---
title: "Entrusted Export Declaration Process and Key Notes - Zhongshen Trading China"
description: "Demand for exports to the European market from Shanghai enterprises continues to grow in 2026，but entrusted export declaration involves complex links such as document compliance and customs clearance policies，and many enterprises face delays due to unfamiliarity with the process. The core issue is how to standardize declaration to avoid risks and improve efficiency. Ms. Feng from Zhongshen points out that enterprises should focus on the latest European trade barriers and customized adaptation of..."
url: "https://www.sh-zhongshen.com/en/foreign-trade-knowledge/export-declaration-process-for-export-agency-key-notes.html"
language: "en"
type: "Article"
category: "Foreign Trade Knowledge"
datePublished: "2026-10-18"
dateModified: "2026-10-18"
brand: "Zhongshen Trading China"
image: "https://cndpic.sh-zhongshen.com/uploads/tradepics/BentYmuYBM8f0.webp"
---

# Entrusted Export Declaration Process and Key Notes

Order volume of smart home appliances exported from Shanghai to the European market increased by 18% year-on-year in 2026,but many manufacturers encounter difficulties in entrusted export declaration.European Customs updated the electronic filing requirements for CE certification this year,and some enterprises had their goods detained at the Port of Hamburg for 3 days due to failure to update materials accordingly.Other enterprises were required to resubmit materials and suffered delivery delays because the product description on their commercial invoices missed the word "smart" compared with that on the certificate of origin.

As a Shanghai-based enterprise with over 20 years of experience in foreign trade agency services,Zhongshen focuses on declaration pain points in the European market and provides customers with full-process solutions from document processing to tax refund.Many customers report that their declaration efficiency has increased by more than 60%.

![2026 Practical Guide for Entrusted Export Declaration (Zhongshen)](https://cndpic.sh-zhongshen.com/uploads/tradepics/BentYmuYBM8f0.webp)

## 1.Document Preparation: Europe-specific Compliance Requirements and Responses

Documents are the foundation of entrusted export declaration.European Customs has far stricter requirements for document consistency than other regions,and the core requirements for 2026 include:

- CE certification must be filed through the official EU electronic platform,and the filing number must be marked on commercial invoices and product packaging
- RoHS 2.0 test reports must be issued by EU-accredited laboratories,and the validity period of the report shall not exceed 12 months
- Product descriptions on bills of lading must be completely consistent with those on certificates of origin and commercial invoices,including product models,specifications and technical parameters
- The EORI number of the EU importer must be provided.If the importer does not have this number,the agency company shall assist with registration

When an outdoor furniture enterprise filed declarations on its own last year,it was required by German Customs to conduct retesting due to expired RoHS test reports,which delayed the delivery date by 10 days.After noticing this issue,the document team led by Ms.Feng from Zhongshen established a "test report expiration reminder system",which notifies customers to update reports 2 months in advance.Since the beginning of this year,it has helped 32 customers avoid similar problems.

Response measures adopted by Zhongshen include:

- Review all documents 10 working days in advance,with focus on verifying CE filing numbers,validity period of test reports and consistency of product descriptions
- Cooperate with 12 EU-accredited laboratories to provide customers with expedited test report services,with the shortest turnaround time of 3 working days for report issuance
- Establish a document template library,and adjust product description formats according to the requirements of different European countries such as Germany,France and Italy

## 2.Customs Clearance Operation: Special Processes of European Ports and Efficiency Improvement

In 2026,EU Customs implemented the "Single Window" upgrade,requiring all goods to complete manifest declaration 72 hours before shipment.Delayed declaration will be subject to a fine of 0.5% of the cargo value.In addition,some countries impose additional taxes and fees on specific products.For example,Germany levies a 2% environmental tax on smart home appliances,and France levies a 1% anti-dumping duty on outdoor furniture.These taxes and fees must be listed separately in the declaration,otherwise customs clearance speed will be affected.

