---
title: "How to Implement the Full Process of Foreign Trade Agency for Exported Fruits? What Core Compliance Nodes Need to Be Controlled?"
description: "Previously，self-exported Shine Muscat was detained by customs for 12 days due to document discrepancies，resulting in a loss of CNY 180,000 from the spoilage of the entire container of grapes，and there is an urgent need for a foreign trade agency to solve core problems such as compliant customs clearance，cost control，and abnormal response. By end-to-end disassembling key links of agency services including pre-arrival document review，core node connection，emergency plan formulation，and compliance i..."
url: "https://www.sh-zhongshen.com/en/qa/export-fruit-foreign-trade-agency-process-core-compliance-nodes.html"
language: "en"
type: "Q&A"
category: "Export Agency Q&A"
datePublished: "2026-10-30"
dateModified: "2026-10-30"
brand: "Zhongshen Trading China"
answerCount: 9
---

# How to Implement the Full Process of Foreign Trade Agency for Exported Fruits? What Core Compliance Nodes Need to Be Controlled?

## Question

 I am the head of a grape planting cooperative in Jiaxing, Zhejiang Province. We just harvested 12 tons of high-quality Shine Muscat last week. When I tried to export to Malaysia by myself last month, the goods were detained by customs for 12 days due to incorrect filling of quarantine documents, and the entire container of grapes was completely spoiled, with a direct loss of CNY 180,000. Now regular clients are urging for 3 full containers of goods, and I am so anxious that I can barely eat. I have never contacted foreign trade agencies before, so I don't know how to screen reliable agents, what core links the agent can cover for me, whether there will be mistakes again due to oversight of details, and whether the agency fees will eat up the already slim profit margins. In addition, the quarantine requirements in Southeast Asia are updated frequently, so I need the agent to track the compliance requirements in real time, and never allow customs detention and port demurrage to happen again. 

## Answers
                            
### Answer 1 — Best Answer

First，**Pre-arrival Document Verification Details**: The agent shall intervene 7 to 10 days in advance to check the consistency of information on the Registration Certificate of Outbound Fruit Orchard，Registration Certificate of Outbound Fruit Packing Plant，and Phytosanitary Certificate with the actual goods one by one，especially the orchard code，batch number，and special clauses under the quarantine requirements of the importing country. For example，for the pesticide residue limit standards for Shine Muscat set by Malaysia，samples shall be sent for testing in advance and the results shall be synchronized to the agent's document department.

Second，Core Node Coordination: The agent shall coordinate the customs broker，cold chain logistics provider，and overseas agent simultaneously to ensure that the pre-cooling temperature of the reefer container is controlled at 0-4℃ (the optimal storage temperature for Shine Muscat). For customs declaration，electronic documents shall be submitted to customs for pre-audit 24 hours in advance to avoid shipping schedule delay caused by manual document review delay，meanwhile，the agent shall confirm the contact point for quarantine and customs clearance at the port of destination with the overseas agent，and submit pre-declaration information in advance.

Third，Contingency Plan: For three core abnormalities including document discrepancy，on-site inspection，and detention at the port of destination，backup documents (such as supplementary pesticide residue test reports)，list of emergency contacts for on-site inspection，and quarantine communication channels of overseas agents shall be prepared in advance. In case of customs detention，the bonded warehouse temporary storage plan for some Southeast Asian ports shall be activated immediately to avoid goods spoilage.

Fourth，Final Compliance Implementation: The agent shall complete document filing within 3 working days after the goods depart from the port，and submit the customs clearance receipt，manifest information，and overseas customs clearance progress to the client simultaneously to ensure the complete document chain for foreign exchange receipt and tax refund，which meets the customs requirement of "consistency of four flows".

**status:** accepted
**Author:** Jason Wu
**Date:** 2026-10-30

### Answer 2

For customs declaration of exported fruits, priority shall be given to applying for the "Green Channel for Perishable Goods Customs Clearance" launched by customs in 2026. The electronic pre-audit application shall be submitted 3 working days in advance, and the electronic scanned copies of the quarantine certificate for outbound fruits and orchard registration certificate shall be uploaded simultaneously to ensure that the orchard code, batch number, and weight information on electronic data are 100% consistent with those on paper documents.

