Full Process Sorting of Import and Export Goods Customs Declaration Agency Procedures

In 2026,Shanghai’s role as a foreign trade hub continues to strengthen.Many enterprises report that customs declaration procedures for import and export goods are one of the core links affecting order delivery cycles and capital turnover efficiency.Many small and medium-sized foreign trade enterprises,lacking professional teams,often face customs clearance delays and even additional costs due to document errors and process oversights.Combining the actual scenarios of local customs declaration agency in Shanghai,this article comprehensively sorts out the core procedures of customs declaration agency and shares the on-the-ground experience of professional agencies.

1.Pre-declaration Preparation Stage: Lay a Solid Foundation to Avoid Process Blockages

1.Stage Goal: Ensure Complete Documents and Accurate Information to Meet Customs Supervision Requirements

In 2026,customs audit standards for declaration documents have been further refined.For example,the certificate of origin must fully match the actual origin of the goods,and electronic data must be uploaded simultaneously.Missing documents or inconsistent information will directly lead to declaration rejection and delay in goods release.

• Import and export goods customs declaration form (must match the information on bill of lading and commercial invoice)
• Commercial invoice and packing list (must be stamped with the company’s official seal; some customs require electronic signatures starting from 2026)
• Certificate of origin (choose Generalized System of Preferences or Regional Comprehensive Economic Partnership (RCEP) certificate according to the goods’ origin type)
• Contract copy (must clearly state transaction terms,such as FOB,CIF,etc.)
• Certificates required for specially supervised goods (e.g.health quarantine certificate for food,MSDS report for dangerous goods)

Ms.Yuan,Head of Zhongshen’s Documentation Team,often reminds clients that customs’ requirements for "document-goods consistency" are stricter in 2026.A client once had their declaration rejected because the commodity code on the invoice did not match the actual goods.Zhongshen will review all documents in advance and pre-classify commodity codes to avoid tariff differences and delays caused by coding errors.

2.Common Problems and Zhongshen’s Solutions

2.Declaration and Review Stage: Precise Operations to Improve Customs Clearance Efficiency

1.Stage Goal: Complete accurate declaration through the Customs Single Window and pass the preliminary review

In 2026,Shanghai Customs has fully promoted the "Single Window" declaration system,and enterprises must submit electronic data within the specified time.Mr.Guo,Director of Zhongshen’s Customs Department,introduced that the core of this stage is "information synchronization" — the declaration form must fully match the information on the bill of lading and manifest,otherwise it will trigger customs risk alerts.

Zhongshen’s operation process is: after receiving the client’s documents,first conduct information verification through the internal system,then upload to the Single Window and synchronize the manifest information at the same time.A client once had inconsistent cargo weight on the manifest and the declaration form,and Zhongshen communicated with the shipping company in advance to correct it,avoiding declaration rejection.

2.Common Problems and Solutions

The common problem in this stage is "declaration information inconsistent with manifest".In 2026,the rejection rate caused by manifest information errors accounts for 35%.Zhongshen’s solution is to confirm the manifest information with the shipping company one working day before declaration,and immediately coordinate corrections if differences are found,ensuring that the declaration data is 100% matched with the manifest.

3.Inspection and Release Stage: Flexible Responses to Reduce Delays

1.Stage Goal: Pass customs inspection smoothly (if selected) and complete goods release

In 2026,customs inspection rates vary according to cargo types.For example,the inspection rate for food and cosmetics is about 20%,and for general cargo it is about 8%.If selected for inspection,you need to prepare cargo storage information in advance and cooperate with customs’ unpacking inspection.

Zhongshen’s advantage lies in maintaining good communication with customs at all ports in Shanghai.A client’s food cargo was once selected for inspection,and Ms.Yuan from Zhongshen coordinated with customs to arrange the inspection within 2 hours after the cargo arrived,avoiding container detention fees at the yard.

2.Common Problems and Solutions

• Inspection location change: Some customs will temporarily adjust inspection locations.Zhongshen will obtain the latest notice in advance and arrange a dedicated person to connect with inspection personnel
• Inspection time delay: If the inspection time exceeds the expected time,Zhongshen will coordinate with customs to give priority to urgent order cargo
• Problems found during inspection: If the goods do not match the documents,Zhongshen will assist clients in providing supplementary certificates or make rectifications according to customs requirements to avoid cargo detention

4.Follow-up Stage: Ensure Process Closure

1.Stage Goal: Complete customs declaration form verification and assist clients in handling follow-up matters

In 2026,customs requires that the customs declaration form verification be completed within 30 days after goods release.Some enterprises fail to handle export tax refunds because they forget to complete the verification.Zhongshen will remind clients to complete the verification within 15 days after goods release,and assist in uploading the electronic data required for verification.

In addition,if clients need to handle tariff supplementary collection or tax refund,Zhongshen will assist in preparing relevant materials and connect with the customs tariff department to shorten the processing cycle.

From pre-declaration document review to follow-up verification follow-up,the 2026 customs declaration agency procedures seem to have fixed processes,but every link may have problems due to policy changes or operational oversights.Zhongshen has been deeply engaged in the industry for over 20 years,familiar with the customs clearance rules of all ports in Shanghai,and can help clients avoid risks and improve efficiency at each stage.For example,a client once faced order default due to customs declaration delay.After entrusting Zhongshen,the customs clearance time for subsequent orders was shortened by an average of 4 days.If you need professional customs declaration agency services,you can contact the relevant person in charge to discuss specific needs.