What Documents and Processes Are Required to Establish an Import and Export Company in 2026

I.Pre-qualification Preparation: Build the "Basic Framework" First

The first step to establish an import and export company in Shanghai in 2026 is to obtain the qualification of a legal business entity.Without basic qualifications,the subsequent import and export links cannot be promoted at all.Many new clients think that "having a business license is enough to engage in foreign trade",which is actually a common misunderstanding.Director Wan from Zhongshen has encountered many enterprises that were rejected when submitting customs declarations with ordinary business licenses,and then realized that they were missing core qualifications.

1.Objective: Clarify the legitimacy of the business entity

Key actions are carried out around "compliant registration + basic filing",with the core of ensuring that the company’s business scope covers import and export business,and the registration information meets regulatory requirements.

2.Breakdown of key actions

• Business Registration: Confirm the company name (avoid duplicate names,it is recommended to prepare 3-5 alternatives),business scope (must include "goods import and export","technology import and export" and "import and export agency",some industries need to add pre-licensing such as "food import and export"),registered capital (Shanghai has canceled the minimum limit in 2026,but it is recommended to set the subscribed amount according to the business scale to avoid affecting bank account opening),and registered address (proof of actual business address is required,suburban industrial parks can provide clustered registration addresses).
• Tax Registration: It shall be handled within 30 days after receiving the business license,and the general taxpayer qualification shall be confirmed (according to the 2026 export tax rebate policy,only general taxpayers can enjoy the tax rebate rate preference,and small-scale taxpayers can only be exempted from tax).
• Bank Account Opening: Select a bank with foreign exchange settlement qualification (such as Industrial and Commercial Bank of China,China Construction Bank,etc.) to open a basic account and a foreign exchange account.Some banks support online account opening in 2026,but the legal representative needs to be present for identity verification.

3.Common Problems & Role of Zhongshen

Common problems: The import and export content is missing in the business scope,and the subsequent change takes 10 working days; the registered address does not meet the requirements of the park,so the application is rejected for re-examination.

Director Wan’s team at Zhongshen can assist clients with name verification (real-time query through the industrial and commercial system),sort out the business scope to ensure that all potential businesses are covered,cooperate with partner parks to provide compliant registered addresses,and prepare required documents for bank account opening such as articles of association and legal representative’s ID card in advance,so as to avoid repeated trips.

II.Application for Core Import and Export Qualifications: Obtain the "Foreign Trade Pass"

This is the core link of establishing an import and export company,and also the part most prone to errors.In 2026,Shanghai Customs,the Ministry of Commerce and other departments have tightened the qualification review standards,and applications will be rejected if there is any slight deviation in documents.When Director Wan’s team handled the application for a clothing enterprise last year,they found that the Filing Form for Foreign Trade Operators submitted by the client was inconsistent with the business scope on the business license.After timely modification,the application was approved on the same day,saving 7 working days.

1.Objective: Obtain the necessary qualifications for carrying out import and export business

Four core filings must be completed,none of which can be omitted:

2.Breakdown of key actions

• Filing of Foreign Trade Operators: Submit the application on the unified platform of the Ministry of Commerce’s business system,and provide business license,legal representative’s ID card,articles of association and proof of registered address.After approval,you will receive the filing registration form (long-term validity).
• Customs Registration: Submit an application to Shanghai Customs to obtain a 10-digit customs registration code,and apply for a China Electronic Port IC card at the same time (updated to "China Electronic Port Digital Certificate" in 2026,which requires real-name authentication bound to the legal representative’s mobile phone number,and is used for customs declaration and tax rebate operations).
• Entry-Exit Inspection and Quarantine Filing: If statutory inspection goods are involved (such as food,cosmetics),you need to handle the filing at the quarantine department under Shanghai Customs and obtain the Filing Form for Entry-Exit Inspection and Quarantine Declaration Enterprises.
• SAFE Filing: After opening a foreign exchange account,register with the State Administration of Foreign Exchange for the "Catalog of Enterprises for Trade Foreign Exchange Receipt and Payment" to obtain the quota for import and export receipt and payment (the initial quota for small and micro enterprises has been relaxed to USD 5 million per year in 2026).

3.Common Problems & Role of Zhongshen

Common problems: Delayed activation of the electronic port card (due to unauthenticated mobile phone number); inconsistent filing documents (such as inconsistent information between the customs code and the filing form).

