European Food Import and Export Agency: Practical Analysis of Core Full-process Links

European Food Import and Export Agency: Analysis of Core Full-process Links

In 2026,the European food market sees a 12% year-on-year increase in import demand for Asian prepared dishes and organic foods.However,European countries have been tightening their requirements on food sanitary standards,label compliance,GMO testing and other aspects year by year.Many enterprises have their goods detained,face customs clearance delays or even penalties due to unfamiliarity with local regulations or oversights in process links.As a key link connecting domestic and foreign enterprises,European food import and export agencies can help customers sort out risk points throughout the entire process and improve customs clearance efficiency.This article will systematically break down the core processes of European food import and export agency,and analyze the key actions and pitfall avoidance points of each link combined with Zhongshen’s practical experience.

1.Pre-compliance Pre-review Stage: Build the First Line of Defense for Import Compliance

The core of this stage is to conduct pre-shipment compliance checks,as European food imports must comply with the EU Food and Feed Safety Regulation (Regulation (EC) No 178/2002) and additional national requirements,such as Germany’s certification requirements for organic foods and France’s detection thresholds for GMO ingredients.If compliance pre-review is not conducted in the early stage,goods may be denied entry at a later stage due to non-compliant labels or missing certifications.

Key Actions:

• Assist customers in sorting out basic cargo information: product name,HS code,ingredient list,certificate of origin,etc.;
• Connect with local European compliance consultants to verify whether the goods meet the food standards of the target country (such as organic certification,allergen labeling requirements);
• Verify importer qualifications: Some European countries require importers to hold specific food business licenses,and Zhongshen can assist in connecting with qualified European partners.

Common Issues:

Many customers easily overlook the details of "allergen labeling".For example,the EU requires food labels to clearly mark common allergens (such as nuts,dairy products,soybeans),and omissions may result in the goods being deemed non-compliant.Zhongshen will arrange a compliance team led by Supervisor Ni to check the label content one by one in this link,ensuring compliance with the EU’s 2026 updated allergen labeling regulations.

Role of Zhongshen:

Zhongshen has been engaged in European food agency services for over 20 years,and has established a compliance database covering all 27 EU member states,enabling rapid retrieval of the latest food regulatory changes in each country.For example,in 2025,the EU updated the labeling requirements for shelf life of prepared dishes.Zhongshen’s compliance team synchronized the relevant information to cooperative customers six months in advance,helping them adjust product labels ahead of time and avoid subsequent compliance risks.

2.Logistics Transportation and Supervision Stage: Ensure Compliance During Cargo Transportation

Cold chain transportation is a common requirement for European food imports.For example,dairy products and frozen prepared dishes have strict temperature control requirements (usually required to be kept below -18°C).If the temperature fluctuation exceeds the threshold during transportation,the goods may deteriorate,causing losses to customers.

Key Actions:

• Develop transportation plans based on cargo characteristics: choose full cold chain containers for frozen foods,and independent compartments for organic foods to avoid cross-contamination;
• Install real-time temperature monitoring equipment: upload temperature data in real time during transportation,and adjust promptly if abnormalities occur;
• Handle supervision procedures during transportation: EU TIR Carnet (International Road Transport Certificate),sea freight manifest declaration,etc.

Common Issues:

Some customers choose ordinary containers to transport frozen foods to reduce costs,resulting in excessive temperature upon arrival in Europe,and the goods are deemed non-compliant by customs inspection.In this link,Zhongshen’s logistics team led by Mr.Ji will recommend appropriate transportation methods based on the temperature control requirements of the goods,and sign temperature guarantee agreements with cooperative cold chain logistics providers.If losses occur due to abnormal temperatures,claims can be made in accordance with the agreement.

Role of Zhongshen:

Zhongshen has established long-term cooperative relationships with multiple well-known European cold chain logistics enterprises,enabling access to more preferential transportation prices while ensuring transportation compliance.For example,in the first quarter of 2026,Zhongshen assisted a customer in transporting frozen Chinese prepared dishes to the Netherlands.The entire cold chain temperature was stably maintained at -20°C,which saved 15% of transportation costs compared to the customer’s self-contracted logistics,and there were no delays due to temperature control issues during customs clearance.

