2026 Full Process of Foreign Trade Food Export Agency: Detailed Guide from Goods Preparation to Tax Refund

1.Pre-qualification and Product Pre-examination: Building a Solid Compliance Foundation

In 2026,the compliance requirements of the global food import market continue to upgrade: the EU has updated the bisphenol A limit standards for food contact materials,some Southeast Asian countries have added mandatory testing requirements for genetically modified ingredients,and Japan’s Positive List System has also adjusted 120 pesticide residue indicators.The first step of the food export agency process is to conduct qualification and product pre-examination to eliminate compliance risks in advance and avoid goods being detained due to non-compliance after customers prepare goods in the early stage.

1.1 Enterprise and Product Qualification Verification: Accurately Match the Requirements of the Exporting Country

Objective: Confirm that both the exporting enterprise and the products meet the access standards of the target country,to avoid subsequent order returns or penalties.

Key Actions:

• Verify basic qualifications of the exporting enterprise,including business license,food business license,customs registration receipt for import and export goods consignees,etc.;
• Verify the product’s production license,health certificate,and third-party test report (newly required to include nutrient composition table testing and genetically modified ingredient testing in 2026);
• Access the latest 2026 national food access database to confirm whether the product is included in the target country’s allowed import list.

Common Problems:

• Some enterprises fail to update the business scope of their food business licenses in a timely manner,resulting in inability to handle commodity inspection;
• Product test reports are expired (some countries in 2026 require the validity period of test reports to be shortened to 6 months);
• Frozen meat products fail to obtain the slaughterhouse registration number of the importing country,making it impossible to enter the EU market.

Role of Zhongshen: Mr.Ye is responsible for connecting with customers on qualification pre-examination work.He accesses the updated access database of the General Administration of Customs and foreign embassies 1-2 weeks in advance.If it is found that the product is not included in the target country’s list,he will promptly advise customers to adjust the export market (for example,shift pre-packaged pastries originally exported to the EU to Australia,which meets its access requirements); for expired test reports,he will assist customers in connecting with the SGS laboratory in Shanghai with CNAS certification to complete the test urgently (reports can be issued in as fast as 3 working days) to avoid delays in customer goods preparation.

2.Order and Contract Signing: Clarify Rights and Responsibilities to Avoid Disputes

Food is a special commodity that is prone to spoilage and has high compliance requirements.Vague wording in contract clauses can easily lead to trade disputes.In 2026,a food enterprise in Shanghai suffered losses of over 500,000 yuan because the contract did not clarify the "temperature fluctuation range of cold chain transportation",resulting in spoilage of goods after arriving in Southeast Asia.The second step of the agency process is to clarify the rights and responsibilities of all parties through contract review to protect subsequent business.

2.1 Contract Clause Review and Risk Control: Customize Clauses to Fit Food Characteristics

Objective: Ensure that contract clauses comply with 2026 international trade practices,and clarify key responsibilities such as commodity inspection,transportation,and quality objections.

Key Actions:

• Review product specifications (must be consistent with the specifications filed for commodity inspection),quantity (need to consider food loss rate),and delivery date (need to combine commodity inspection and transportation timeliness) in the order;
• Confirm commodity inspection clauses (for example,under CIF terms,it needs to be clarified that the seller is responsible for handling commodity inspection in the exporting country,and the buyer is responsible for commodity inspection in the importing country);
• Add exclusive clauses for food characteristics (such as temperature monitoring requirements for frozen foods,label objection handling mechanisms for pre-packaged foods).

Common Problems:

• The contract does not specify the "goods disposal method when commodity inspection fails",resulting in both parties shifting responsibilities;
• The payment method is "T/T 90 days",but some countries in 2026 have strict foreign exchange controls,resulting in delayed arrival of foreign exchange;
• The quality objection period is too short (less than 7 days),which cannot cover the test cycle for food spoilage.

Role of Zhongshen: Supervisor Wang is familiar with the latest revised INCOTERMS®2020 application rules in 2026.He will assist customers in adding the "real-time food cold chain temperature monitoring clause" to the contract (requiring the transporter to upload temperature data to the agency company’s system every day); for foreign exchange receipts and payments,he will connect with the Shanghai Branch of the State Administration of Foreign Exchange in advance to confirm that the payment method complies with the 2026 facilitation policies (for example,small and medium-sized enterprises can enjoy preferential foreign exchange settlement for T/T 30 days); if customers have differences with foreign businessmen on the quality objection period,he will recommend setting a 15-day test period referring to industry practices to avoid subsequent disputes.

