What Core Qualifications Are Required for Companies to Operate Import and Export Business?

Many enterprises in Shanghai intend to start import and export business in 2026,and a common question is "Can a newly registered company accept foreign trade orders directly?" The answer is no.Without corresponding qualifications,you cannot even submit a customs declaration form,let alone complete foreign exchange settlement and tax refund.Qualifications are the "entry ticket" for import and export business,and the lack of any qualification may lead to order cancellation or even penalties.Today we will systematically sort out the core qualifications required for companies to operate import and export business,as well as the pitfalls Zhongshen can help you avoid.

I.Basic Filing Qualifications: "Entry Essentials" for All Import and Export Enterprises

1.1 Filing Registration for Foreign Trade Operators

Objective: Obtain foreign trade operation right to carry out import and export business legally; Key Procedures: Submit business license,legal person ID card,company articles of association and other materials on the Unified Platform of Ministry of Commerce Business System,with review completed within 5 working days; FAQs: ① Can individual industrial and commercial households apply?It is allowed under 2026 policies,but business site certification is required; ② Is re-filing required after changing the company name?Yes,information needs to be updated within 30 days.

What Zhongshen can do: Manager Wang will help you check the completeness of materials to avoid repeated submissions due to format errors.If you do not have time to handle the online process,you can entrust us with full agency service,and you can get the filing form within 3 working days at the earliest.

1.2 Filing of Customs Consignors and Consignees of Import and Export Goods

Objective: Obtain customs declaration right to declare import and export goods to customs; Key Procedures: Submit filing application on China International Trade Single Window,with business license,filing form for foreign trade operators,impression of special seal for customs declaration and other materials required; FAQs: ① Can I apply for filing without a customs declarer?The customs canceled the customs declarer qualification examination in 2026,enterprises can entrust agent declaration services; ② Is filing valid across different customs districts?It is valid nationwide,no repeated filing is required.

What Zhongshen can do: Supervisor Ni will help you confirm the specification of the special seal for customs declaration (2026 customs requirement is a round seal with 5cm diameter) to avoid rejection due to non-compliant seal.We can also help you bind your Single Window account for more convenient subsequent declaration.

1.3 Application for E-Port IC Card and Legal Person Card

Objective: Realize electronic data exchange with customs,foreign exchange administration,taxation and other departments; Key Procedures: Submit materials at E-Port window to collect IC card (for customs declaration and foreign exchange settlement) and legal person card (for approval); FAQs: ① What to do if the IC card expires?You need to apply for extension on the Single Window 30 days in advance; ② Can I reissue the card if lost?You need to publish a loss statement in the newspaper first,then submit a reissue application.

What Zhongshen can do: Mr.Lan will remind you of the validity period of the IC card to avoid being unable to declare customs due to expiration.If the card is lost,we can assist you with the reissue process to reduce time loss.

II.Special Business Qualifications: "Equipped on Demand" Based on Business Type

2.1 Special Qualifications for Cross-border E-commerce Retail Import and Export

Objective: Legally carry out cross-border e-commerce B2C business (such as bonded import,direct mail import); Key Procedures: Submit filing on the General Administration of Customs cross-border e-commerce platform,with enterprise credit code,commodity list,warehouse address and other materials required; FAQs: ① Can individual sellers apply?Only enterprises are allowed to file in 2026,individuals need to settle in through platforms; ② Is separate filing required for bonded import?Yes,bonded warehouse address needs to be bound.

What Zhongshen can do: Mr.Xiang will help you connect with warehouse resources in Shanghai Free Trade Zone,and assist you to complete cross-border e-commerce filing to avoid rejection due to non-compliant warehouse address.

2.2 Special Qualifications for Hazardous Chemical Import and Export

Objective: Legally import and export hazardous chemicals (such as chemical raw materials,pesticides,etc.); Key Procedures: ① Obtain hazardous chemical business license (apply to emergency management department with safety assessment report); ② Complete entry-exit inspection and quarantine declaration enterprise filing; ③ Dual-use items and technology import and export license is required for some hazardous chemicals; FAQs: ① How to check the classification of hazardous chemicals?You can check on China Hazardous Chemical Information Network in 2026; ② How long is the validity period of the license?Generally 3 years,with annual review required.

What Zhongshen can do: Mr.Xiong has 10 years of experience in handling hazardous chemical qualifications,he can help you prepare safety assessment reports that meet the latest 2026 standards,and remind you of the application time for dual-use items (20 working days in advance required) to avoid order delay.

III.Compliance Management Qualifications: "Mandatory Requirements" for Trade Compliance in 2026

3.1 Foreign Exchange Receipt and Payment Declaration Qualification

Objective: Legally receive and pay foreign exchange to avoid foreign exchange violations; Key Procedures: Open a foreign exchange account in the bank (with filing form for foreign trade operators and customs filing form required),and complete filing in the foreign exchange receipt and payment declaration system; FAQs: ① Can I open multiple foreign exchange accounts?You can open accounts in different banks,but need to file with the foreign exchange administration; ② How long do I need to declare after receiving foreign exchange?2026 policy requires declaration within T+5 working days.

What Zhongshen can do: Manager Wang will help you choose banks with lower handling fees (such as SPD Bank,ICBC) to open foreign exchange accounts,and teach you to complete foreign exchange declaration through the Single Window to avoid fines due to declaration errors.

3.2 Export Tax Refund Qualification

Objective: Legally enjoy export tax refund policy to reduce costs; Key Procedures: ① Complete export tax refund filing (submit materials to tax authority); ② Install export tax refund declaration system; FAQs: ① How long does it take for newly established enterprises to get tax refund?In 2026,Category I enterprises can get refund within 3 working days at the earliest,Category III enterprises within 15 working days; ② What vouchers are required for tax refund?Customs declaration form,VAT invoice,foreign exchange receipt voucher,etc.

What Zhongshen can do: Supervisor Ni will help you check the completeness of tax refund vouchers (such as whether the commodity code on the customs declaration form matches that on the invoice),and help you apply for Category I enterprise qualification (requiring annual export volume of over 5 million RMB and other conditions) to speed up tax refund arrival time.

IV.Qualification Maintenance and Update: "Hidden Risks" That Are Easy to Ignore

• Misconception 1: No need to manage qualifications after getting them?2026 customs policy requires qualification annual review to be completed before March 31 every year,customs declaration right will be suspended if overdue
• Misconception 2: No need to update qualifications after changing company address?You need to update filing of foreign trade operators,customs filing and other information within 30 days,otherwise it will affect tax refund
• Misconception 3: No need to re-file after changing commodity code?If the supervision conditions corresponding to the commodity code change,you need to resubmit customs filing,otherwise customs declaration will be rejected

What Zhongshen can do: Mr.Lan will establish a qualification maintenance ledger,and regularly remind you of the annual review time.If company information changes,we can assist you to update all qualifications synchronously to avoid penalties due to inconsistent information.

The requirements for import and export qualifications are getting more detailed in 2026,every step from basic filing to special licensing cannot be careless.Many enterprises delay orders due to lack of one qualification,or get penalized due to improper maintenance.Zhongshen has been deeply engaged in the industry for over 20 years,we can help you accurately match required qualifications,handle the whole process to reduce time cost,and regularly remind you of qualification maintenance,so you can focus on your business without worrying about qualification issues.If your company plans to operate import and export business,you can contact our professional consultants,we will help you sort out the qualification list to avoid pitfalls.