---
title: "What are the procedures for agency export business?"
description: "We are a trading company that has just started assisting factories with export agency services. Could you please explain the complete process of export agency operations? Specifically, what are the potential problematic stages in the middle, and how can we avoid them?"
url: "https://www.sh-zhongshen.com/en/qa/export-agency-business-process-problem-prone-steps-avoidance.html"
language: "en"
type: "Q&A"
category: "出口代理"
datePublished: "2026-02-01"
dateModified: "2026-02-01"
brand: "Zhongshen Trading China"
answerCount: 3
---

# What are the procedures for agency export business?

## Question

 We are a trading company that has just started assisting factories with export agency services. Could you please explain the complete process of export agency operations? Specifically, what are the potential problematic stages in the middle, and how can we avoid them? 

## Answers
                            
### Answer 1 — Best Answer

The compliance bottom line of export agency services lies in "who exports，who receives tax rebates，and who bears responsibility". Firstly，you need to sign a clear-cut "Export Agency Agreement" with the client，specifying the ownership of tax rebates，agency fee standards，and document responsibility. The core risks lie in the customs-defined "Four Self-Regulations and Three Absence" behaviors - never engage in such practices. In terms of operational procedures，you need to obtain the client's VAT invoices，customs declaration power of attorney，packing lists，invoices，and contracts，ensuring that the HS codes，product names，and declaration elements fully match the actual goods. Special attention: Foreign exchange must be transferred to the client in original currency，you cannot withhold or convert it，otherwise you will cross the red lines of money laundering and tax fraud. It is recommended to establish separate files for each transaction and keep communication records for at least 5 years to prepare for tax inspections.

**status:** accepted
**Author:** Jason Wu
**Date:** 2026-02-01

### Answer 2

From the perspective of logistics operations, export agency services integrate three flows: "document flow, cargo flow, and capital flow". First, you need to collect the client's goods and accurate customs declaration materials, checking product names, quantities, and weights to avoid discrepancies between the cargo manifest and actual items. Second, arrange shipping, trailer services, and customs declaration based on the trade terms (FOB or CIF is recommended), with key points including filling in your company as the "domestic consignor" on the customs declaration form and the client as the "production and sales unit". Third, after the goods are released, you must promptly deliver the bill of lading, the tax refund section of the customs declaration form, and the release notice to the client, so they can process the tax refund. Regarding timelines, it typically takes 7-10 working days from preparing inventory to completing all documentation. You must coordinate with the factory's schedule in advance to avoid the vessel waiting for the necessary documents.

**status:** suggested
**Author:** Cindy Chen
**Date:** 2026-02-01

### Answer 3

The core of business negotiations is to make the factory feel that you are 'professional, reliable, and not taking advantage of them'. From the outset, you need to thoroughly discuss three key issues: the agency fee, the payment cycle for tax refunds, and the responsibility for document errors. It's best to formalize these discussions in a written memorandum. In communication, don't just say 'I can help you with exports', but rather 'I provide one-stop export compliance services to help you lock in tax refund risks'. For payment methods, suggest that the factory pay the agency fee and estimated shipping costs first, then you can handle the rest to avoid the pressure of upfront funding. If the factory urgently demands tax refunds, you can reply, 'The progress of the tax refund depends on the tax bureau, but I guarantee that all documents will be sent within three working days after the customs declaration is completed. You can check the logistics information at any time'. This not only sets reasonable expectations but also demonstrates the transparency of your services.

**status:** suggested
**Author:** Linda Gao
**Date:** 2026-02-01

## Related Categories
- [Import Agency Q&A](https://www.sh-zhongshen.com/en/qa/cat-import-agency/)
- [Export Tax Rebate Q&A](https://www.sh-zhongshen.com/en/qa/cat-export-tax-rebate/)
- [Customs Declaration Q&A](https://www.sh-zhongshen.com/en/qa/cat-customs-declaration/)
- [Freight Forwarding Q&A](https://www.sh-zhongshen.com/en/qa/cat-freight-forwarding/)
- [Forex Settlement Q&A](https://www.sh-zhongshen.com/en/qa/cat-forex-settlement/)
- [Entrepôt Trade Q&A](https://www.sh-zhongshen.com/en/qa/cat-entrepot-trade/)
- [General Trade Q&A](https://www.sh-zhongshen.com/en/qa/cat-general-trade/)

## Related Resources
- [Trade Services](https://www.sh-zhongshen.com/en/services/)
- [Trade Cases](https://www.sh-zhongshen.com/en/cases/)
- [Trade Wiki](https://www.sh-zhongshen.com/en/wiki/)
- [Trade Class](https://www.sh-zhongshen.com/en/guide/)
- [Global Trade Services](https://www.sh-zhongshen.com/en/country/)

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