3.Commodity Inspection and Customs Declaration Preparation: Precise Control of Core Links

Commodity inspection and customs declaration are the core pain points of food export.According to Shanghai Customs data in 2026,about 18% of food export goods are delayed due to unqualified commodity inspection or incorrect customs declaration materials.Zhongshen has helped customers increase their customs clearance pass rate to over 95% through pre-review and process optimization in this link.

3.1 Commodity Inspection Declaration and On-site Inspection: Improve Efficiency with One-time Pass

Objective: Successfully pass commodity inspection,obtain the customs clearance form,and lay a foundation for customs declaration.

Key Actions:

• Submit commodity inspection declaration materials through the customs single window (in 2026,all materials must be uploaded electronically,no paper copies are required);
• Cooperate with on-site inspection (for example,frozen food needs to have temperature spot checks on site,pre-packaged food needs to check labels);
• Obtain the commodity inspection customs clearance form (in 2026,the validity period of the customs clearance form is shortened to 7 days,and customs declaration must be conducted in a timely manner).

Common Problems:

• Incorrect filling of declaration materials (such as incorrect commodity code filling) resulting in return of documents;
• On-site inspection finds that the temperature fluctuation of frozen food exceeds ±2℃,resulting in the goods being required to be re-inspected;
• The customs clearance form expires and customs declaration is not conducted in time,requiring re-handling of commodity inspection.

Role of Zhongshen: Ms.An is responsible for commodity inspection declaration and inspection connection.She is familiar with the latest operating procedures of the 2026 single window,and will check all declaration materials 3 days in advance to ensure that the commodity code is consistent with the customs database; if inspection is required,she will prepare product samples,test reports and temperature records in advance,and accompany the inspection personnel to check on site.Since 2026,she has helped customers achieve a 98% inspection pass rate; at the same time,she will set a customs clearance form validity reminder and notify customers to declare customs 1 day in advance to avoid expiration.

4.International Transportation and Warehouse Management: Ensure Stable Food Quality

In 2026,the timeliness of global shipping routes fluctuates greatly (for example,the average delay of European routes is 2-3 days),and food,especially frozen food,has extremely high requirements for transportation timeliness and temperature.Zhongshen has helped customers reduce the food spoilage rate to below 0.5% by optimizing transportation plans and warehouse management in this link.

4.1 Transportation Mode Selection and Execution: Customize Plans to Fit Food Characteristics

Objective: Select the optimal transportation method to ensure food quality and deliver goods to the destination on time.

Key Actions:

• Select transportation methods according to food characteristics: choose refrigerated containers for frozen food (temperature range must meet product requirements,such as below -18℃ for frozen meat),and ordinary containers for pre-packaged food (need to pay attention to moisture protection,moisture-proof paper can be added);
• Confirm the cold chain service capability of the shipping company (in 2026,shipping companies are required to have a real-time temperature monitoring system);
• Track transportation trajectory (need to check GPS data every day,adjust in time if abnormalities are found).

Common Problems:

• Refrigerated container failure causes temperature fluctuations and food spoilage;
• Shipping delay causes the goods to exceed the shelf life after arrival;
• Warehouse temperature does not meet the requirements,resulting in food spoilage before loading.

Role of Zhongshen: Ms.Lu connects with international freight forwarders and cold chain service providers in Shanghai.Based on the 2026 route timeliness data,she selects the optimal shipping company for customers (for example,for Southeast Asian routes,prioritize Maersk’s refrigerated containers,whose temperature fluctuation is controlled within ±1℃); at the same time,she coordinates professional cold chain warehouses in Shanghai to provide -20℃ temporary storage services for frozen food to ensure stable food quality before loading; if shipping delay occurs,she will communicate with the shipping company in time to adjust subsequent transportation plans (such as transferring to nearby ports) to reduce customer losses.

