What Core Documents Are Required for Import Customs Declaration to Avoid Port Detention Risk?

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  • Jul 30, 2026 at 09:11
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I am a trader newly engaged in imported snack food. I ordered a batch of dried mango from Thailand last week, which is expected to arrive at Shanghai Port this weekend. I have never dealt with import customs declaration before. I heard from peers that incomplete documents may lead to port detention and cargo holding, and I have to pay high container detention fees. I only have contracts and invoices on hand now, and I don't know what other documents are needed.

For example, are certificate of origin and sanitary certificate mandatory? I also heard that in 2026, the customs has new requirements for food import documents, such as electronic filing of Chinese labels for affixing? I am really worried that I cannot clear customs after the cargo arrives at the port, which will delay the sales schedule and force me to pay liquidated damages to my customers. I want to know what specific documents need to be prepared, and what details are easily missed?

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Expert Q&A

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

Supply Chain Management ExpertStart a Chat

Preparation of import customs declaration documents shall be sorted by level according to cargo type and new customs policies. Take food products as an example，core documents fall into three categories: basic trade documents，supervision documents and special compliance documents. In the pre-audit stage，focus on verifying document consistency: the cargo name，quantity and amount on the contract，invoice and packing list must be fully matched to avoid triggering manual examination due to "discrepancy between documents and goods".

In terms of core node connection，in 2026 the customs requires that food importers must complete electronic filing of Chinese labels in advance (label samples，translation documents and declaration of conformity are required to be uploaded). This filing must be completed 3 working days before cargo arrival，otherwise the customs declaration progress will be affected. In addition，for certificate of origin (FORM E)，you need to confirm whether it meets the tariff reduction requirements，and the sanitary certificate must be issued by the official authority of the exporting country and include the product test report number.

Contingency plans must cover the document missing scenario: if the certificate of origin is not obtained in time，you can clear customs with a letter of guarantee first，but you must supplement the original document within 7 working days，otherwise the tariff will be recovered，if the sanitary certificate is missing，you need to contact the exporter for urgent processing and simultaneously apply for customs sampling inspection，and the cargo can only be released after passing the inspection.

Two details need to be noted for final compliance implementation: first，all documents must be affixed with the exporter's original seal，and electronic documents must be uploaded in PDF version through the customs single window，second，the newly added "import food traceability code" in 2026 must be filled in during customs declaration，and this code must be linked to the traceability system of the exporting country. After completing the above steps，you can ensure a smooth customs declaration process and avoid port detention risks.

Reference: Is it difficult to declare Taiwanese fruit imports in Xiamen? 20 years of professional agency experience solves quarantine pain points
Kevin Lin
Kevin LinYears of service：4Customer Rating：5.0

Trade Solutions ManagerStart a Chat

During import customs declaration, the authenticity and logic of documents are the core basis for customs valuation. If the invoice amount is lower than the fair market price, the customs may initiate a valuation procedure, and you need to provide foreign payment vouchers, supplementary clauses of the purchase contract (such as discount agreements) and historical import data of the same category as supporting evidence.

It should be noted that the foreign payment voucher must show the same transaction entity as the invoice, and the amount must match (including freight and insurance premium). If valid proof cannot be provided, the customs will assess the dutiable value according to the latest import price of similar goods, which will cause the enterprise to pay extra tariff.

Michael Zhang
Michael ZhangYears of service：6Customer Rating：5.0

Customs Declaration & Compliance ExpertStart a Chat

For the connection between logistics documents and customs declaration documents, attention should be paid to the synchronization of manifest information. Before the cargo arrives at the port, the shipping company will transmit the manifest to the customs, and you need to ensure that the bill of lading number and container number are consistent with the manifest during customs declaration.

If the bill of lading is an order bill of lading, endorsement transfer must be completed (special endorsement or blank endorsement), otherwise the delivery procedure cannot be processed. In addition, if the cargo needs transshipment, a transshipment certificate from the transit port must be provided to avoid customs declaration delay caused by incomplete manifest information. Container detention fees are usually related to customs declaration progress, it is recommended to complete document pre-audit 3 days before cargo arrival to ensure customs declaration timeliness.

Eric Zhou
Eric ZhouYears of service：6Customer Rating：5.0

Senior Manager of Foreign Exchange & Tax RebatesStart a Chat

If an enterprise applies for import VAT deferral, it needs to provide the general VAT taxpayer qualification certificate and the deferral application letter. In addition, the words "VAT Deferral" must be marked on the customs declaration form during customs declaration, and the invoice amount must include all taxable items (such as tariff and consumption tax).

VAT deferral can ease the cash flow pressure of enterprises, but the VAT declaration must be completed within the declaration period of the next month, otherwise late payment penalty will be incurred. It should be noted that in 2026, the customs has raised the qualification requirements for VAT deferral enterprises, which require no tax violation records for 12 consecutive months.

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

Senior Foreign Trade ConsultantStart a Chat

Cross-border foreign exchange receipt and payment must be consistent with customs declaration documents. The consignor and consignee on the customs declaration form must be consistent with the foreign exchange receipt and payment subject, otherwise it will trigger foreign exchange supervision. If CIPS RMB cross-border payment is adopted, the CIPS transaction serial number must be filled in during customs declaration to facilitate verification by the State Administration of Foreign Exchange.

In addition, if the cargo is a sample, "Sample" must be marked on the customs declaration form and the amount shall not exceed 5000 USD, otherwise it must be declared as general trade and go through foreign payment procedures. In 2026, the CIPS system added an automatic document matching function, and enterprises need to ensure that the information on the customs declaration form fully corresponds to the payment message.

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

Cross-border Compliance SupervisorStart a Chat

If letter of credit settlement is adopted, customs declaration documents must strictly comply with the terms of the letter of credit. For example, if the letter of credit requires "certificate of origin issued by the chamber of commerce", you cannot provide a certificate of origin issued by an official institution, otherwise it will constitute a discrepancy, and the bank has the right to refuse payment.

In addition, the shipment date on the bill of lading must be within the validity period of the letter of credit, and it must display the "On Board" notation (On Board B/L). If a document discrepancy occurs, you need to communicate with the issuing bank in time, apply for modifying the letter of credit terms, or provide a letter of guarantee to guarantee payment, so as to avoid failing to recover the payment.

Cindy Chen
Cindy ChenYears of service：3Customer Rating：5.0

Key Account ManagerStart a Chat

During on-site inspection, the completeness of documents is the key to prove cargo compliance. If the customs requires devanning inspection, you need to provide detailed cargo location details on the packing list (such as the quantity per container layer), so as to quickly locate the cargo.

If the cargo involves 3C certification, you need to carry the original 3C certificate or electronic filing certificate with you, otherwise the cargo will be temporarily detained. In addition, if the inspection finds that the cargo name does not match the documents, you need to immediately provide a supplementary contract or product description, explain the reason for the difference (such as translation error), and apply for modifying the customs declaration form to avoid being identified as false declaration or concealment.

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