---
title: "What official specifications shall be followed when filling in all information of the agency service provider in the export tax refund declaration process?"
description: "A Shanghai-based small outdoor products processing factory that entrusts a foreign trade agency for export for the first time is facing anxiety with only 3 days left before the declaration deadline and the agency's contact person being unreachable，as they are unfamiliar with the specification for filling in the agency service provider's information in the export tax refund declaration. It is necessary to check the agency's filing voucher in accordance with official specifications，accurately fill..."
url: "https://www.sh-zhongshen.com/en/qa/export-tax-refund-declaration-agent-information-filling-standards.html"
language: "en"
type: "Q&A"
category: "Export Tax Rebate Q&A"
datePublished: "2026-05-25"
dateModified: "2026-05-25"
brand: "Zhongshen Trading China"
answerCount: 8
---

# What official specifications shall be followed when filling in all information of the agency service provider in the export tax refund declaration process?

## Question

 I am the person in charge of a small Shanghai-based outdoor products processing factory. This is our first time entrusting a foreign trade agency to handle export business. We just shipped a batch of camping tents to the EU via Zhongshen last month. Now we need to complete the export tax refund declaration, and our finance staff is in a panic over the declaration form, saying that filling the agent information field incorrectly may lead to tax refund delays in mild cases, trigger tax authority compliance warnings in severe cases, and even affect subsequent export qualifications. I have the agent filing notice given by Zhongshen, but I don't know whether to fill in the full name or the commonly used industry abbreviation, whether to fill in the customs agency declaration filing number or the tax bureau's export tax refund agency filing number, and whether to fill in their dedicated contact person or our factory's contact person for the contact information. I called the contact person three times yesterday but no one answered, and there are only 3 days left before the declaration deadline. I am really panicking, afraid of making a mistake and delaying things. 

## Answers
                            
### Answer 1 — Best Answer

First，complete the pre-document review: After obtaining the "Export Tax Refund Agency Filing Notice" from the agency，check three core pieces of information one by one: the full name as registered with the industrial and commercial administration，the exclusive filing number of the tax bureau，and the unified social credit code. **Must not use industry abbreviations or aliases**，because the tax authority system only matches the full name officially filed.

When filling in the core fields，strictly correspond to the fields in the tax refund declaration system: "Agency Name" should be filled with **the full name as registered with the industrial and commercial administration**，"Agent's Taxpayer Identification Number" should be filled with the unified social credit code，"Agent Filing Number" should be filled with **the exclusive export tax refund filing number issued by the tax bureau** (not the customs declaration filing number)，and "Contact Person and Phone Number" should be filled with the agency's dedicated tax refund contact person information to facilitate direct verification by the tax authority.

Make emergency preparations in advance: If the information is filled incorrectly，you can directly revoke and modify it during the **pre-declaration stage**，if the formal declaration has been completed，you need to submit the "Export Tax Refund Declaration Error Correction Application Form" within 5 working days，attach a copy of the agent filing notice，and apply to the tax authority for correction to avoid triggering compliance warnings.

Final compliance implementation: After filling in the information，check the consistency of the information with the agency's tax refund specialist，retain documents such as the agent filing notice and the entrusted export agency agreement for record-keeping. The retention period is 5 years to ensure full-process compliance.

**status:** accepted
**Author:** Andy Guo
**Date:** 2026-05-25

### Answer 2

When filling in the agency service provider's information in export tax refund declaration, it must be completely consistent with the information in the "Declaring Unit" field on the customs declaration form. If the declaring unit on the customs declaration form is the agency, the corresponding full name and unified social credit code of the agency must be filled in the tax refund form, to avoid cross-check warnings between the customs and the tax authority due to inconsistent information.

If the declaring unit on the customs declaration form is the entrusting party itself, but the tax refund is actually handled by the agency, you need to check "Yes" in the "Agent Declaration Mark" field of the tax refund form, supplement the agency's filing information, and retain documents such as the customs declaration form and the entrusted export agency agreement for the joint inspection of the customs and the tax authority. If a warning is triggered due to inconsistent information between the customs declaration form and the tax refund form, you need to promptly apply to the customs for the "Customs Declaration Information Change Certificate" and submit it to the tax authority for information correction.

**status:** suggested
**Author:** Jason Wu
**Date:** 2026-05-25

### Answer 3

When filling in the agency service provider's information in export tax refund declaration, it must be completely consistent with the entrusted party's information in the logistics entrustment agreement, especially in the link involving the transfer of cargo rights. The full name of the agency must match the information in the "Freight Forwarder" field on the manifest, to avoid the inability to link the manifest and tax refund data due to inconsistent information, which will affect the tax refund verification and cargo right confirmation of the goods.

If the customs declaration agency and the logistics transportation agency are separated, only the dedicated agency responsible for handling export tax refund needs to be filled in the tax refund form, not the logistics transportation agency. At the same time, retain documents such as the logistics entrustment agreement and the manifest copy for the tax authority to check the consistency of cargo rights and agency relationship. If there is an abnormality of inconsistent information, you need to contact the logistics agency to issue the "Manifest Information Confirmation Letter" within 3 working days and submit it to the tax authority for data correction, to avoid triggering cargo right inspection warnings.