In case of valuation dispute, supporting documents such as orchard purchase invoices, packaging cost breakdowns, and formal transaction letters from overseas clients shall be provided immediately to avoid goods demurrage at the port and spoilage caused by valuation delay. In addition, for fruit export on Southeast Asian routes, pre-declaration shall be completed at the place of shipment in accordance with the customs requirement of "integrated customs clearance", and duplicate declaration at the exit port is not required. However, if the goods weight deviation exceeds 5%, a weight adjustment explanation shall be submitted to customs immediately to avoid triggering secondary inspection.

**status:** suggested
**Author:** Grace Wang
**Date:** 2026-10-30

### Answer 3

The cold chain logistics for exported fruits shall book shipping space 15 days in advance, and containers equipped with independent refrigeration systems shall be selected first. For table grapes such as Shine Muscat, the pre-cooling temperature shall be strictly controlled at 0-4℃, and the shipping line shall be required to provide the latest 2026 test report of the refrigeration equipment in advance to avoid spoilage caused by temperature fluctuation during transit. Meanwhile, the free storage period at the port of destination shall be clarified: the free storage period for perishable goods at Port Klang, Malaysia is 3 days, and an extension of 2-3 days shall be applied for through communication with the overseas agent in advance, otherwise a daily container detention fee of USD 120 will be incurred.

In case of cargo rollover, the logistics agent shall be coordinated immediately to reallocate to other reefer spaces on the same route, and an application for postponement of customs declaration time shall be submitted to customs simultaneously. For cargo ownership control, the "order bill of lading" shall be adopted, and the shipping line shall be required to issue a "letter of guarantee for release of cargo without original bill of lading" to avoid loss of cargo ownership.

**status:** suggested
**Author:** Daniel Xu
**Date:** 2026-10-30

### Answer 4

In 2026, China implements the VAT exemption policy for exported fruits. The agent shall assist enterprises in completing export tax refund filing, and pre-audit tax refund data 3 working days in advance using the customs "Export Tax Refund Pre-declaration System" to ensure the "consistency of four flows" of purchase invoices, customs declaration forms, and foreign exchange receipt vouchers, so as to avoid tax refund delay caused by data discrepancy.

For Southeast Asian orders settled in cross-border RMB, enterprises can enjoy the "Cross-border RMB Settlement Handling Fee Reduction and Exemption" policy launched by the People's Bank of China, and the handling fee per order can be reduced by 0.1%. In addition, the agency service fee shall comply with the industry fair price to avoid related party transaction inspection by tax authorities caused by pricing deviating from market standards. If overseas related parties are involved, a related party transaction pricing statement shall be prepared in advance to ensure tax compliance.

**status:** suggested
**Author:** Lucas Liu
**Date:** 2026-10-30

### Answer 5

The foreign exchange receipt and payment for exported fruits shall strictly comply with the "Cross-border Foreign Exchange Receipt and Payment Compliance Requirements" issued by the State Administration of Foreign Exchange in 2026. If RMB settlement is adopted, payment via the CIPS system shall be prioritized, which can enjoy a 0.05% discount on the foreign exchange settlement rate.

Meanwhile, foreign exchange receipt shall be completed within 90 days after goods export to avoid affecting the export tax refund qualification. If an offshore account is used for foreign exchange receipt, supporting documents such as customs declaration forms, formal contracts with overseas clients, and invoices shall be submitted to the bank in advance to avoid being flagged by the "Abnormal Foreign Exchange Receipt Early Warning System" of the State Administration of Foreign Exchange.

In addition, funds collected and paid on behalf by the agent shall be managed in a separate special account to ensure that the capital flow is consistent with the transaction subjects on the customs declaration form and contract, so as to avoid compliance risks of capital repatriation. For countries with strict foreign exchange control, communication with overseas clients shall be conducted in advance to adopt letter of credit settlement to ensure the security of foreign exchange receipt.