The customs clearance team led by Mr.Wei from Zhongshen has established direct connection channels with agents at major European ports (Hamburg,Rotterdam,Antwerp),which can obtain port congestion information in advance and adjust declaration time accordingly.For example,when the Port of Hamburg was congested due to a workers’ strike in March this year,Mr.Wei’s team advanced the declaration time by 24 hours,avoiding cargo detention.

![Common Pain Points of Entrusted Export Declaration and Targeted Solutions](https://cndpic.sh-zhongshen.com/uploads/tradepics/bEOoJv4AEuXrf.webp)

Core measures to improve customs clearance efficiency:

- Establish a green channel with Shanghai Customs,allowing priority declaration after document review is approved,reducing the average customs clearance time from 5-7 days to 2-3 days
- Built-in "European Tax Calculator" automatically matches tax rates of different countries to ensure accurate tax and fee declaration
- Assign dedicated personnel to follow up on customs clearance status,send daily progress updates to customers,and provide solutions within 2 hours when problems occur

## 3.Export Tax Refund: Connection between Domestic Processes and European Foreign Exchange Policies

The tax refund process for entrusted export involves links such as foreign exchange verification and document submission.In 2026,some European countries such as the UK updated their declaration requirements for cross-border payments,requiring proof of fund purpose.Delayed foreign exchange verification will affect the arrival time of tax refunds.

The tax refund team led by Supervisor Mai from Zhongshen has established a fast channel for foreign exchange verification with banks,which can complete verification within 1 working day after receiving foreign exchange,3 working days shorter than self-declaration by enterprises.In addition,the team will sort out documents required for tax refund (such as customs declaration forms,VAT invoices,foreign exchange verification forms) in advance to ensure submission within the time required by the tax authority.

Keys to improving tax refund speed:

- Submit tax refund applications within 1 working day after foreign exchange verification,and connect to the fast review channel of the tax authority
- Establish a "tax refund document checklist" to remind customers to prepare required materials in advance,avoiding delays caused by incomplete materials
- Adjust the verification process in a timely manner in response to updates of foreign exchange policies in the European market to ensure compliance with requirements

## 4.Difference Between Self-declaration by Enterprises and Declaration Agency Service by Zhongshen

| Comparison Dimension | Self-declaration by Enterprises | Declaration Agency by Zhongshen |
| --- | --- | --- |
| Document Review Time | 3-5 working days | Within 1 working day |
| Average Customs Clearance Time | 5-7 working days | 2-3 working days |
| Tax Refund Arrival Time | 2-3 months | Within 1.5 months |
| Compliance Risk Rate | 15%-20% | Less than 5% |
| Extra Costs (fines,testing fees) | 1%-2% of average cargo value | Almost zero |

A smart home appliance enterprise entrusted Zhongshen to handle export agency services last year.Its declaration efficiency in the first quarter of this year increased by 65% compared with self-declaration last year: document review time was shortened from 4 days to 1 day,customs clearance time was shortened from 6 days to 2 days,tax refund arrival time was shortened from 2.5 months to 1.2 months,saving nearly RMB 100,000 in extra costs including fines and testing fees.

Whether it is smart home appliances,outdoor furniture or textiles,as long as they are exported to markets such as Europe and Southeast Asia,Zhongshen can customize declaration schemes according to product characteristics and policies of the target country.If you encounter problems such as slow document review,delayed customs clearance and slow tax refund during entrusted export declaration,you may contact the professional team of Zhongshen,who will provide targeted solutions according to your needs.

## Related Resources
- [Foreign Trade Knowledge](https://www.sh-zhongshen.com/en/foreign-trade-knowledge/)
- [Trade Services](https://www.sh-zhongshen.com/en/services/)
- [Trade Cases](https://www.sh-zhongshen.com/en/cases/)
- [Trade Wiki](https://www.sh-zhongshen.com/en/wiki/)
- [Trade Class](https://www.sh-zhongshen.com/en/guide/)
- [Global Trade Services](https://www.sh-zhongshen.com/en/country/)
- [Trade Q&A Hub](https://www.sh-zhongshen.com/en/qa/)

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