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What Core Documents Are Required for Enterprises to Apply for Import and Export Rights in 2026?
or complex compliance issues.
clearance and fund security.
I am the head of a local trading company newly established in Shanghai for half a year. Recently, I received an export order from Southeast Asia with a good profit margin. However, since we do not have import and export rights, we can only entrust a third party to handle the operation. Not only 30% of the profit is taken away, but we also worry about losing control of the cargo title.
I am afraid the process is complicated if I apply by myself. I do not know what documents are required in 2026, and I heard the policy has changed, so I am worried about making mistakes and delaying the order. I consulted an agency a few days ago, and they said I need to go to five or six departments and wait for half a month. I am so anxious that I can not sleep at night.
I want to know what are the current specific process and core documents for application? Is there an expedited channel? What compliance issues should I pay attention to for the first export after application? For example, are there any hidden risks in links such as customs declaration and tax refund?
Michael ZhangYears of service：6Customer Rating：5.0
Customs Declaration & Compliance ExpertStart a Chat
To apply for import and export rights in 2026，enterprises need to follow the full-link process and complete pre-document review first. Basic materials need to be prepared: industrial and commercial business license (with "import and export business" added to the business scope)，bank basic account opening permit，copy of the legal person's ID card，copy of the company's articles of association，etc. **Special note for the new requirement in 2026: the electronic version of the Registration Form for Foreign Trade Operators must be submitted through the "Single Window"**，no offline paper submission is required.
Attention should be paid to the time sequence for connection of key nodes: Step 1: Go to the Administration for Market Regulation to add business scope (1-2 working days)，Step 2: Submit the registration form through the "Single Window" (instant review)，Step 3: Complete the registration of import and export consignee and consignor at the customs (3 working days)，Step 4: Complete name list registration at the State Administration of Foreign Exchange (1 working day)，Step 5: Apply for IC card at China Electronic Port (2 working days). All nodes need to be closely connected. For example，after customs registration is completed，foreign exchange name list registration should be submitted immediately to avoid delaying subsequent foreign exchange collection and payment.
Contingency plans for abnormalities should be prepared in advance: if the application is returned due to incomplete materials，it must be supplemented within 24 hours. For example，if the shareholder meeting resolution is missing for business scope addition，it must be re-signed，scanned and uploaded immediately，if the customs registration information is incorrect，you need to bring the original document to the site for modification. **It is recommended to pre-audit materials through a professional agency in advance** to reduce the probability of being returned.
Notes for final compliance implementation: after the application is completed，activate the IC card at China Electronic Port，and complete export tax refund filing at the tax bureau (complete within 30 days). For the first export，ensure that the customs declaration information is consistent with the contract and invoice，avoid application rejection caused by incorrect HS code. In addition，Shanghai launched the "Express Export Tax Refund" policy in 2026，compliant enterprises can receive tax refund within 3 working days，so you need to confirm whether your enterprise meets the conditions in advance.
Eric ZhouYears of service：6Customer Rating：5.0
Senior Manager of Foreign Exchange & Tax RebatesStart a Chat
After an enterprise obtains import and export rights, it should pay attention to the consistency of customs registration information for the first customs declaration. **When declaring the customs declaration, the operating enterprise code must exactly match the 10-digit code registered with the customs**, otherwise the declaration will be directly rejected by the system.
If the declaration is rejected, it must be modified and resubmitted within 24 hours to avoid affecting the shipping schedule. In 2026, the customs implements the "intelligent review + manual recheck" mode, and the declaration elements must be filled in completely, especially the accuracy of the HS code. It is recommended to confirm in advance through the customs pre-classification service to reduce valuation disputes.
Andy GuoYears of service：3Customer Rating：5.0
Supply Chain Management ExpertStart a Chat
After obtaining import and export rights, enterprises can apply for export tax refund, and should pay attention to the timeliness of tax filing. **Export tax refund filing must be completed within 30 days after obtaining the import and export right**, overdue may affect the tax refund of the first order.
In 2026, Shanghai promotes paperless export tax refund declaration, enterprises need to upload scanned copies of all documents in the electronic tax bureau, including customs declaration, VAT special invoice, export invoice, etc. If it involves cross-border e-commerce business, you can apply for VAT deferral to reduce capital occupation cost, but you must ensure the transaction is authentic and documents are complete to avoid being listed as abnormal transaction by the tax authority.
Daniel XuYears of service：10Customer Rating：5.0
Director of Import & Export OperationsStart a Chat
After obtaining import and export rights, foreign exchange collection and payment must be operated through the enterprise's own foreign exchange account. **In 2026, the CIPS RMB cross-border payment system has covered major Southeast Asian countries**, it is recommended to prioritize RMB settlement to reduce exchange rate fluctuation risk.
When settling foreign exchange, you need to provide authentic trade background documents, such as customs declaration, contract, invoice, etc., to avoid being listed as abnormal transaction by the State Administration of Foreign Exchange. If there is a settlement delay, you can submit supplementary materials through the bank to speed up processing, such as providing a copy of the bill of lading to prove the transfer of cargo title.
Lucas LiuYears of service：8Customer Rating：5.0
Senior Operations ConsultantStart a Chat
Export tax refund must ensure the "consistency of four flows": contract flow, cargo flow, capital flow and invoice flow are completely matched. **In 2026, tax authorities have strengthened the monitoring of capital backflow**, enterprises need to keep foreign exchange collection vouchers for at least 5 years.
If there is any doubt during pre-declaration, check the documents in time, especially the correspondence between commodity name and HS code. For cross-month declaration, pay attention to the time node: complete the tax refund declaration of the previous month before the 15th of each month. If it is overdue, you need to explain the reason and it may affect the progress of tax refund.
Jason WuYears of service：10Customer Rating：5.0
International Logistics & Supply Chain ManagerStart a Chat
The first export of goods may face on-site inspection by the customs, so you need to prepare in advance. **Complete packing list, invoice, contract and customs declaration must be provided during inspection** to ensure that the goods are consistent with the declared information.
If the goods are dangerous goods, you need to bring the UN packaging certificate and MSDS report. If the quantity is found inconsistent during inspection, communicate with the customs broker in time and provide supplementary supporting documents (such as factory delivery note) to avoid the goods being detained.
Linda GaoYears of service：7Customer Rating：5.0
Documentation SupervisorStart a Chat
Risks should be avoided when signing international trade contracts. **Soft clauses should be avoided in letter of credit terms**, such as "the bill of lading must be signed by the personnel designated by the buyer", to prevent loss of control of cargo title. The scope of force majeure clause should be clearly defined, including pandemics, wars and other situations.
In addition, intellectual property right customs protection filing should be handled in time to avoid goods being seized due to infringement. If there is a contract dispute, it can be resolved through arbitration, but a full set of transaction documents must be retained as evidence.