---
title: "What core documents and materials are required for enterprises to apply for import and export qualifications?"
description: "Small and micro enterprises that have just transformed into cross-border home furniture export are facing dilemmas of tight order delivery schedules and lack of foreign trade experience，worried about compliance risks of exporting under other entities' names，and urgently need to complete the application for import and export qualifications quickly. Through full-chain disassembly of the handling process，pre-review of the business scope of the business license，connection of core approval nodes，and..."
url: "https://www.sh-zhongshen.com/en/qa/core-documents-materials-import-export-qualification.html"
language: "en"
type: "Q&A"
category: "Customs Declaration Q&A"
datePublished: "2026-10-18"
dateModified: "2026-10-18"
brand: "Zhongshen Trading China"
answerCount: 10
---

# What core documents and materials are required for enterprises to apply for import and export qualifications?

## Question

 I am the owner of a small and micro enterprise in Shanghai that has just transformed into cross-border home furniture export. Last month, I finally received my first order for custom wardrobes from the EU. I originally planned to find a freight forwarder to handle the export on my behalf, but the other party said that I must use my company's own import and export qualification for formal customs declaration, otherwise I can only export under other entities' names. I heard from peers before that exporting under other entities' names will leave tax and compliance hidden risks, so I dare not take this risk. However, my company has only been established for 3 years and has no foreign trade experience at all. Now the order delivery date is only 20 days away, and I am too anxious to eat. I want to know what core materials I need to prepare for applying for import and export qualifications in my situation? Will there be approval stuck situations? Is there a fast track for small and micro enterprises? What compliance pitfalls should I avoid to prevent delaying delivery or leaving subsequent tax risks? 

## Answers
                            
### Answer 1 — Best Answer

First carry out **pre-audit of documents**: you need to first confirm that the business scope of the business license includes "import and export of goods，import and export of technology". If not，the industrial and commercial change needs to be completed within 3 working days，only the change application form and original and duplicate copies of the business license are required for submission. Small and micro enterprises in Shanghai can use the "One Netcom Office" fast track，and the processing can be completed within 1 working day.

The connection of core nodes shall be promoted in the following order: Step 1，log in to the "Unified Platform of Ministry of Commerce Business System" to complete the filing of foreign trade operators，and the filing registration form can be obtained within 1-2 working days after submission，Step 2，log in to the "China International Trade Single Window" to handle the filing of consignors and consignees of import and export goods of the customs，submit the business license and filing registration form simultaneously，the approval time limit is 2 working days，Step 3，go to the State Administration of Foreign Exchange to handle the registration of trade foreign exchange receipts and payments enterprise directory，which can be submitted online and completed immediately，Step 4，apply for **E-port card**，you need to bring the filing materials to collect on site，and you can carry out normal customs declaration after activation.

Exception plan: if you encounter approval timeout (such as stuck in customs filing)，you can apply for the "Fast Approval Channel for Small and Micro Foreign Trade Enterprises" of Shanghai Customs with the order delivery date certificate，and the approval can generally be completed within 1 working day，if materials are missing，you can entrust a professional foreign trade agency to assist in completing materials to avoid delays.

Final compliant implementation: after all filings are completed，you need to bind the information of customs declaration personnel in the E-port system，ensure that the documents for the first customs declaration are consistent with the filing information，avoid triggering the customs document review warning，and ensure that the order is cleared on time.

**status:** accepted
**Author:** Cindy Chen
**Date:** 2026-10-18

### Answer 2

In the customs filing link of applying for import and export qualifications, you need to focus on the "customs declaration personnel information" column of the customs declaration unit registration application form, which must fill in the information of the personnel who are actually responsible for customs declaration of the enterprise. If irrelevant personnel or false information is filled in, the warning of "inconsistent identity of customs declaration personnel" will be triggered during subsequent customs document review, resulting in the first customs declaration being returned, and even affecting the customs credit rating of the enterprise.

In addition, if the enterprise is engaged in import and export of special categories, such as wooden home furniture which requires fumigation certificate, the corresponding qualification copy shall be submitted simultaneously during filing, otherwise the first customs declaration will still be stuck due to lack of qualification after the filing is passed. It is recommended to check the special requirements of the corresponding category on the official website of the customs before filing, and prepare all materials in advance.

**status:** suggested
**Author:** Eric Zhou
**Date:** 2026-10-18

### Answer 3

After the enterprise obtains the import and export qualification, it is necessary to bind the E-port card with the customs declaration system of the cooperative freight forwarder in time to ensure that the freight forwarder can enter the manifest information normally, avoid failure to reserve shipping schedule due to failed manifest entry, which will further delay delivery. In addition, if you choose a direct route to the EU, you need to confirm in advance whether the freight forwarder has the customs declaration qualification for the corresponding route, avoid cargo detention in the port due to the qualification problem of the freight forwarder.

For orders with tight delivery schedules, you can confirm the pre-allocated manifest with the freight forwarder in advance while handling the qualification, and submit the customs declaration materials immediately after the qualification is obtained to shorten the customs clearance time. At the same time, attention should be paid to the application for free storage period. If customs clearance is delayed due to qualification problems after the goods arrive at the port, you can apply for extending the free storage period with the filing certificate to reduce the expenditure of port detention fees.

