Connect & Solve
Trade Q&A
What Core Materials Are Required for the Full Process of Export Agency in 2026?
or complex compliance issues.
clearance and fund security.
I am the person in charge of a household goods company established for two years, and we plan to sell products to Europe through an export agency for the first time. We have no prior experience in foreign trade processes, so we have no idea what materials need to be prepared when entrusting an export agency.
We heard that incomplete or non-compliant materials will lead to cargo detention at ports, tax refund failure, and even customs penalties, which makes us very worried. We want to know what qualification documents and product-related materials need to be submitted, and what special materials need to be supplemented for the tax refund link?
In addition, our company is a small-scale taxpayer, will this affect the types of required materials? We hope to get detailed guidance to avoid mistakes.
Michael ZhangYears of service：6Customer Rating：5.0
Customs Declaration & Compliance ExpertStart a Chat
When entrusting an export agency，materials shall be prepared according to the full-chain process to ensure no omission in each link. For the pre-document audit stage，enterprises need to submit a copy of the three-in-one integrated business license duplicate (affixed with official seal)，import and export operation right filing form，and tax registration certificate (small-scale taxpayers need to additionally provide qualification certificate for issuing value-added tax ordinary invoices). If products involve intellectual property rights，trademark registration certificate or authorization letter shall be supplemented，if household goods contain wooden packaging，fumigation certificate shall be provided.
For core node connection，accurate customs declaration form shall be submitted at the customs declaration stage (the agency will provide a template，and the enterprise shall check information such as HS code，product name，quantity，unit price，etc.)，commercial invoice，packing list (which shall be consistent with actual goods)，for the logistics link，bill of lading information shall be confirmed (the shipper shall be the agency company，and the consignee shall be filled in according to the contract)，and booking application shall be submitted. Please note that shipping advice issued by the freight forwarder shall be supplemented under FOB terms，and insurance policy shall be provided under CIF terms.
Abnormality contingency handling: If the HS code is questioned by customs during declaration，product instructions or third-party test reports shall be supplemented immediately，if the cargo weight is inconsistent with the customs declaration form，the freight forwarder shall issue a weight correction statement affixed with official seal. If small-scale taxpayers cannot provide value-added tax special invoices，they shall inform the agency in advance to adjust the tax refund scheme to tax exemption instead of tax refund.
Final compliant implementation: All materials shall be affixed with the enterprise's official seal and filed for at least 5 years. For the tax refund link，enterprises shall submit materials such as the tax refund copy of export goods declaration form，commercial invoice，and bank foreign exchange receipt slip within 90 days after export. With 20 years of experience，Zhongshen can review all materials in advance to ensure compliance with customs and tax requirements，and avoid risks of port detention or tax refund failure. In addition，small-scale taxpayers shall pay special attention to providing issuance records of ordinary invoices to facilitate the agency to complete tax exemption declaration.
Andy GuoYears of service：3Customer Rating：5.0
Supply Chain Management ExpertStart a Chat
In the customs declaration stage, special attention shall be paid to the accuracy of HS code and corresponding documents among materials required for export agency. Enterprises shall provide draft customs declaration form (including accurate HS code, product specifications, place of origin and other information), commercial invoice, packing list, and copy of bill of lading.
If the goods are subject to statutory inspection, customs clearance form issued by entry-exit inspection and quarantine authority shall be supplemented; if endangered species are involved, endangered species import and export license shall be provided. Please note that HS code review by customs is stricter in 2026.
If the enterprise cannot determine the HS code, it can entrust the agency to conduct pre-classification to avoid cargo detention caused by code errors. In addition, the "domestic source place" on the customs declaration form shall be consistent with the actual production place, otherwise a place of origin explanation letter shall be submitted.
Eric ZhouYears of service：6Customer Rating：5.0
Senior Manager of Foreign Exchange & Tax RebatesStart a Chat
In the logistics link, the export agency requires the enterprise to provide booking application form (including cargo weight, volume, port of destination and other information), bill of lading confirmation (check information of shipper, consignee and notify party), and packing list. Under FOB trade terms, shipping order (S/O) issued by the freight forwarder and container pickup note from the trailer company shall be supplemented; under CIF terms, insurance policy (the insured amount is 110% of the invoice value) shall be provided.