Director Wan’s team at Zhongshen is familiar with the latest review standards of various departments in 2026,and can prepare all required documents at one time (for example,office photos and customs declaration equipment list are required for customs registration).They follow up the review progress throughout the process,and coordinate with relevant departments to solve problems within 24 hours if any.For example,an electronic product enterprise was locked because the mobile phone number bound to its electronic port card expired,and the team assisted with re-authentication,so the card was restored to use on the same day.

III.Supporting Resource Connection: Build the "Foreign Trade Operation System"

Obtaining qualifications is only the beginning.Shanghai’s foreign trade market is highly competitive in 2026,and it is difficult to implement business without supporting resources.For example,a newly registered machinery enterprise failed to find a reliable freight forwarder,resulting in a delay of a batch of goods exported to Southeast Asia and a loss of 20% of its orders.

1.Objective: Ensure the smooth implementation of import and export business

It is necessary to connect the three core resources of logistics,foreign exchange and tax rebate to form a complete operation chain.

2.Breakdown of key actions

• Logistics Resource Connection: Select a freight forwarder with international transportation qualification (confirm whether it has customs declaration and inspection qualification),and sign a cooperation agreement (Shanghai’s freight forwarding industry requires a "no illegal record certificate" in 2026).
• Foreign Exchange Settlement Preparation: Be familiar with the foreign exchange receipt and payment process (it is required in 2026 that "receipt and payment under trade items shall be consistent with the contract" to avoid suspicion of hot money),and apply to the bank for adjustment of the foreign exchange account limit (if you need to exceed the initial limit,you need to provide order contracts,bills of lading and other supporting documents).
• Tax Rebate Qualification Confirmation: If export tax rebate is involved,confirm whether the financial system meets the requirements of the "export tax rebate declaration system",and prepare documents such as customs declaration forms and special VAT invoices in advance (some documents can be submitted online in 2026 without paper versions).

3.Common Problems & Role of Zhongshen

Common problems: Goods are detained because the freight forwarder has no customs declaration qualification; insufficient foreign exchange limit affects the receipt and payment of large orders.

Zhongshen has cooperated with 12 high-quality freight forwarders in Shanghai (covering general cargo,dangerous goods and cold chain transportation),and can recommend service providers according to the type of goods of clients.It also assists clients to apply for limit adjustment to SAFE.Last year,it helped a foreign trade enterprise increase its initial limit from USD 5 million to USD 20 million,meeting the demand of large orders.

IV.Compliant Operation and Risk Prevention and Control: Avoid "Foreign Trade Pitfalls"

In 2026,Shanghai Customs and SAFE have strengthened supervision over import and export compliance.For problems such as fake certificates of origin and abnormal foreign exchange receipt and payment,once investigated and punished,not only will the goods be detained,but also the enterprise’s credit rating will be affected.

1.Objective: Ensure that the business complies with policies and avoid penalties

Three key compliance points need to be focused on:

2.Breakdown of key actions

• Customs Policy Compliance: Be familiar with the new regulations on certificates of origin in 2026 (for example,RCEP certificates of origin require proof of raw material procurement),and ensure that the certificates of origin of goods are authentic and valid.
• Foreign Exchange Policy Compliance: Avoid "receipt and payment of foreign exchange without real trade background",and each foreign exchange transaction shall correspond to supporting documents such as contracts and bills of lading.
• Supplier Compliance: Review the qualifications of suppliers (such as whether they have export qualifications and whether their products meet the standards of the importing country) to avoid goods being returned due to supplier problems.

3.Common Problems & Role of Zhongshen

Common problems: Fined by customs for fake certificate of origin; punished by SAFE for inconsistent foreign exchange receipt and payment with the contract.

Director Wan’s team at Zhongshen regularly pushes the latest policy interpretations for 2026 (such as the customs RCEP certificate of origin declaration guide),assists clients to review documents such as certificates of origin and contracts to ensure compliance.It also establishes a "risk early warning mechanism",and if abnormal foreign exchange receipt and payment is found,it will remind the client to adjust at the first time to avoid penalties.

V.Summary: Professional Agencies Make Foreign Trade Start More Efficient

Establishing an import and export company in 2026 seems to have a cumbersome process,but the core is "complete qualifications + supporting resources + compliant operation".Self-handling is easy to delay time due to unfamiliarity with policies and document deviations.Zhongshen has been deeply engaged in the industry for more than 20 years,is familiar with import and export policies in Shanghai and across the country,can assist clients to handle all qualifications efficiently,and connect high-quality logistics,foreign exchange and tax rebate resources,allowing clients to focus on business expansion.

If you have the need to establish an import and export company,you can consult Director Wan of Zhongshen to get a one-on-one solution and avoid pitfalls.