Import and Export Customs Declaration Agency: Full-Process Agent Service Analysis

Sorting Out the Core Process Stages of Import and Export Customs Declaration Handling

Import and export customs declaration is a mandatory link in foreign trade business,which directly affects the customs clearance efficiency,cost control and compliance of goods.In 2026,the average daily number of customs declaration forms at Shanghai Port exceeds 100,000,and the customs’ audit standards for commodity codes,certificates of origin,and qualification documents are continuously upgraded.Enterprises handling the process on their own are prone to delays or penalties due to omissions in details.This article will break down the core stages of the full customs declaration process,and combine the practical experience of Zhongshen to explain the key actions and risk avoidance methods for each link.

1.Pre-declaration Preparation Stage: Data Compliance Is the Foundation of Customs Clearance

The goal of this stage is to ensure that the goods information fully matches the declaration materials,so as to avoid stuck subsequent processes caused by missing or incorrect materials.In 2026,the customs’ audit on "accuracy of commodity codes" and "validity of certificates of origin" accounts for 70% of all audits,and inadequate preparation will directly increase the inspection rate.

• Key Actions:
  • Confirm the HS code of the goods (it must be fully consistent with the material,function and purpose of the actual goods,and detailed parameters are required for special products)
  • Collect necessary documents (contract,invoice,packing list,bill of lading/waybill,certificate of origin,customs clearance certificate for commodity inspection,etc.)
  • Verify enterprise qualifications (enterprises without import and export operation rights need to go through agency filing in advance)
• Common Problems:
  • Incorrect commodity code classification (for example,misclassifying lithium batteries as ordinary batteries may increase the inspection rate by 30%)
  • Expired or inconsistent certificate of origin (tariff preferences under free trade agreements rely on valid certificates of origin,and expiration will result in a loss of 10%-30% of tariff reductions)
  • Missing qualifications for special products (for example,food fails to provide the latest health certificate,and electronic products fail to provide 3C certification)

Role of Zhongshen: Manager He will check the goods parameters with customers in advance,and provide pre-classification services by connecting to the code database upgraded by the customs in 2026,with an accuracy rate of over 99%.For customers without import and export operation rights,we assist in handling agency qualification filing,which can be completed within 3 working days.If materials are missing,we will provide a clear list and guide the supplementation,so as to avoid multiple trips to the customs.

2.Declaration and Inspection Stage: Efficient Response to Reduce Delay Risks

The goal of this stage is to pass the customs document review quickly,reduce the inspection probability and shorten the inspection time.In 2026,Shanghai Customs launched an AI risk assessment system,and the inspection rate has decreased by 15% compared with 2023,but the inspection standards for high-risk goods (such as food and medical supplies) are stricter.

• Key Actions:
  • Electronic declaration (submit materials through the QP system,and ensure that electronic data are fully consistent with paper materials)
  • Customs document review (review the completeness and logical rationality of materials,and issue a return notice if problems are found)
  • Inspection cooperation (if selected for inspection,prepare the goods list in advance,and cooperate with unpacking inspection or document verification)
• Common Problems:
  • Incorrect electronic declaration data (for example,unit price and quantity are inconsistent with paper documents,leading to a 20% increase in the return rate)
  • Goods are inconsistent with the declaration during inspection (for example,declared as ordinary clothing,but actually contain special flame-retardant fabrics)
  • Excessively long inspection time (failure to prepare materials in advance leads to a delay of 2-5 days,affecting the shipping schedule)

Role of Zhongshen: Manager Wei is responsible for the double review of electronic declarations,and uses the system to automatically verify data consistency,making the return rate 8% lower than the industry average.If selected for inspection,we will prepare the inspection list in advance,accompany the customer to the site and guide the on-site personnel to operate in a standardized manner,shortening the average inspection time by 1.5 days.For high-risk goods,we provide compliance suggestions in advance (for example,food needs to provide health inspection reports of the latest 3 months).

3.Tax Payment and Release Stage: Accurate Calculation to Avoid Cost Losses

The goal of this stage is to achieve rapid release after timely tax payment,so as to avoid additional costs caused by cargo detention at the port.In 2026,Shanghai Port implements electronic tax payment,supporting bank transfer,third-party payment and other methods,but incorrect tax calculation will lead to overpayment or delay.

• Key Actions:
  • Customs issues tax payment form (determine tariffs,value-added tax and consumption tax based on goods category,origin,free trade agreements,etc.)
  • Tax payment (pay through the electronic payment platform,and ensure sufficient account balance)
  • Customs release (after release,the goods can be shipped for export or picked up for import)
• Common Problems:
  • Incorrect tax calculation (failure to apply for free trade agreement preferences leads to 10%-30% overpayment of tariffs)
  • Delayed payment (insufficient account balance or payment system failure leads to 1-2 days of release delay)
  • Omitted declaration after release (for example,some goods are omitted during declaration,requiring supplementary declaration and late fee payment)

Role of Zhongshen: General Manager Yin’s team will calculate taxes in advance,confirm whether the preferential conditions of the 15 free trade agreements (RCEP supplementary provisions added in 2026) are met,help customers apply for tariff reductions,and save customers more than 12% of taxes on average every year.We provide tax payment agency services to ensure timely payment.If omitted declaration is found after release,we assist in handling supplementary declaration procedures to avoid fines.

4.Follow-up and Archiving Stage: Ensuring Tax Refund and Compliance Retention

The goal of this stage is to complete the closed loop of customs declaration,facilitating subsequent export tax refund and customs verification.In 2026,the export tax refund audit requires that the customs declaration form fully matches the tax refund materials,and delayed archiving may affect the time of tax refund arrival.

• Key Actions:
  • Collect customs declaration form (electronic or paper,need to check information such as export port and goods quantity)
  • Data archiving (sort and archive all customs declaration materials,with a retention period of no less than 3 years)
  • Follow up on tax refund (for export business,assist customers to submit tax refund materials to the tax authority)
• Common Problems:
  • Incorrect customs declaration information (for example,wrong export port filling affects tax refund declaration)
  • Non-standard data archiving (some materials are lost,unable to respond to the 3-year customs verification)
  • Delayed submission of tax refund materials (leads to 10-15 days extension of tax refund arrival time)

Role of Zhongshen: Mr.Ling is responsible for the verification and archiving of customs declaration forms,and has established an electronic archive system for customers to query online at any time.For export business,we remind customers to prepare tax refund materials 3 working days in advance,and assist in submission to the tax authority,shortening the tax refund arrival time by 7 days compared with the industry average.

Import and export customs declaration involves multiple departments such as customs,taxation and commodity inspection,with complex processes and frequent policy updates.Zhongshen has been deeply engaged in the industry for more than 20 years,focusing on the core links of customs declaration,with dedicated personnel responsible for each stage,which can help customers avoid more than 90% of common risks and improve customs clearance efficiency by 30%.Choosing a professional customs declaration agency can not only save time and cost,but also avoid losses caused by operational errors.If you have import and export customs declaration needs,you can contact Zhongshen to obtain customized solutions.