**status:** suggested
**Author:** Michael Zhang
**Date:** 2026-10-18

### Answer 4

After handling the import and export qualification, you need to go to the competent tax authority to handle the export tax (exemption) refund filing in time, submit the foreign trade operator filing registration form, customs filing registration form, business license and other materials, and you can enjoy the export tax refund policy only after completing the filing. If the filing is not handled in time, the exported goods will not be eligible for tax refund, and value-added tax shall be paid as domestic sales, which increases the cost of the enterprise.

In addition, small and micro enterprises can enjoy the "paperless declaration for export tax refund" policy, which reduces the submission of paper materials and improves the tax refund efficiency. It is recommended to handle the tax filing simultaneously when handling the qualification to avoid missing the tax refund declaration period.

**status:** suggested
**Author:** Grace Wang
**Date:** 2026-10-18

### Answer 5

After handling the import and export qualification, you need to open a corporate foreign exchange settlement account in the bank, and simultaneously handle the registration of trade foreign exchange receipts and payments enterprise directory at the State Administration of Foreign Exchange. Only after completion can you receive and pay foreign exchange normally.

If you do not handle the directory registration, you will not be able to receive foreign exchange through formal channels, and can only use third-party payment platforms, which has foreign exchange control risks. In addition, attention should be paid to the authenticity review of foreign exchange receipts and payments.

All foreign exchange receipts must correspond to real export orders, avoid triggering the warning of the State Administration of Foreign Exchange and leading to account freezing. It is recommended to submit materials such as orders and customs declaration forms to the bank in advance before the first foreign exchange receipt to ensure smooth foreign exchange receipt.

**status:** suggested
**Author:** Daniel Xu
**Date:** 2026-10-18

### Answer 6

After the enterprise handles the import and export qualification, it is necessary to update the contracts signed with suppliers and customers in time to clarify the scope of use of the import and export qualification, avoid cargo right disputes caused by ambiguous contract terms. In addition, if you entrust a third party to act as an agent for customs declaration, you need to sign a formal agency customs declaration agreement to clarify the rights and obligations of both parties, especially the clauses such as the ownership of cargo rights and the division of customs declaration responsibilities, avoid the goods being detained or lost due to the error of the agent customs declaration.

At the same time, attention should be paid to the validity period of the import and export qualification. At present, the foreign trade operator filing registration form in Shanghai is valid for a long time, but the customs filing requires an annual report every year. If the annual report is not submitted on time, the qualification will become invalid, affecting subsequent customs declaration.

**status:** suggested
**Author:** Jason Wu
**Date:** 2026-10-18

### Answer 7

For enterprises applying for import and export qualifications for the first time, the inspection probability of the first customs declaration is relatively high. You need to prepare the packing list, invoice, contract, filing registration form and other materials of the goods in advance to ensure that the content of the materials is consistent with the actual goods, especially the name, specification, quantity and other information of the goods, avoid failing the inspection due to inconsistent information.

In addition, if the goods involve wooden packaging, you need to ensure that the packaging has been fumigated and bears the IPPC logo, otherwise you will be required to re-fumigate during on-site inspection, which will delay delivery. It is recommended to contact the inspection and quarantine institution for pre-inspection before the goods are packed to ensure that the goods meet the customs clearance requirements.

**status:** suggested
**Author:** Andy Guo
**Date:** 2026-10-18

### Answer 8

If the goods exported by the enterprise are fragile or belong to special categories, such as glass home furniture, the packaging plan of the goods shall be submitted simultaneously when applying for import and export qualifications to ensure that the packaging meets international transportation standards, avoid damage to the goods during transportation.

In addition, if the goods involve dangerous goods (such as smart home products with lithium batteries), you need to handle the dangerous goods packaging qualification in advance, submit UN packaging performance sheet, dangerous characteristic classification identification report and other materials, otherwise you cannot handle the special category filing of import and export qualifications, resulting in failure to declare customs. It is recommended to contact a professional packaging institution to design the packaging scheme before handling the qualification to ensure compliance with the requirements.

**status:** suggested
**Author:** Victor Sun
**Date:** 2026-10-18

### Answer 9

After handling the import and export qualification, it is necessary to establish a perfect document management system, properly keep materials such as customs declaration forms, bills of lading, purchase invoices, sales contracts, etc., with a filing period of 5 years. If the filing is not carried out as required, the tax authority will suspend the export tax refund qualification of the enterprise, and even require the enterprise to pay back the refunded tax.

In addition, it is necessary to ensure the "consistency of four flows", that is, the consistency of capital flow, cargo flow, invoice flow and contract flow, avoid triggering tax correspondence adjustment due to inconsistent four flows and affecting the tax refund progress. It is recommended to sort out relevant documents in time after each export and submit them to the tax agency for pre-audit to ensure that they meet the tax refund requirements.

**status:** suggested
**Author:** Kevin Lin
**Date:** 2026-10-18

### Answer 10

After handling the import and export qualification, it is necessary to incorporate the import and export links into the enterprise's supply chain planning, optimize the connection of procurement, production, transportation, customs declaration and other links to ensure the efficient operation of the entire supply chain. For example, you can sign long-term procurement contracts with suppliers to clarify that suppliers need to provide goods and documents that meet import and export requirements, avoid customs declaration delays caused by materials provided by suppliers that do not meet the requirements.

In addition, an inventory linkage mechanism can be established to adjust the inventory level according to order demand, avoid delivery delays caused by insufficient inventory. It is recommended to evaluate the supply chain regularly and adjust and optimize it in time to improve the cross-border trade competitiveness of the enterprise.

**status:** suggested
**Author:** Lucas Liu
**Date:** 2026-10-18

## Related Categories
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