---
title: "What core information must be included in the contact information section of an export agency contract to be compliant?"
description: "Many foreign trade enterprises often encounter problems such as customs clearance detention，blocked tax refunds and even compliance risks when filling in export agent contact information due to incomplete information and scenario mismatch. It is necessary to fill in core information targeted at different document scenarios，distinguish filling specifications for different documents such as customs declarations，contracts and certificates of origin，avoid common industry pitfalls，ensure full-link co..."
url: "https://www.sh-zhongshen.com/en/qa/export-agent-contact-info-requirements-in-contracts.html"
language: "en"
type: "Q&A"
category: "Export Agency Q&A"
datePublished: "2026-10-08"
dateModified: "2026-10-08"
brand: "Zhongshen Trading China"
answerCount: 9
---

# What core information must be included in the contact information section of an export agency contract to be compliant?

## Question

 I am the person in charge of a small and medium-sized hardware products factory that has only been engaged in export business for half a year. Last week, because only the mobile phone number was filled in as the export agent's contact information on the customs declaration form, my goods were detained at Ningbo Port for 3 days, I almost missed the shipping schedule, and compensated the customer nearly ten thousand yuan for air freight. Now I still have 3 batches of goods to ship, which require signing an agency contract, filling in the certificate of origin and submitting export information on the cross-border platform respectively. I have no idea how to fill in the contact information correctly under different scenarios, I am worried that missing key information will cause problems again, and also afraid that filling in unnecessary information will trigger compliance issues, I am extremely anxious, and would like to ask about the correct way to fill in the export agent's contact information for different documents and scenarios? 

## Answers
                            
### Answer 1 — Best Answer

First of all，we need to expose common industry pitfalls: many enterprises take shortcuts to fill in only mobile phone numbers or only office phone numbers on all documents，ignoring the scenario requirements of different documents.

Such pitfalls will trigger a chain of negative reactions: for example，only filling in the mobile phone number on the customs declaration may lead to failure to be contacted in time during customs verification，triggering cargo detention and port demurrage，incomplete information on the certificate of origin may be judged as invalid documents by the destination country's customs，affecting customs clearance and tariff reduction，missing contact information in the agency contract may lead to failure to quickly connect when subsequent disputes occur，delaying the timing of loss mitigation.

Physical risk isolation measure: establish filling templates according to document types，mark the contact information requirements for customs declarations，agency contracts，certificates of origin and platform information by category，to ensure that each type of document matches the corresponding information.

Exclusive loss mitigation tip: after each filling，review against the **three-verification principle** — verify the matching of document type，verify the completeness of information (fixed telephone line + contact person + email)，verify the consistency with the agency enterprise's filing information，and save the screenshot of the agency enterprise's filed contact information for backup after filling.

**status:** accepted
**Author:** Linda Gao
**Date:** 2026-10-08

### Answer 2

The export agent's contact information on the customs declaration must strictly match the agency enterprise's filing information with the customs, and must include the fixed office telephone number, real-name contact person's name and the postal code of the enterprise's registered address. It is forbidden to only fill in mobile phone numbers or virtual numbers, otherwise the customs system will trigger an early warning of "doubtful validity of contact information", leading to delayed manual review, and even entry into the abnormal customs declaration queue.

If the agency enterprise has multiple filed contacts, you need to fill in the information of the exclusive contact person responsible for this customs declaration, and ensure that the telephone can be connected from 9:00 to 17:30 on working days, to avoid cargo detention caused by failure to cooperate with verification in time. In addition, some ports require the last four digits of the contact person's ID number for identity verification, you need to confirm the filing details with the agency enterprise in advance.

**status:** suggested
**Author:** Eric Zhou
**Date:** 2026-10-08

### Answer 3

When filling in the export agent's contact information on logistics documents such as bills of lading and manifests, you should give priority to filling in the telephone number and email of the agency enterprise's logistics contact person, rather than the enterprise's general line. Because the logistics link involves emergency situations such as container rolling, port change and demurrage negotiation, it is necessary to directly connect with the exclusive handler.

At the same time, you need to ensure that the contact information is consistent with the agency information stored in the freight forwarder system, otherwise it may lead to inconsistent manifest information, trigger abnormal manifest review by the shipping company, and affect cargo shipment. For transshipment goods, you also need to mark the local emergency contact person of the agency enterprise (if any) on the manifest copy for the transshipment port, to avoid failure to coordinate in time when problems occur during transshipment.