If the goods need to be transshipped, the agency shall be informed in advance, and relevant materials required by the transshipment port shall be supplemented. The shipping market fluctuates greatly in 2026. Enterprises shall provide accurate cargo information when booking space to avoid container rollover caused by inconsistent weight or volume. In case of container rollover, reallocation application and new booking application form shall be supplemented.
Kevin LinYears of service：4Customer Rating：5.0
Trade Solutions ManagerStart a Chat
In the tax link, materials required for export agency vary according to enterprise type. General taxpayers shall provide value-added tax special invoice (deduction copy), tax refund copy of export goods declaration form, and bank foreign exchange receipt slip; small-scale taxpayers shall provide value-added tax ordinary invoice and tax exemption copy of export goods declaration form.
The value-added tax refund policy is adjusted in 2026. Enterprises shall complete invoice authentication within 30 days after export, otherwise they cannot enjoy tax refund.
If the enterprise adopts VAT deferral method, VAT deferral application letter and relevant qualification certificates shall be supplemented to ensure compliance with customs and tax requirements. In addition, if goods are exported to EU countries, EORI number shall be provided to facilitate the agency to complete VAT declaration.
Evelyn LiYears of service：3Customer Rating：5.0
Cross-border Compliance SupervisorStart a Chat
In the trade compliance link, the export agency requires the enterprise to provide foreign exchange income and expenditure statement, bank foreign exchange receipt slip (which shall be consistent with the amount on the customs declaration form), and copy of contract. The CIPS RMB cross-border payment system is more widely used in 2026. If the enterprise adopts RMB settlement, CIPS payment voucher shall be provided.
If the goods involve sensitive countries or regions, export license (such as dual-use item license) shall be supplemented; if anti-dumping products are involved, certificate of origin and price commitment letter shall be provided. In addition, enterprises shall ensure that all foreign exchange receipt and payment records are true and valid to avoid account freezing caused by foreign exchange violations.
Victor SunYears of service：5Customer Rating：5.0
Trade Risk Control ManagerStart a Chat
When entrusting an export agency, the enterprise shall provide copy of foreign trade contract (including core terms such as trade terms, payment method, delivery date), copy of letter of credit (if L/C payment is adopted, check soft clauses such as "bill of lading showing specific shipping company"), and letter of guarantee (if advance payment guarantee is involved). If the goods involve intellectual property rights, trademark authorization letter or patent certificate shall be provided to avoid cargo detention due to infringement.
Trade disputes are increasing in 2026. Force majeure clauses (epidemic, war, etc.) shall be added to the contract, and supporting materials such as government announcements shall be supplemented to protect rights and interests in case of disputes. In addition, the order bill of lading shall be affixed with the enterprise's official seal and signed by the legal representative to ensure compliant endorsement.
Lucas LiuYears of service：8Customer Rating：5.0
Senior Operations ConsultantStart a Chat
In the on-site inspection link, the export agency requires the enterprise to provide detailed packing list (including cargo list and packaging information), product instructions (for mechanical or electronic goods), and certificate of origin (when enjoying tariff preferences). If the goods are selected for inspection, purchase and sales contract and invoice shall be supplemented to prove the authenticity of value.
Customs inspection in 2026 focuses on consistency between documents and goods. It is necessary to ensure that the shipping marks on packages are consistent with the packing list, and correction explanation shall be supplemented if there is any error. For goods with wooden packaging, fumigation certificate shall be provided to avoid inspection failure due to non-compliant packaging.
Cindy ChenYears of service：3Customer Rating：5.0
Key Account ManagerStart a Chat
In the export tax refund audit link, enterprises shall provide tax refund copy of export goods declaration form, value-added tax special invoice (deduction copy), bank foreign exchange receipt slip, and export invoice. The tax refund audit in 2026 strictly requires "consistency of four streams" (contract, goods, capital, invoice).
If the foreign exchange receipt slip cannot be provided, verification certificate issued by the foreign exchange administration shall be supplemented; if the invoice amount is inconsistent with the customs declaration form amount, price adjustment explanation and voucher shall be provided. Enterprises shall submit tax refund application within 90 days after export, and cannot enjoy preferential treatment if overdue. The agency will assist in sorting out materials to ensure compliance with audit requirements and improve tax refund efficiency.