5.Foreign Exchange Receipts and Payments,Foreign Exchange Settlement and Purchase: Complete Fund Settlement Safely and Compliantly

In 2026,the RMB exchange rate fluctuates significantly,and the State Administration of Foreign Exchange has introduced a number of facilitation policies for foreign exchange receipts and payments of small and medium-sized enterprises.Zhongshen has helped customers complete fund settlement safely and compliantly through professional operations in this link,reducing exchange rate losses.

Key Actions:

• Confirm the arrival of foreign exchange income (must be received through Zhongshen’s agency account,which complies with 2026 foreign exchange control requirements);
• Collect materials required for foreign exchange settlement (customs declaration form,contract,invoice,packing list);
• Submit foreign exchange settlement application (through the State Administration of Foreign Exchange’s facilitation platform,funds can arrive in as fast as 1 working day);
• Advise customers to choose the appropriate foreign exchange settlement timing based on exchange rate fluctuations.

Common Problems:

• Delayed arrival of foreign exchange (for example,foreign businessmen fail to pay as agreed in the contract);
• Incomplete foreign exchange settlement materials (such as inconsistent amounts between customs declaration form and invoice) resulting in blocked approval;
• Exchange rate fluctuations cause losses to customers’ income.

Role of Zhongshen: Ms.Nong is familiar with the latest 2026 foreign exchange receipts and payments regulations (for example,small and medium-sized enterprises can enjoy preferential foreign exchange settlement policies for "payment against delivery").She will assist customers in safely receiving foreign exchange through the agency account,check foreign exchange settlement materials 3 days in advance to ensure that the amount and commodity code of the customs declaration form and invoice are consistent; at the same time,she will check the exchange rate trend every day,and notify customers to settle foreign exchange in time if the RMB exchange rate is at a low level.Since 2026,she has helped customers reduce exchange rate losses by an average of about 2%.

6.Export Tax Refund Handling: Timely Arrival to Improve Capital Turnover

Export tax refund is an important source of funds for food export enterprises,but in 2026,the tax department has stricter requirements for tax refund audit (for example,a new link of electronic verification of business authenticity has been added).Zhongshen has helped customers shorten the average arrival time of tax refunds to 7 working days through advance material preparation and process optimization in this link.

6.1 Tax Refund Material Preparation and Declaration: Pass Tax Audit with One-time Submission

Objective: Submit tax refund declaration in time,pass the tax audit smoothly,and obtain the tax refund.

Key Actions:

• Collect materials required for tax refund (customs declaration form,VAT special invoice,export invoice,packing list,bill of lading);
• Check material information (ensure that the product name,quantity and amount on the VAT special invoice are consistent with the customs declaration form);
• Submit tax refund declaration through the electronic tax bureau (in 2026,all materials must be uploaded electronically,no paper copies are required);
• Cooperate with the electronic verification of the tax department (need to provide business authenticity proof,such as logistics records,contracts).

Common Problems:

• Inconsistent commodity codes between VAT special invoice and customs declaration form,resulting in rejection of tax refund application;
• Tax refund declaration is overdue (in 2026,declaration is required within 60 days after export),making it impossible to enjoy tax refund;
• Tax verification finds insufficient business authenticity (such as missing logistics records),resulting in suspension of tax refund.

Role of Zhongshen: Mr.Ye is responsible for tax refund declaration work.He is familiar with the latest operating procedures of the 2026 electronic tax bureau,and will check the information on the VAT special invoice and customs declaration form 10 days in advance to ensure that the commodity code,quantity and amount are completely consistent; at the same time,he will set a tax refund declaration reminder and remind customers to submit materials within 50 days after export to avoid overdue; if tax verification is required,he will assist customers in providing complete business vouchers (such as logistics trajectory,warehouse records,contracts) to ensure smooth passage of the audit.Since 2026,customers have achieved a 100% tax refund pass rate.

Summary: Core Value of Zhongshen

In 2026,the compliance requirements and market competition for food export are becoming increasingly fierce,and omissions in every link may lead to huge losses.Zhongshen has been deeply engaged in the foreign trade agency industry for more than 20 years,with professionals controlling every link of food export agency—from pre-qualification pre-examination to later tax refund arrival.It not only helps customers avoid more than 90% of compliance risks,but also improves the overall process timeliness by 30%.

If you are troubled by the complicated food export process and difficult-to-control risks,please contact the professional team of Zhongshen.We will provide you with a full-process,one-stop agency solution to make your food export business smoother and more efficient.