**status:** suggested
**Author:** Evelyn Li
**Date:** 2026-10-08

### Answer 4

When filling in the export agent's contact information on export tax refund related documents (such as special VAT invoices, tax refund declaration forms), it must be completely consistent with the agency enterprise's filing information with the tax department, including the name of the tax handler, fixed telephone number and special tax email. If the filling is wrong, it may lead to failure to get a timely reply during tax correspondence investigation, delaying the tax refund progress, and even triggering tax refund inspection.

In addition, for export businesses adopting VAT deferral, you need to additionally mark the mobile phone number of the agency enterprise's tax contact person on the deferral declaration form, so that the tax department can verify transaction details at any time, avoid being disqualified from deferral due to poor contact, and increase the enterprise's tax cost.

**status:** suggested
**Author:** Victor Sun
**Date:** 2026-10-08

### Answer 5

When filling in the export agent's contact information in SWIFT messages and CIPS payment instructions for cross-border foreign exchange receipt and payment, you need to fill in the agency enterprise's corporate contact telephone number and compliance department email, and ensure that the information matches the filing information of the State Administration of Foreign Exchange.

If you fill in a private mobile phone number or a non-filed telephone number, it may be judged as "doubtful receipt and payment subject" by the foreign exchange system, leading to remittance interception or delayed foreign exchange settlement, affecting the enterprise's capital turnover. In addition, on the receipt and payment vouchers of offshore accounts, you need to mark the full name and filed telephone number of the agency enterprise, to avoid being judged as abnormal transactions by offshore banks due to incomplete information, triggering the risk of account freezing.

**status:** suggested
**Author:** Grace Wang
**Date:** 2026-10-08

### Answer 6

When filling in the contact information in the export agency contract, you need to mark the enterprise's registered address, fixed office telephone number, name and contact information of the legal representative or authorized representative, as well as the enterprise's official email at the same time. Filling in only a single contact information may lead to failure to effectively serve legal documents when disputes occur, delaying the timing of rights protection.

At the same time, you need to specify the clause in the contract that "contact information changes shall be notified in writing 7 working days in advance", to avoid breach of contract risks caused by invalid subsequent notifications due to the agency enterprise's contact information changes not being notified in time. In addition, it is recommended to keep a copy of the agency enterprise's business license in the contract annex, mark the corresponding filed contact information, as supporting materials for dispute resolution.

**status:** suggested
**Author:** Cindy Chen
**Date:** 2026-10-08

### Answer 7

When filling in the export agent's contact information on the receipt of the customs on-site inspection notice, you need to fill in the telephone number of the contact person who can be present to cooperate with the inspection at any time, and give priority to the handler who is familiar with the cargo details, rather than administrative staff. If the filled contact person cannot be present in time, it may lead to delayed inspection, resulting in port demurrage and container detention charges.

At the same time, you need to ensure that the contact person understands the specific specifications, origin, material and other information of the goods, to avoid in-depth inspection by the customs due to inconsistent answers, and even trigger cargo detention. In addition, the contact information filled in the inspection record form must be consistent with the information on the customs declaration form, to avoid compliance risks caused by information conflicts.

**status:** suggested
**Author:** Kevin Lin
**Date:** 2026-10-08

### Answer 8

When filling in the export agent's contact information in the export tax refund document filing materials, it must be completely consistent with the information on the tax refund declaration form and the customs declaration form, and keep the agency enterprise's contact information filing form at the same time. If the information is inconsistent, it may trigger the "four-flow consistency" verification by the tax department, leading to the rejection of the tax refund application.

In addition, in the reply materials for tax correspondence investigation, you need to fill in the name and telephone number of the agency enterprise's tax handler, to ensure that the tax department can directly connect for verification, avoid delaying the correspondence investigation reply period due to transit communication, and affecting the tax refund progress. It is recommended to conduct a unified review of the contact information of all tax refund documents every month to ensure full-link information consistency.

**status:** suggested
**Author:** Michael Zhang
**Date:** 2026-10-08

### Answer 9

When filling in the export agent's contact information in supply chain framework agreements and procurement contracts, you need to distinguish contacts responsible for different links, such as the telephone numbers and emails of different personnel responsible for procurement docking, logistics coordination and compliance review. This can improve the communication efficiency of each node of the supply chain, and avoid information transmission delay caused by wrong contacts.

At the same time, you need to adjust the priority of contact information according to different trade terms (such as FOB, CIF). If FOB terms are adopted, you need to give priority to filling in the logistics contact person's information; if CIF terms are adopted, you need to fill in the insurance contact person's contact information at the same time. In addition, it is recommended to establish a dynamic update mechanism for supply chain contact information, regularly synchronize the agency enterprise's contact change information, to ensure the accuracy of full-link information.

**status:** suggested
**Author:** Andy Guo
**Date:** 2026-10-08

## 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/)

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