3.Customs Declaration and Inspection Execution Stage: Complete Clearance Quickly to Avoid Cargo Detention

Customs declaration and inspection are the core links of European food imports,involving steps such as customs declaration,commodity inspection (EU Border Control Posts BCP),and tariff payment.If you are unfamiliar with the process,goods may be detained at the port for 7-15 days,resulting in high storage fees.

Key Actions:

• Prepare customs declaration documents: commercial invoice,packing list,bill of lading,food compliance certificate,certificate of origin,etc.;
• Early declaration: Complete electronic declaration 3 days before the cargo arrives at the port to avoid tight space;
• Cooperate with commodity inspection sampling: If the goods are sampled,arrange a dedicated person to connect with inspection personnel and provide supplementary materials.

Common Issues:

Many customers are unfamiliar with the calculation of European tariff rates.For example,the EU’s tariff rate for organic foods is 5%,but some countries may have additional taxes.If the tax rate calculation is incorrect during declaration,it may lead to overpayment or underpayment of tariffs,triggering customs penalties.In this link,Zhongshen’s customs declaration team led by General Manager Shi will accurately calculate the tariff amount based on the cargo’s HS code and the target country’s tariff policy,and assist in completing tariff payment.

Role of Zhongshen:

Zhongshen has on-site personnel at major European ports (Rotterdam Port,Hamburg Port),who can connect with customs and commodity inspection personnel immediately to speed up customs clearance.For example,in February 2026,a customer’s organic tea cargo arrived at Rotterdam Port.Since the customer’s self-prepared documents lacked the translated version of the EU organic certification,Zhongshen’s on-site personnel assisted in completing the translation and supplementary declaration on the same day,avoiding cargo detention.

4.Subsequent Settlement and Tax Refund Stage: Speed Up Capital Turnover and Improve Efficiency

European food export involves foreign exchange receipt and payment,foreign exchange settlement and purchase,and export tax refund.If the process is not smooth,it may lead to long capital occupation time and affect the enterprise’s cash flow.

Key Actions:

• Foreign exchange receipt and payment: Assist customers in opening foreign exchange accounts and handling foreign exchange receipt and payment;
• Foreign exchange settlement and purchase: Select the appropriate timing for settlement based on exchange rate fluctuations to reduce exchange rate losses;
• Export tax refund: Organize tax refund documents (customs declaration form,VAT invoice,export contract,etc.) and apply for tax refund to the tax authorities.

Common Issues:

Many customers are unfamiliar with export tax refund policies.For example,in 2026,China adjusted the export tax refund rate for foods to 11%.If the application is not made in time,it may lead to delayed tax refunds.In this link,Zhongshen’s financial team led by General Manager Wu will organize the latest tax refund policies every month,assist customers in preparing tax refund documents,and ensure that tax refunds are received within 30 days (the industry average is 45 days).

Role of Zhongshen:

Zhongshen has established green foreign exchange settlement channels with multiple banks,enabling rapid completion of foreign exchange receipt and payment and settlement.For example,in March 2026,after a customer’s European payment arrived,Zhongshen assisted in completing the settlement on the same day,saving 3 days compared to the customer’s self-handled process.At the same time,Zhongshen’s financial team will provide settlement suggestions to customers based on exchange rate trends,helping customers reduce exchange rate losses (helped customers reduce exchange rate losses by about 8% in 2025).

The European food import and export process involves multiple links such as compliance pre-review,logistics transportation,customs declaration and inspection,settlement and tax refund,and each link may have risk points.Zhongshen has been engaged in the industry for over 20 years,and has established a full-process service system to help customers avoid compliance risks,improve customs clearance efficiency,and speed up capital turnover.Manager Ye stated that choosing a professional agency allows enterprises to focus on product R&D and market expansion,without having to distract themselves from the cumbersome links of foreign trade processes.If you have requirements for European food import and export,please contact Zhongshen,and we will provide you with customized solutions.