How to Write 2026 Export Customs Declaration Agent Application? Core Process Sorting

I.Current Market Situation and Challenges of Customs Declaration Agent Application for Electronic Products Exported to Vietnam

In 2026,the scale of Shanghai’s electronic product exports to the Vietnamese market increased by 18% year-on-year.As a core market in ASEAN,Vietnam’s demand for products such as smartphones and laptops continues to rise.However,in the customs policy updated by the General Administration of Customs of Vietnam at the end of 2025,the review standards for certificate of origin certification and energy efficiency labels for electronic products have been further tightened.Many Shanghai foreign trade enterprises face problems of increased rejection rate and prolonged customs clearance time because their customs declaration agent application materials do not meet requirements.According to industry data,in the first quarter of 2026,the average customs clearance time of electronic products exported by Shanghai enterprises to Vietnam increased by 3 days compared with 2025.Some enterprises failed to enjoy tariff concessions due to omissions in application writing,with losses exceeding 20,000 RMB per single batch.

II.Core Value of Zhongshen’s Customs Declaration Agency Service for the Vietnamese Market

Zhongshen has been deeply engaged in the foreign trade agency industry for more than 20 years.In response to policy adjustments in the Vietnamese market,it has established a localized service system covering the entire process of documents,customs clearance and tax refund.Its core value is to predict policy changes of the destination country in advance,and help enterprises avoid delays caused by non-standard application writing through a dedicated team connecting with local customs resources in Vietnam.Among the Vietnamese export customers served in 2025,98% achieved one-time customs clearance,and the tax refund time was 40% shorter than the industry average.

III.Core Module Decomposition of Export Customs Declaration Agent Application and Response to Vietnamese Policies

(I) Document Preparation: Matching Certification and Standard Requirements of Vietnam Customs

Vietnam Customs has clear localized standards for document requirements of electronic product export customs declaration agent applications,and core risk points are concentrated in the certification link:

• The certificate of origin must be certified by the Embassy of Vietnam in China.Uncertified documents cannot enjoy tariff reduction under the ASEAN Free Trade Agreement (ATICA),and the conventional tariff rate is 5%-8% higher than the preferential tariff rate;
• Electronic products need to provide an energy efficiency level certificate that complies with the Vietnam Energy Label Regulation (QCVN09:2025/BCT),and the validity period of the certificate must cover the arrival date of the goods;
• Commercial invoices must mark the HS code updated by Vietnam Customs in 2026 (for example,the code for smartphones has been adjusted from 85171200 to 85171200000),and incorrect code will directly lead to declaration failure.

Zhongshen’s response plan: The document team connects with enterprises 10 working days in advance to complete the following actions —— Connect with the certification channel of the Vietnamese Embassy,shorten the certification cycle to 3 days (the conventional industry cycle is 5 days); establish a Vietnamese energy efficiency certificate database,remind enterprises to update expired certificates 30 days in advance; synchronize the update dynamics of HS codes from Vietnam Customs to ensure 100% accuracy of the code in application materials.

(II) Customs Clearance Process: Meeting the Electronic Declaration Requirements of Vietnam’s VNACCS System

Vietnam Customs fully implemented the VNACCS (Vietnam Automated Customs Clearance System) electronic declaration system in 2026,and export customs declaration agent applications must be submitted through this system.Some enterprises have a declaration failure rate of 15% due to unfamiliarity with the operation process.In addition,the Ministry of Industry and Trade of Vietnam implements import license management for sensitive electronic products such as smartphones and lithium batteries,and goods without prior license application will be detained by customs.

Zhongshen’s response plan: We have opened a direct connection channel to the VNACCS system,and the electronic declaration success rate reaches 99%; for sensitive products,we assist enterprises in preparing import license materials in advance,and conduct pre-review through local agents in Vietnam,shortening the license application cycle from 15 days to within 7 days.

(III) Tax Refund Declaration: Meeting the Linkage Requirements of Vietnam’s Foreign Exchange and Tax Data

Vietnam export tax refund needs to meet two core conditions: first,the foreign exchange receipt voucher is consistent with the customs declaration data,and second,the tax refund application is submitted within 30 days after foreign exchange receipt.Some enterprises have timeout of tax refund application due to delayed foreign exchange payment and receipt,or are rejected by the tax department due to inconsistent data,and the tax refund cycle can be as long as 20 days.

Zhongshen’s response plan: We provide foreign exchange payment and receipt linkage service,and push the data to the Vietnamese tax system within 24 hours after receipt; arrange a dedicated person to follow up the tax refund progress,and rectify in advance for inconsistent data.The average tax refund time for customers served in 2025 was 7 days (the industry average is 12 days).

IV.Experience Summary of Zhongshen Agency Service Improving Customs Clearance and Tax Refund Efficiency

For improving the efficiency of export customs declaration agent application to Vietnam,the core of Zhongshen is to establish a closed-loop mechanism of "pre-review-connection-follow-up":

1.Pre-review link: After an enterprise submits application materials,the document team completes the Vietnam policy matching review within 3 working days,and rectifies in advance for common rejection reasons (such as incomplete certificate of origin certification,wrong HS code);

2.Connection link: Establish a regular communication mechanism with Vietnamese customs and embassies,adjust application content in real time according to declaration requirements for special products;

3.Follow-up link: Arrange a dedicated person to follow up the tax system status daily during the tax refund link,and assist enterprises in coordinating with Vietnamese banks to speed up capital arrival when receipt is delayed.

The following is the comparison of key customs clearance indicators between enterprise self-application and Zhongshen agency service in the first quarter of 2026:

V.Customized Service Suggestions

In addition to Vietnam,there are also differences in customs declaration policies when Shanghai enterprises export to Southeast Asian countries such as Thailand and Malaysia —— for example,Thailand requires electronic products to provide TISI certification,and Malaysia needs to submit SIRIM energy efficiency certificates.Zhongshen can customize exclusive customs declaration agent application plans according to enterprises’ product types (such as textiles,mechanical equipment) and destination countries.

Manager Feng suggests that enterprises should connect with Zhongshen 15 working days before export,sort out the application material list in advance to ensure compliance with the latest policy requirements of the destination country in 2026,and avoid affecting customs clearance and tax refund progress due to omissions in application writing.