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What core documents and compliance materials are required to provide to the customs brokerage firm for import and export declaration processing?
or complex compliance issues.
clearance and fund security.
I am a foreign trade specialist of an enterprise based in Shanghai, which mainly engages in the import and export of precision instruments and rubber raw materials. Last week, when I exported precision optical lenses to Germany for the first time, I did not have a clear idea of the materials required by the customs brokerage firm, so I missed the certificate of origin and third-party optical inspection report, which led to the detention of the goods at Shanghai Port for 3 days.
I not only paid more than 20,000 yuan in liquidated damages to the customer, but also was charged nearly 10,000 yuan in port detention fees by the freight forwarder. Now I have to follow up the subsequent rectification of this batch of detained goods, and also prepare customs declaration materials for natural rubber raw materials to be imported from Southeast Asia next week. I am very nervous, worrying that I will miss something again and cause problems.
I would like to ask what core materials should be provided to the customs brokerage firm for import and export under different trade modes? Are there any additional exclusive materials to be prepared for special categories of goods? What are the key details to avoid mistakes?
Eric ZhouYears of service：6Customer Rating：5.0
Senior Manager of Foreign Exchange & Tax RebatesStart a Chat
First of all，pre-audit of pre-set documents should be completed，which is the core premise to avoid subsequent abnormalities: for export，you should check the four core documents of commercial invoice，packing list，customs declaration power of attorney，certificate of origin in advance to ensure that the commodity code and goods value on the invoice are completely consistent with those on the customs declaration form，for import，you need to additionally prepare the original bill of lading or telex release bill of lading，and confirm the compliance of bill of lading endorsement in advance.
In terms of core node connection，you should synchronize all materials to the customs brokerage firm 24 hours before the goods enter the warehouse，to avoid the failure of timely matching of manifest information and triggering of customs control caused by delayed materials. If special categories are involved，such as precision optical lenses requiring synchronous submission of third-party inspection reports，and natural rubber requiring automatic import license，you should complete material preparation 7-10 days in advance，and reserve time for review and adjustment.
In terms of abnormal response plans，you should agree on a "green channel for document correction" with the customs brokerage firm in advance. If there is missing material or inconsistent information，you can first submit the correction materials through the electronic port，without submitting paper documents on site，if customs inspection is triggered，you should synchronize the packaging details and composition description of the goods to the customs brokerage firm in advance，to cooperate with the inspection explanation work.
At the final compliance implementation stage，you should retain copies of all materials submitted to the customs brokerage firm，including electronic and paper copies，for a retention period of no less than 5 years，to ensure that supporting materials can be provided quickly during subsequent customs audits，and complete the full-link compliance closed loop.
Andy GuoYears of service：3Customer Rating：5.0
Supply Chain Management ExpertStart a Chat
Core materials should be distinguished according to the type of customs declaration. For general trade export, you need to provide commercial invoice, packing list, customs declaration power of attorney and certificate of origin.
If you enjoy preferential tariffs under free trade agreements, you need to provide the corresponding free trade agreement certificate of origin, and the commodity code on the certificate must fully match that on the customs declaration form; for general trade import, you need to provide commercial invoice, packing list, customs declaration power of attorney, bill of lading, and automatic import license (if applicable). It should be noted that the "goods name, specification and model, country/region of origin" on the customs declaration form must be consistent with all documents.
If there is any inconsistency, the customs will directly return the declaration form, leading to declaration delay. In addition, if the customs raises a query on price valuation, you need to additionally provide price supporting materials such as procurement contracts and foreign exchange payment vouchers, to avoid customs seizure caused by failed price valuation.
Kevin LinYears of service：4Customer Rating：5.0
Trade Solutions ManagerStart a Chat
In addition to core customs declaration documents, you need to provide the goods warehousing note and manifest information confirmation copy to the customs brokerage firm, to ensure that the customs brokerage firm can match the manifest data in time, and avoid the failure of declaration caused by inconsistent manifest information. If transit transportation is involved, you need to provide the transit certification document of the transit port.
If the goods are fragile products or precision instruments, you need to provide packaging details and reinforcement instructions, so that the customs brokerage firm can note marks such as "fragile" and "handle with care" during declaration, to reduce the risk of goods damage during on-site inspection. In addition, if the goods are detained at the port, you need to provide the port detention fee payment voucher and the customs release rectification notice to the customs brokerage firm, to quickly restart the subsequent customs declaration process.