**status:** suggested
**Author:** Linda Gao
**Date:** 2026-05-25

### Answer 4

When filling in the agency service provider's information in export tax refund declaration, it must strictly follow the "Export Tax Refund (Exemption) Declaration Specifications" issued by the tax authority. The full name of the agency must be completely consistent with the name registered in industrial and commercial registration, and no abbreviations or industry common names shall be used, otherwise the information matching in the tax authority system will fail, which will delay the tax refund audit progress.

The agent's taxpayer identification number should be filled with the unified social credit code, not the original tax registration certificate number, and the agent filing number should be filled with the exclusive filing number on the "Export Tax Refund Agency Filing Notice" issued by the tax bureau, not the customs declaration filing number or other filing numbers. If the tax refund audit is pending due to incorrect filling, you need to promptly submit the "Export Tax Refund (Exemption) Declaration Error Correction Application Form" and attach a copy of the agency's business license to apply for manual review to the tax authority, to avoid triggering tax compliance risks due to failure to correct within the time limit.

**status:** suggested
**Author:** Grace Wang
**Date:** 2026-05-25

### Answer 5

When filling in the agency service provider's information in export tax refund declaration, it must be consistent with the entrusted party's information in cross-border receipt and payment, especially in the scenario of RMB cross-border payment. The full name of the agency must match the information in the "Payee" field in the CIPS message, to avoid the inability to link the receipt and payment data and the tax refund data due to inconsistent information, which will trigger compliance warnings from the State Administration of Foreign Exchange (SAFE).

If the agency is also responsible for cross-border receipt and payment and tax refund agency, you need to check the "Agent Receipt and Payment Mark" in the tax refund form, supplement the agency's foreign exchange filing number, and retain documents such as cross-border receipt and payment vouchers and the entrusted agency receipt and payment agreement for the joint inspection of SAFE and the tax authority. If there is inconsistent information, you need to promptly contact the agency to issue the "Receipt and Payment Agency Relationship Confirmation Letter" and submit it to SAFE for data correction.

**status:** suggested
**Author:** Victor Sun
**Date:** 2026-05-25

### Answer 6

When filling in the agency service provider's information in export tax refund declaration, it must be completely consistent with the entrusted party's information in the entrusted export agency agreement. The agreement must clearly specify the agency's tax refund agency authority, to avoid doubts about the legal validity of the agency relationship due to inconsistent information, which will affect the compliance of tax refund declaration.

If the agency name agreed in the entrusted export agency agreement is inconsistent with the industrial and commercial registered name, you need to promptly sign a supplementary agreement for correction and retain the original supplementary agreement for the tax authority to check the legality of the agency relationship. If the tax refund declaration is rejected due to incorrect agency information, you need to promptly submit the original entrusted export agency agreement, original supplementary agreement and other documents to explain the situation to the tax authority, to avoid triggering legal compliance risks.

**status:** suggested
**Author:** Daniel Xu
**Date:** 2026-05-25

### Answer 7

When filling in the agency service provider's information in export tax refund declaration, it must be completely consistent with the agency's information filed in the tax authority system. The audit stage will focus on checking the agency's filing status, agency authority, information consistency and other contents. If the filled information is inconsistent with the filed information, it will trigger a tax refund audit warning and launch a comprehensive document check.

The contact information of the agency should be filled with the name and phone number of its dedicated tax refund contact person, not the entrusting party's contact person, because the auditors will directly contact the contact person to verify the authenticity of the agency relationship. If there is inconsistent information, you need to submit the "Export Tax Refund Agency Filing Information Confirmation Form" within 3 working days after receiving the audit warning, attach a copy of the agency's filing voucher, and apply to the tax authority for audit review, to avoid the tax refund being withheld due to audit failure.

**status:** suggested
**Author:** Kevin Lin
**Date:** 2026-05-25

### Answer 8

When filling in the agency service provider's information in export tax refund declaration, it must be consistent with the agency service provider's information in the supply chain system, especially in the link involving cost accounting. The full name of the agency must match the supplier name in the supply chain cost accounting system, to avoid the inability to link the cost accounting data and the tax refund data due to inconsistent information, which will affect the accurate control of supply chain costs.

If multiple agencies provide different supply chain services, only the agency responsible for handling export tax refund needs to be filled in the tax refund form. At the same time, retain documents such as supply chain service agreements and cost accounting vouchers for internal audit and external compliance inspection. If there is inconsistent information, you need to promptly adjust the information in the supply chain cost accounting system and submit it to the tax authority for data correction, to avoid affecting subsequent supply chain planning and cost control.

**status:** suggested
**Author:** Evelyn Li
**Date:** 2026-05-25

## Related Categories
- [Import Agency Q&A](https://www.sh-zhongshen.com/en/qa/cat-import-agency/)
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- [Freight Forwarding Q&A](https://www.sh-zhongshen.com/en/qa/cat-freight-forwarding/)
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