classification | Customs clearance delay of 5-7 days,possible fine of 1%-5% of the goods value | Rely on the 20-year industry database to check HS codes for over 100 goods,with an accuracy rate of 99.5%; adjust and re-declare within 1 hour if there is an error |
| Declared Value Lower than Customs Reference Price | Customs valuation takes 3-5 days,increasing demurrage fees (approximately 100-200 yuan/TEU per day) | Provide the 2026 customs reference price list in advance to ensure the declared value is within a reasonable range; assist in providing third-party inspection reports for verification during valuation |

## 3.Customs Inspection and Release Stage: Rapidly Respond to Inspection Requirements

### 3.1 Stage Objectives

Cooperate with customs inspection (written inspection/on-site inspection),obtain the release notice smoothly,and avoid delays caused by failure to cooperate with inspection.

### 3.2 Key Actions and Zhongshen’s Role

- Inspection preparation: Zhongshen assists in organizing supplementary documents required for inspection (e.g.goods instructions,quality inspection reports),and arranges a dedicated person to accompany the inspection (inspection time needs to be reserved in advance)
- Inspection cooperation: If the on-site inspection finds that the goods name does not match the documents,Zhongshen will immediately communicate with the customs,explain the situation,and assist in supplementing supporting materials (e.g.model change instructions issued by the supplier)
- Release confirmation: After obtaining the release notice,notify the yard to arrange pickup,and synchronize the release information to the customer (e.g.pickup time,yard address)

### 3.3 Common Case Analysis

Case: Mr.Ding’s company imported a batch of electronic components.During the on-site customs inspection,it was found that the model of some components did not match the documents (the supplier made a mistake during shipment).Zhongshen immediately contacted the supplier to obtain the model change certificate,explained the shipping mistake to the customs and provided logistics tracking records.Finally,the release was completed with only a 1-day delay,avoiding demurrage fees (approximately 1,500 yuan).

## 4.Post-release Document Archiving and Settlement Stage: Improve Closed-loop Management

### 4.1 Stage Objectives

Within 7 days after release,archive all documents,complete import foreign exchange payment and tax settlement,and ensure smooth financial processes for enterprises.

### 4.2 Key Actions and Zhongshen’s Role

- Document archiving: Zhongshen organizes all customs declaration documents (declaration form,release form,tax form,certificate of origin,etc.) into a bound volume,and provides electronic archives (PDF format) and paper archives (two copies) for enterprises to facilitate subsequent audits or other business handling
- Tax settlement: Assist enterprises to check the amount of import tariffs,value-added tax,and consumption tax (e.g.import tariffs for some chips will be reduced to 0% in 2026),and provide tax details; if enterprises need to defer payment,Zhongshen can assist in applying for tariff deferment (must meet the conditions of General Administration of Customs Announcement No.12 of 2026)
- Foreign exchange payment assistance: Provide the payment proof copy of the customs declaration form required for foreign exchange payment,and assist enterprises to complete foreign exchange payment (need to confirm whether the foreign exchange quota is sufficient)

### 4.3 Common Problems and Solutions

Common Problem: Enterprise financial staff do not know how to use the payment proof copy of the customs declaration form,resulting in delayed payment (affecting supplier collection);

Zhongshen’s Solutions: Provide step-by-step payment process guidance,and arrange Manager Mou’s team to provide one-on-one guidance for financial staff to ensure payment is completed within 3 days.

The process of customs declaration documents for import agency involves 4 core links,and any detail error may lead to customs clearance delay or additional costs.As a company with over 20 years of industry experience,Zhongshen can provide precise support for customers in each link: pre-review in the early stage to avoid document errors,ensure accuracy in the declaration stage,respond quickly during inspection,and improve closed-loop management to make enterprises worry-free.The volume of imported goods at Shanghai Port continues to grow in 2026,and choosing a professional foreign trade agency is the key for enterprises to improve import efficiency.

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