Victor SunYears of service：5Customer Rating：5.0
Trade Risk Control ManagerStart a Chat
You need to provide tax-related auxiliary materials to the customs brokerage firm. For export, if you apply for export tax refund, you need to provide special VAT invoice and the tax refund copy of the export goods declaration form, and the goods name and specification model on the invoice must be completely consistent with those on the customs declaration form; if you adopt the VAT deferred import mode, you need to provide the VAT deferred application filing form to the customs brokerage firm, to ensure that the customs brokerage firm marks "VAT deferred" during declaration, and avoid capital occupation caused by paying import value-added tax in advance.
In addition, if cross-border related transactions are involved, you need to provide the related transaction pricing statement, to ensure that the goods value on the customs declaration form conforms to the arm's length principle, and avoid declaration abnormalities caused by tax adjustment.
Jason WuYears of service：10Customer Rating：5.0
International Logistics & Supply Chain ManagerStart a Chat
You need to provide compliance materials related to foreign exchange receipt and payment to the customs brokerage firm. For export, if you adopt letter of credit settlement, you need to provide a copy of the letter of credit, to ensure that the foreign exchange collection method on the customs declaration form is consistent with that specified in the letter of credit; for import, if you adopt cross-border RMB settlement, you need to provide CIPS payment vouchers, so that the customs brokerage firm can mark "cross-border RMB payment" during declaration, which meets foreign exchange compliance requirements.
In addition, if you collect foreign exchange through offshore accounts, you need to provide the foreign exchange receipt memo of the offshore account, to ensure that the foreign exchange receipt information is consistent with the overseas buyer information on the customs declaration form, and avoid compliance risks caused by inconsistent foreign exchange information.
Grace WangYears of service：10Customer Rating：5.0
Senior Foreign Trade ConsultantStart a Chat
If the goods involve intellectual property rights, you need to provide the intellectual property customs protection registration certificate to the customs brokerage firm. For authorized produced products, you need to provide the brand authorization letter, to avoid customs seizure caused by suspected infringement. If you adopt the FOB trade term, you need to provide a copy of the goods shipment notice, to ensure that the transportation mode and port of shipment on the customs declaration form are consistent with those in the trade contract.
If force majeure clauses are involved, such as goods delay caused by the epidemic, you need to provide the force majeure certification document to the customs brokerage firm, so that relevant information can be noted during declaration, to reduce the risk of liability for breach of contract. In addition, all documents provided to the customs brokerage firm must be affixed with the original seal of the enterprise, to ensure the legal effect of the documents.
Linda GaoYears of service：7Customer Rating：5.0
Documentation SupervisorStart a Chat
You need to provide the goods packaging details, composition description and seal number to the customs brokerage firm. For dangerous goods, you need to provide the MSDS report and dangerous goods packaging use appraisal result sheet, so that the customs brokerage firm can accurately mark the hazard category of the goods during declaration, and avoid customs seizure caused by inconsistent information during on-site inspection.
If the goods need to be unpacked for inspection, you need to provide the goods placement diagram, so that the customs brokerage firm can cooperate with the customs to quickly find the goods to be inspected and shorten the inspection time; if sample testing is involved, you need to provide the goods sample description and sample testing power of attorney, to ensure the smooth progress of the sample testing process. In addition, the seal number on all documents must be consistent with the seal number of the actual goods, to avoid smuggling suspicion caused by inconsistent seals.
Evelyn LiYears of service：3Customer Rating：5.0
Cross-border Compliance SupervisorStart a Chat
For export, you need to provide the special VAT invoice, tax refund copy of the export goods declaration form and foreign exchange receipt memo to the customs brokerage firm, and the "four flows" (contract flow, goods flow, capital flow, invoice flow) must be completely consistent. If there is any inconsistency, you will not be able to handle the export tax refund, and even trigger tax letter verification.
It should be noted that the issuance time of the special VAT invoice must be before the export of the goods, and the commodity code on the invoice must be consistent with that on the customs declaration form; the foreign exchange receipt amount on the foreign exchange receipt memo must be consistent with the goods value on the customs declaration form, and if there is a difference, you need to provide a difference explanation. In addition, all documents must be retained for no less than 10 years, so that supporting materials can be provided during subsequent tax audits.