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What is the specific process of import and export customs declaration? What core links should novice enterprises pay attention to?
or complex compliance issues.
clearance and fund security.
I am the head of a small mechanical equipment factory that has just transformed into foreign trade. I recently received my first order from a European client, which requires exporting a batch of machine tool accessories. However, I have no idea what import and export customs declaration actually is, nor do I know where to start preparing documents.
I heard from peers that many novice enterprises encounter goods detention, high port storage fees and container detention fees, or even damage cooperation with clients due to incomplete documents and process errors during customs declaration. I am really worried now and want to know what specific steps are included in import and export customs declaration, what necessary documents need to be prepared, what common mistakes novices easily make, and how to solve problems quickly to avoid greater losses in case of customs detention or valuation disputes.
Grace WangYears of service：10Customer Rating：5.0
Senior Foreign Trade ConsultantStart a Chat
Import and export customs declaration is the whole process in which enterprises declare goods entry-exit information to customs and complete customs clearance after passing the review. For novice enterprises，pre-document verification is the primary link，and it is necessary to ensure the integrity and consistency of documents: Required documents include commercial invoice，packing list，bill of lading (or waybill)，and customs power of attorney. For special goods (such as mechanical equipment)，certificate of origin，mechanical and electrical product license and other additional documents are also required. It should be noted that the name and specification of the goods on the invoice must be completely consistent with the packing list and the actual goods，to avoid document return due to "inconsistent documents".
Five core links require attention for connection: customs declaration entry，customs document review，on-site inspection (if selected)，tax and duty payment，and release. Among them，the filling of HS Code is the key，which directly affects the tax rate and regulatory conditions. It is recommended to confirm through the official customs HS code system or professional institutions to avoid valuation disputes caused by incorrect coding.
Contingency plans for abnormal situations can reduce losses: If inspection is required，prepare cargo lists and supporting certification materials in advance to cooperate with inspection，If documents are missing，contact the supplier immediately for supplementation to avoid exceeding the declaration deadline. Choosing an AEO certified agency can improve customs clearance efficiency and reduce the probability of inspection.
Final compliance requires consistency of four flows (unification of contract flow，goods flow，capital flow and invoice flow)，which is the core basis for customs audit. Enterprises should establish a document archiving system and keep customs declaration materials for at least 3 years for future inspection.
Michael ZhangYears of service：6Customer Rating：5.0
Customs Declaration & Compliance ExpertStart a Chat
Customs valuation is based on the Regulations of the People's Republic of China on Customs Examination and Determination of Dutiable Value of Import and Export Goods, with the transaction price principle as the core. The declared price of an enterprise must meet three conditions: "actually paid and payable", "related to the goods", and "compliant adjustment factors".
Common dispute points include declared price lower than the market price, failure to include freight and insurance premiums, etc. To avoid disputes, prepare materials such as trade contracts, payment vouchers, freight invoices and other supporting documents. If there is a large difference between the declared price and the customs estimated price, you can proactively provide market research data to prove the rationality of the price to avoid entering the dispute procedure.
Andy GuoYears of service：3Customer Rating：5.0
Supply Chain Management ExpertStart a Chat
Enterprises need to pay attention to cargo title control in customs declaration and logistics links. Direct voyage is suitable for time-sensitive goods but has higher cost, while transit is suitable for bulk cargo but requires attention to the rules of free storage period and container detention fee at the transit port.
In case of container dropping or port congestion, contact the shipping company immediately to confirm the new sailing schedule and apply to the customs for extending the declaration deadline. Endorsement transfer of bill of lading must be complete; an order bill of lading requires blank endorsement from the shipper or named endorsement to avoid loss of cargo title control.
Lucas LiuYears of service：8Customer Rating：5.0
Senior Operations ConsultantStart a Chat
Import enterprises can use VAT deferment to ease cash flow pressure. Application requires meeting conditions such as being a general taxpayer, having import and export operation right, and goods used for taxable sales.
VAT deferment is not tax exemption, it needs to be declared and paid within the specified time limit. Pricing of cross-border related party transactions must comply with the arm's length principle to avoid adjustment by tax authorities due to unreasonable pricing, which affects export tax refund.
Daniel XuYears of service：10Customer Rating：5.0
Director of Import & Export OperationsStart a Chat
Payment and settlement compliance requires consistency between capital flow and goods flow. When using SWIFT/CIPS, fill in the message information (transaction code, contract number, etc.) correctly to avoid capital return.
Offshore accounts must comply with foreign exchange regulations and cannot be used for illegal transfer. Enterprises can settle foreign exchange in batches or select time periods with favorable exchange rate to optimize costs, and complete foreign exchange verification in time to ensure balance of payments.
Evelyn LiYears of service：3Customer Rating：5.0
Cross-border Compliance SupervisorStart a Chat
Legal risks are concentrated in cargo title transfer and soft clauses of letters of credit. For letter of credit settlement, check soft clauses (such as "bill of lading must be confirmed by the issuing bank") to avoid failure to settle foreign exchange.
The node of cargo title transfer should be clearly specified in the contract to prevent losses. Intellectual property rights customs recordation can prevent import and export of infringing goods. Enterprises should record their own brands in time and apply for customs detention if infringement is found.
Victor SunYears of service：5Customer Rating：5.0
Trade Risk Control ManagerStart a Chat
Before on-site inspection, confirm that the cargo storage location is convenient for devanning. For dangerous goods, MSDS and packaging certification must be provided.
Check the seal authenticity by matching the seal number with the bill of lading. Take photos and keep records if the seal is damaged, and contact the logistics provider.
Goods need to be stacked neatly to reduce abnormalities during machine inspection. If there is an abnormality from machine inspection, cooperate with manual inspection and provide certification materials to explain the nature of the goods.
Eric ZhouYears of service：6Customer Rating：5.0
Senior Manager of Foreign Exchange & Tax RebatesStart a Chat
For export tax refund, document filing should be completed properly. File commercial invoices, packing lists and other materials within 15 days after customs declaration, and keep them for at least 5 years. Provide procurement contracts, payment vouchers and other materials in time during tax verification correspondence to pass the inspection. Consistency of four flows is the core requirement for tax refund, which requires unified information of contract flow, goods flow, capital flow and invoice flow, to avoid delay or denial of export tax refund.