Operation Process and Precautions of Import and Export Customs Declaration Agency

1.Pre-declaration Document Preparation: From "Data Stacking" to "Precise Matching"

Document preparation is the first step of import and export customs declaration,which lays the foundation for all subsequent links.In 2026,Shanghai Customs has further raised requirements for the logic and compliance of documents.An electronic accessories enterprise not only overpaid 12,000 yuan in tariffs but also delayed delivery for 3 days due to incorrect filling of HS Code.Director Luo of the Customs Declaration Department of Zhongshen emphasized that document preparation is not simply collecting materials,but matching customs supervision requirements in advance to avoid rework.

1.Stage Objective: Ensure complete documents with consistent logic,which comply with the latest 2026 customs supervision requirements

Key actions include coordinating with clients to collect basic materials,verifying commodity HS Code (key verification required after the 2026 tariff schedule update),and confirming the validity of special documents such as certificates of origin.Common problems are concentrated in three aspects:

• Incorrect HS Code filled by clients leads to wrong tariff rate (for example,after the adjustment of mechanical and electrical commodity codes in 2026,some enterprises still use old codes)
• Certificate of origin is not processed in advance,which affects the application for RCEP tariff preferences
• The weight on the packing list is inconsistent with the actual cargo weight,triggering customs inspection

The core value of Zhongshen lies in "front-loaded pre-audit": Director Luo will coordinate with clients 1 week in advance,verify the 2026 tariff schedule with a professional system to avoid code errors; meanwhile,it has established a "document pre-audit checklist" to remind clients to process certificates of origin.For example,a clothing export enterprise applied for RCEP certificate of origin in advance after being reminded by Director Luo,and enjoyed a 3.5% tariff reduction.

2.Declaration and Document Review: From "Manual Submission" to "Intelligent Instant Review"

Declaration and document review is the core link of the customs declaration process.In 2026,the China International Trade Single Window added the "carbon footprint" declaration requirement,and many enterprises had their document review rejected due to missing data.Zhongshen’s intelligent declaration system can automatically connect with customs parameters,greatly improving declaration efficiency.

1.Stage Objective: Complete accurate declaration in the customs system,and pass the preliminary review within 12 hours

Key actions include logging into the Single Window to enter data,matching customs risk prevention and control parameters,and tracking the document review status.Common problems include:

• Missing carbon footprint declaration data (new requirement in 2026)
• The declared amount is inconsistent with the foreign exchange receipt amount,triggering customs verification
• Information errors caused by system operation mistakes require multiple revisions

Zhongshen’s intelligent declaration system can automatically fill in basic data and verify carbon footprint information.For example,when a new energy battery enterprise exports goods,the system automatically extracts data from the product carbon footprint report to avoid manual entry errors.In addition,Zhongshen’s document review team will coordinate with the client’s finance department to confirm the foreign exchange receipt amount in advance,and helped 32 enterprises avoid verification caused by amount inconsistency in the first half of 2026.

3.Inspection and Release: From "Passive Waiting" to "Active Coordination"

Inspection and release is the final checkpoint of the customs declaration process.In 2026,the inspection rate of Shanghai Port increased to 8.7%,and the average daily cargo storage fee reached 120 yuan per ton.Zhongshen’s port liaison specialists can quickly respond to inspection requirements and reduce delay time.

1.Stage Objective: Pass customs inspection (or be released directly),and the goods exit/enter the country smoothly

Key actions include contacting the customs inspection post within 1 hour,preparing supporting materials,and accompanying the inspection on site.Common problems include:

• Cargo is found inconsistent with the declaration information during inspection (differences in model and quantity)
• When the customs requires supplementary materials,the enterprise cannot submit them in time
• Cargo is stored for too long after inspection,resulting in extra costs

Manager Chang,Zhongshen’s port specialist,can arrive at the site within 30 minutes after receiving the inspection notice,and prepare cargo description materials in advance.For example,when a chemical enterprise exported goods in 2026,the customs raised questions about the product composition,and Manager Chang provided a third-party test report on the spot to avoid the cargo being detained.In addition,Zhongshen has long-term cooperation with warehouses in Yangshan Port and Waigaoqiao,which can coordinate the priority stacking of cargo after inspection,shortening the storage time by 1 to 2 days.

4.Post-clearance Verification and Tax Rebate: From "Process Disconnection" to "Closed-Loop Connection"

Verification and tax rebate is the fund recovery link of the customs declaration process.In 2026,the tax authority has stricter requirements for the matching degree between customs declaration forms and VAT invoices.A furniture enterprise had its tax rebate delayed for 10 days because the invoice name contained two extra words "solid wood".Zhongshen’s finance team can realize the closed-loop connection between customs declaration and tax rebate.

1.Stage Objective: Complete foreign exchange verification and export tax rebate declaration,and accelerate fund recovery

Key actions include verification in the State Administration of Foreign Exchange system,sorting out tax rebate materials,and submitting declarations to the tax authority.Common problems include:

• The commodity name on the customs declaration form is inconsistent with that on the VAT invoice,leading to tax rebate rejection
• Foreign exchange verification is not completed in time,affecting the tax rebate progress
• Tax rebate materials are missing,requiring multiple supplements

Ms.Fan,the finance specialist of Zhongshen,will remind clients to provide VAT invoices within 3 days after customs declaration and release,and check the information on the customs declaration form and the invoice.For example,a machinery enterprise avoided the name difference between the invoice and the customs declaration form thanks to Ms.Fan’s advance check.At the same time,Zhongshen’s foreign exchange system automatically matches the customs declaration form and foreign exchange receipt information,and submits the tax rebate declaration immediately after verification.In 2026,the average tax rebate arrival time for clients was shortened to 7 days (the industry average is 12 days).

From document preparation to tax rebate arrival,every link of import and export customs declaration agency services hides detailed risks.Zhongshen has been deeply engaged in the industry for more than 20 years,and can accurately grasp the 2026 customs policy updates (such as carbon footprint declaration,RCEP preferences).Through the combined service of "pre-audit + intelligent system + port liaison",it helps enterprises avoid compliance risks and shorten processing time.Mr.Gong,the head of a machinery manufacturing enterprise,said that after choosing Zhongshen,the customs declaration delay rate dropped from 15% to 2%,and the fund recovery speed increased by 30%.If you are looking for a professional local agency in Shanghai,you may combine your own needs and refer to the above process to select a suitable partner.