**status:** suggested
**Author:** Kevin Lin
**Date:** 2026-10-30

### Answer 6

When signing an agency contract for exported fruits, soft clauses of the letter of credit shall be explicitly excluded. For example, clauses beyond independent control such as "payment shall be made only after providing the qualification certificate issued by the quarantine department of the importing country" shall be prohibited to avoid deadlock in foreign exchange receipt. Meanwhile, the force majeure clause shall be improved to clarify that losses caused by port detention due to frequent port strikes, epidemic control and other events in Southeast Asia in 2026 shall be shared by both parties according to the proportion of responsibility, so as to avoid bearing full losses.

For the transfer of cargo ownership, the "order bill of lading" shall be adopted, which is endorsed by the enterprise to the agent, and the agent shall endorse it to the overseas client only after receiving full payment to avoid the risk of cargo release without original bill of lading. In addition, for fruits with variety rights such as Shine Muscat, the intellectual property protection requirements of the importing country shall be confirmed in advance to avoid goods detention caused by infringement.

**status:** suggested
**Author:** Andy Guo
**Date:** 2026-10-30

### Answer 7

Preparations shall be made in advance for customs on-site inspection of exported fruits. If non-intrusive inspection is adopted, the density of packing boxes shall be uniform to avoid triggering customs' "suspected concealment" warning caused by excessively high local density, which will lead to unstuffing inspection.

During unstuffing inspection, customs staff shall be assisted to handle goods with care to avoid damaging the sealing performance of the reefer container. If the temperature of the reefer container exceeds the preset range, the test report of the refrigeration equipment shall be submitted to customs immediately to prove that the goods are still in qualified storage status.

If customs requires sample testing, 500g samples shall be prepared in advance, and the quarantine department shall be contacted to apply for the "Green Channel for Perishable Goods Testing" launched in 2026 to issue test reports on an urgent basis, so as to avoid goods demurrage at the port caused by testing delay. In addition, the seal number of the shipping line shall be verified to be fully consistent with the number on the bill of lading to avoid the risk of seal being replaced.

**status:** suggested
**Author:** Linda Gao
**Date:** 2026-10-30

### Answer 8

The packaging of exported table grapes such as Shine Muscat shall comply with the 2026 quarantine requirements of Southeast Asia. Non-fumigated wooden packaging shall be prohibited. If wooden pallets are needed, they must bear the IPPC mark, otherwise they will be detained by the quarantine department at the port of destination. Food-grade PE foam shall be used as cushioning material inside the package, each grape bunch shall be covered with a perforated freshness protection bag to ensure breathability and prevent moisture loss.

The packing box shall be equipped with 1cm diameter ventilation holes, and the quantity per box shall not exceed 20 to avoid spoilage caused by excessively high temperature inside the box. In addition, the MSDS (Material Safety Data Sheet) of packaging materials shall be compiled and submitted to customs and shipping lines simultaneously to ensure that the packaging materials meet the environmental protection requirements of the importing country. In case of packaging damage, spare packaging materials shall be prepared in advance and replaced immediately at the container loading site to avoid affecting the shipping schedule.

**status:** suggested
**Author:** Victor Sun
**Date:** 2026-10-30

### Answer 9

The export tax refund for exported fruits shall strictly comply with the requirement of "consistency of four flows", that is, the transaction subjects of capital flow, goods flow, invoice flow, and contract flow are fully matched. The agent shall assist enterprises in sorting out documents such as purchase invoices, customs declaration forms, foreign exchange receipt vouchers, and agency contracts to ensure the complete document chain for each transaction.

Tax authorities launched the "Electronic Document Filing System" in 2026, and scanned copies of all documents shall be uploaded to the system without paper filing, with a retention period of 10 years. In case of tax correspondence verification, supporting documents such as orchard planting records, pesticide residue test reports, and overseas clients' proof of receipt shall be submitted within 10 working days to avoid suspension of tax refund caused by delay in responding to correspondence verification.

In addition, if the export date is at the end of the month, the export tax refund pre-declaration shall be completed before the 15th of the following month to avoid late fees incurred due to overdue. If the foreign exchange receipt is delayed, an application for extension of foreign exchange receipt shall be submitted to the tax authority in advance to ensure that the tax refund qualification is not affected.

**status:** suggested
**Author:** Eric Zhou
**Date:** 2026-10-30

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