How to Handle Import and Export Customs Clearance Agency? Analysis of Core Processes and Precautions

In 2026,Ms.Su from a cross-border e-commerce enterprise in Shanghai encountered trouble: a batch of smart watches exported to Europe was required to be re-declared by Shanghai Customs due to incorrectly filled commodity code on the customs declaration form,which not only delayed delivery by 3 days,but also incurred a port storage fee of 2,000 yuan.In fact,import and export customs clearance agency is not a simple "material submission",but a systematic project involving compliance review,process connection and risk control.Especially in 2026,customs supervision over cross-border trade is further refined,enterprises unfamiliar with core processes can easily fall into pitfalls.Next,combined with 20 years of practical experience of Zhongshen,we will systematically dismantle the core processes of import and export customs clearance agency.

I.Preparation before Agency Customs Declaration: Clarify Requirements and Prioritize Compliance

The core goal of this stage is to confirm the legality of the agency relationship,and sort out compliance materials in advance to avoid rework in subsequent processes.In 2026,Shanghai Customs conducts stricter review on the subject qualification of agency customs declaration.Insufficient preparation may directly lead to declaration failure.

1.1 Signing of Agency Agreement: Clarify Responsibility Boundaries

Key actions: Enterprises need to provide business licenses,import and export right certificates (enterprises without import and export right can apply for filing with the assistance of the agency),sign the Import and Export Customs Clearance Agency Service Agreement with the agency,and clarify customs declaration fees,miscellaneous fee standards,responsibility division (such as who bears the costs incurred from cargo inspection),service cycle,etc.

Common problems: Some enterprises mistakenly believe that "oral agreements" are valid,leading to subsequent disputes over fees or unclear responsibilities.For example,in 2025,a trading company had a 3,000-yuan fee dispute with its agency because it failed to specify the party responsible for inspection fees.

Reminder from Supervisor Luo of Zhongshen: In 2026,Shanghai Customs requires that agency agreements include core information such as commodity HS code,customs declaration port,declared value.We provide 3 targeted templates (general trade version,cross-border e-commerce version,special supervision zone version),and enterprises can get free clause review before signing to avoid compliance risks.

1.2 Pre-review of Commodity Codes: Avoid Classification Errors

Key actions: Enterprises provide detailed product information (such as function,material,model),and the agency connects with the Customs Classification Center or uses professional systems to review HS codes.

Common problems: Incorrect HS code classification (for example,classifying "smart bracelet with heart rate monitoring" as "ordinary electronic watch" by mistake) may lead to overpayment of tariffs (the tariff difference between these two types of commodities reached 8% in 2026) or increased inspection rate.

Role of Zhongshen: Our code review team has more than 15 years of experience.In 2026,we introduced an AI classification system recognized by the General Administration of Customs,with an accuracy rate of 99.8%.For difficult commodities (such as new medical devices),we can connect with Shanghai Customs Classification Center for confirmation within 1 working day,to avoid customs clearance delays caused by code errors for enterprises.

II.Submission of Customs Declaration Materials: Accurately Match Customs Requirements

In 2026,Shanghai Customs implements a dual-track system of "electronic declaration + document review".The accuracy of materials directly determines the declaration pass rate.The goal of this stage is to ensure all materials are consistent with commodity information,and avoid declaration rejection due to inconsistency between goods and certificates.

The team led by Manager Lu of Zhongshen will conduct "triple review" before material submission: preliminary review (document completeness),secondary review (information consistency),final review (compliance).In the first half of 2026,the declaration pass rate reached 98.5%,5 percentage points higher than the industry average.

III.Customs Declaration and Inspection: Efficiently Handle Customs Clearance Blockages

In 2026,the inspection rate of Shanghai Customs is about 12% (2 percentage points higher than that in 2025),and the inspection rate of some sensitive commodities (such as electronic products,food) reaches 20%.The goal of this stage is to respond quickly to customs requirements and avoid cargo detention at the port.

3.1 Electronic Declaration and Status Follow-up

Key actions: The agency submits electronic declarations through the Single Window of the General Administration of Customs,and follows up the declaration status in real time (received,under review,rejected,released).

Common problems: Failure to follow up in time after declaration,if the declaration is rejected and supplementary materials are not provided within 24 hours,the declaration may become invalid.

Role of Zhongshen: Arrange special personnel to follow up the declaration status 24 hours a day.If the declaration is rejected,notify the enterprise within 1 hour and provide a rejection reason list,and assist in supplementing materials.The rejection rate in the first half of 2026 was only 1.5%,far lower than the industry average of 3%.

3.2 Inspection Response: Reduce Time Loss

Key actions: If the customs notifies inspection,the agent shall assist in unpacking on site and check whether the goods are consistent with the declared information.

Common problems: Goods are piled up in disorder,inspection personnel need to spend a lot of time checking,resulting in inspection time extending from 2 hours to 6 hours.If goods are inconsistent with certificates,they may be detained by customs.

Countermeasures of Zhongshen:

• Remind enterprises to sort out goods in advance,mark the location of sensitive goods to facilitate quick checking by inspection personnel
• For inspection at Shanghai ports,our on-site specialist will arrive within 1 hour to assist in unpacking and taking photos for retention
• If inconsistency between goods and certificates is found during inspection (such as underreporting 1 box of goods),coordinate with the enterprise to supplement declaration within 1 hour to avoid cargo detention

IV.Customs Clearance Release and Subsequent Follow-up: Ensure Closed Loop of the Whole Process

Release is not the end point.In 2026,foreign trade enterprises pay more attention to logistics connection and subsequent tax refund.The goal of this stage is to ensure smooth delivery of goods and complete export tax refund efficiently.

4.1 Release and Logistics Connection

Key actions: After confirming customs release,arrange international transportation (sea/air/express) and follow up the cargo transportation status.

Common problems: Failure to arrange container pickup in time after release,resulting in cargo detention at the port and storage fees (the storage fee at Shanghai port is about 50 yuan per container per day).

Role of Zhongshen: Cooperate with 10 major freight forwarders in Shanghai,arrange container pickup within 2 hours after release.In the first half of 2026,the average container pickup time was shortened to 3 hours,1 hour faster than the industry average.

4.2 Export Tax Refund Assistance

Key actions: The agency assists enterprises in sorting out tax refund materials (customs declaration tax refund copy,value-added tax invoice,packing list,etc.) and submits them to the tax department for review.

Common problems: Incomplete or delayed submission of tax refund materials leads to extended tax refund arrival time (the industry average is about 20 working days).

Ms.Nie (tax refund specialist) of Zhongshen introduced: We will sort out tax refund materials within 3 working days after cargo release.In 2026,we introduced a tax system docking tool,and the average tax refund arrival time was shortened to 15 working days,helping enterprises accelerate capital turnover.

V.Summary: Core Value of Professional Agencies

The 2026 import and export customs clearance agency process seems cumbersome,but each link has compliance red lines and efficiency nodes.Zhongshen has been deeply engaged in the industry for more than 20 years,and controls risk points throughout the whole process from preliminary code review to subsequent tax refund follow-up:

• Avoid code errors,incomplete materials and other problems through AI system and customs docking
• Special personnel follow up declaration and inspection to reduce customs clearance delay time
• Efficiently assist in tax refund to accelerate enterprise capital turnover

Just like Ms.Su’s case,if Zhongshen reviewed the code in advance,the 3-day delay and 2,000 yuan storage fee could be avoided.If you need professional import and export customs clearance agency services,you may contact us to learn about the specific plan.After all,leaving professional matters to professional people can make foreign trade business smoother.