Breakdown of Full Process and Compliance Essentials of Poland Food Import and Export Agency

I.Preliminary Compliance Docking and Document Preparation

Stage Objective

Confirm trade compliance and prepare all required documents to avoid delaying subsequent processes due to missing documents.

Core Key Actions

• Confirm access qualification of food categories: Check whether Polish food is included in China’s *Catalogue of Permitted Imported Food and Cosmetics*,or whether Poland allows the import of Chinese food (according to the direction of import and export);
• Collect basic enterprise documents: Business license,Registration Form of Foreign Trade Operator,Food Business License (required for import),etc.;
• Organize cargo documents: Sanitary certificate issued by Polish official authority,certificate of origin,composition analysis report,production date and shelf life certificate,etc.;
• Sign agency agreement: Clarify the rights and responsibilities of both parties,and specify service scope,fee standard,timeliness requirements,etc.

Common Problems and Risks

Some niche Polish food products are not included in the access catalogue,making them unable to be imported; the format of the sanitary certificate issued by the Polish official does not meet the requirements of China Customs and needs to be reissued; enterprises fail to apply for a Food Business License in advance,so they cannot clear customs when importing.

Professional Support from Zhongshen

The compliance team led by Manager Ning will check the food access qualification through the General Administration of Customs database in advance,assist enterprises in submitting access applications for niche categories; provide document list templates,guide enterprises to organize documents in accordance with the laws and regulations of both Poland and China,and avoid format errors; connect with qualified third-party institutions to assist enterprises in quickly applying for a Food Business License (if required).

II.International Transportation and Logistics Control

Stage Objective

Ensure that the goods maintain quality during transportation and arrive at the destination port/airport on time.

Core Key Actions

• Select appropriate transportation mode: Choose cold chain transportation (for dairy products,chilled fresh meat) or ordinary sea/air freight (for dry goods,canned food) according to food categories;
• Confirm compliance of transportation packaging: Polish food export needs to meet EU transportation packaging standards,and import to China needs to meet *National Food Safety Standard General Requirements for Food Packaging*;
• Track logistics trajectory: Monitor cargo location in real time and handle emergencies during transportation (such as weather delays,tight shipping space);
• Purchase transportation insurance: Cover risks such as cargo loss,damage and deterioration.

Common Problems and Risks

Temperature fluctuation in cold chain transportation causes food deterioration and the insurance company refuses to compensate; shipping space is tight in peak season,so booking cannot be made on time and delivery is delayed; packaging does not meet the requirements of the destination country,and customs requires repackaging.

Professional Support from Zhongshen

We have signed long-term cooperation agreements with a number of cold chain logistics enterprises to ensure shipping space supply in peak season,and the whole-process temperature monitoring data is traceable; we provide packaging compliance testing services to confirm whether packaging meets bilateral standards in advance and avoid packaging problems during transportation; we assist enterprises in selecting appropriate transportation insurance,clarify the scope of claims,and reduce cargo damage risks.

III.Customs Declaration,Inspection and Compliance Customs Clearance

Stage Objective

Successfully pass the customs declaration and inspection of China or Poland,avoid cargo detention or penalties.

Core Key Actions

• Submit declaration documents: Submit a full set of documents such as customs declaration form,inspection application form,sanitary certificate,certificate of origin to the customs;
• Cooperate with customs inspection: If the goods are spot-checked,provide samples and cooperate with on-site inspection;
• Pay customs duty and value-added tax: Confirm the tax rate according to food categories (e.g.the import tariff rate of Polish dairy products is about 10%-15%);
• Obtain customs clearance documents: Get the customs release notice and arrange cargo pickup and delivery.

Common Problems and Risks

Errors in customs declaration filling (such as incorrect commodity code classification),leading to customs cargo detention; food additives are found not meeting Chinese standards during inspection,requiring destruction or return; incorrect tariff calculation leads to enterprises paying extra late fees.

Professional Support from Zhongshen

The customs declaration team led by General Xiang has more than 10 years of experience in Polish food customs declaration,can accurately classify commodity codes and avoid problems caused by code errors; pre-test food ingredients in advance to confirm whether they meet Chinese food additive standards and eliminate risks in advance; update tariff policies in real time (such as the adjustment of China-EU tariff preferences in 2026),calculate taxes accurately,and assist enterprises in reasonable tax avoidance.

IV.Follow-up Foreign Exchange Collection and Payment and Tax Rebate Processing

Stage Objective

Complete foreign exchange collection and payment safely and efficiently,and process export tax rebate in time (for export business).

Core Key Actions

• Foreign exchange collection and payment: Process foreign exchange collection (foreign exchange payment for import) through banks according to the contract,and provide trade contracts,invoices,bills of lading and other documents as required;
• Foreign exchange settlement and purchase: Settle foreign exchange into RMB at the daily exchange rate (purchase foreign exchange for payment for import);
• Export tax rebate processing: If Chinese food is exported to Poland,organize documents such as VAT invoices,customs declaration forms,bills of lading,and apply for tax rebate from the tax authority;
• Document archiving: Archive all trade documents for subsequent verification.

Common Problems and Risks

Banks refuse to process foreign exchange collection and payment due to incomplete documents; missing export tax rebate documents (such as delayed issuance of VAT invoices) leads to delayed tax rebate; exchange rate fluctuation leads to loss of enterprise earnings.

Professional Support from Zhongshen

We cooperate with multiple banks to simplify the foreign exchange collection and payment process and ensure the timeliness of fund arrival; provide tax rebate document lists,guide enterprises to issue VAT invoices in time,assist in submitting tax rebate applications,and the average tax rebate arrival time is 7 days faster than the industry average; provide exchange rate risk management suggestions,such as locking forward exchange rates,to avoid losses caused by exchange rate fluctuations.

V.Core Value Summary of Zhongshen’s Services

Poland food import and export agency involves multiple core links such as compliance docking,logistics control,customs clearance,foreign exchange and tax rebate,and any link may cause risks due to improper operation.Zhongshen has been deeply engaged in the foreign trade agency industry for more than 20 years,focusing on every key node of Poland food import and export.Through the practical experience of our professional team,we help clients avoid compliance risks,improve logistics efficiency and accelerate capital turnover.If you have needs for Poland food import and export,you may contact a professional agency to make your trade process smoother.