What Are the Core Requirements for Domestic Enterprises Applying for Import and Export Qualification in 2026?

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  • Sep 2, 2026 at 21:32
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I am the head of a small and medium-sized hardware accessories manufacturing enterprise based in Shanghai. I just received my first order worth 1 million euros from a European client last week, and I am now in urgent need of applying for import and export qualification. However, I have never been engaged in foreign trade business before.

I went to the government service hall yesterday, and the staff told me that I was missing several documents and also mentioned that I need to complete customs filing. I am totally confused now. I am worried that if I cannot get the qualification approved and miss the order delivery date, I will have to pay penalty for breach of contract.

Besides, I heard that some enterprises delayed the approval for one to two months because of falling into mistakes during the application. I am really anxious now and want to know the exact step-by-step procedure, what pitfalls I should avoid, and whether there is any way to speed up the approval process?

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Expert Q&A

Victor Sun
Victor SunYears of service：5Customer Rating：5.0

Trade Risk Control ManagerStart a Chat

First，sort out the details of advance document review: For 2026 import and export qualification application，you need to prepare in advance: business license (the business scope must include "import and export of goods/technology import and export"，if not，you need to complete industrial and commercial change first)，copy of the legal person's ID card，official seal，application form for Foreign Trade Operator Registration. Note that the "import and export business scope" in the application form must be fully consistent with the industrial and commercial registration to avoid being rejected due to inconsistent expression.

Accurately control the connection of core nodes: Complete the industrial and commercial business scope change first (if required)，then submit the Foreign Trade Operator Registration (can be processed online via the "Single Window"，certificate is issued within 3 working days)，then carry out customs declaration unit registration with the customs (after online submission，you can obtain the Certificate of Customs Declaration Unit Registration upon customs approval)，and finally complete directory registration with the State Administration of Foreign Exchange. These four nodes need to be connected within 15 working days to avoid gap.

Prepare contingency plans for abnormalities in advance: If you encounter delays in industrial and commercial change approval，you can submit the order contract to the registration authority in advance as expedited supporting evidence，if your customs filing materials are rejected，you need to supplement materials according to the correction notice within 24 hours，and you can contact the enterprise management department of the local customs for pre-review.

After the final compliance implementation，you need to complete the electronic port IC card processing synchronously to ensure the compliance of the whole subsequent process of customs declaration，payment and collection. It is recommended to complete pre-review of all materials 1-2 weeks in advance to avoid delaying approval progress due to temporary material supplement.

Reference: How Shanghai Export Agency & Customs Brokerage Institutions Respond to 2026 EU New Trade Regulations
Cindy Chen
Cindy ChenYears of service：3Customer Rating：5.0

Key Account ManagerStart a Chat

In 2026, the customs' review focus for customs declaration unit registration has shifted to "business scope matching" and "authenticity of actual business premises". If an enterprise's business scope does not clearly mark import and export related content, it cannot complete customs filing even if it has obtained the Foreign Trade Operator Registration.

Some enterprises have their filing rejected due to unauthorized modification of business scope expression, and need to restart the industrial and commercial change process, which delays at least 7-10 working days. It is recommended to upload the draft business license via the "pre-review module" on the customs single window in advance, and submit formally after confirming that the business scope is compliant.

Lucas Liu
Lucas LiuYears of service：8Customer Rating：5.0

Senior Operations ConsultantStart a Chat

After an enterprise obtains the import and export qualification, it needs to complete the "export tax refund (exemption) qualification confirmation" in tax filing synchronously. In 2026, tax authorities have realized automatic data networking with customs and industrial and commercial authorities.

If industrial and commercial information is inconsistent with tax information during the qualification application process, it will directly affect the confirmation of export tax refund qualification. If an enterprise has unsettled tax matters, it needs to complete the settlement before applying for the qualification, otherwise it will be included in the tax abnormal list, and cannot handle subsequent foreign exchange payment and collection and tax refund business.

Jason Wu
Jason WuYears of service：10Customer Rating：5.0

International Logistics & Supply Chain ManagerStart a Chat

After completing import and export qualification processing, you need to timely register for the "Trade Foreign Exchange Receipt and Payment Enterprise Directory" with the State Administration of Foreign Exchange. In 2026, SAFE has implemented "paperless directory registration", enterprises can submit relevant materials via the CIPS system, and can carry out foreign exchange receipt and payment business the next day after approval.

Note that the enterprise name on the directory registration must be fully consistent with the name on customs filing, otherwise it will cause SWIFT messages to be returned and affect the efficiency of foreign exchange settlement.

Linda Gao
Linda GaoYears of service：7Customer Rating：5.0

Documentation SupervisorStart a Chat

When applying for import and export qualification, if an enterprise entrusts an agency to handle the application, it needs to sign a formal entrustment agreement with the agency to clarify the rights and responsibilities of both parties, especially the time limit for qualification processing, liability for breach of contract and information confidentiality clauses. In 2026, disputes caused by non-standard entrustment agreements in the foreign trade agency industry increased by 12% year-on-year.

Some enterprises cannot claim liability after qualification delay because the agreement does not clarify the fee and responsibility for expedited processing. It is recommended to add a clause to the agreement that "if the approval delay is caused by the agent, the agent shall compensate for the loss of order breach of contract".

Grace Wang
Grace WangYears of service：10Customer Rating：5.0

Senior Foreign Trade ConsultantStart a Chat

After obtaining the import and export qualification, enterprises need to establish a complete document management system. In 2026, tax authorities have realized full digital verification of the "four-flow consistency" for export tax refund. The information of customs declaration, invoice, contract and freight note must be fully matched.

If there is any information deviation, it will trigger tax verification and delay tax refund. It is recommended to classify and archive all foreign trade documents in advance, and upload them synchronously via the "document filing module" of the electronic port to ensure smooth subsequent tax refund review.

Evelyn Li
Evelyn LiYears of service：3Customer Rating：5.0

Cross-border Compliance SupervisorStart a Chat

While applying for import and export qualification, enterprises can plan the foreign trade supply chain structure synchronously, and select appropriate trade terms (FOB/CIF) according to the destination and volume of the order. In 2026, international logistics costs fluctuate greatly.

If you adjust trade terms after the qualification is processed, the logistics cost will increase by 10%-15%. It is recommended to sign a letter of intent with a logistics service provider in advance combined with the order delivery cycle, and you can start logistics arrangements right after the qualification is obtained.

Andy Guo
Andy GuoYears of service：3Customer Rating：5.0

Supply Chain Management ExpertStart a Chat

After the import and export qualification is obtained, the customs will conduct a "first declaration inspection" for the enterprise's first declaration. In 2026, customs on-site inspection has implemented "machine inspection first".

If the goods information declared by the enterprise for the first time does not match the actual situation, the enterprise will be listed as a "key supervised enterprise", and the subsequent inspection rate will increase to more than 30%. It is recommended that before the first declaration, submit the detailed information of the goods (name, HS code, quantity, weight) to the customs broker for pre-review in advance to ensure the accuracy of the declared information.

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