--- title: "What core procedures, pre-submission documents and compliance materials are required for import and export license processing?" description: "For the first export order of chemical raw materials that requires an import and export license，the enterprise is anxious due to unfamiliarity with the procedures，and worries about delayed shipping schedule which will lead to high liquidated damages and port demurrage. It is necessary to sort out the procedures from the full link including pre-submission document verification，core node connection，exception plan formulation and compliance implementation，accurately match the goods supervision cate..." url: "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html" language: "en" type: "Q&A" category: "Customs Declaration Q&A" datePublished: "2026-07-27" dateModified: "2026-07-27" brand: "Zhongshen Trading China" answerCount: 9 --- # What core procedures, pre-submission documents and compliance materials are required for import and export license processing? ## Question I am the person in charge of a small and medium-sized foreign trade enterprise in Shanghai. Last week, I just signed an export order for high-purity chemical raw materials. The goods have been prepared in the warehouse of Waigaoqiao Free Trade Zone and will be booked for shipment next week, but this is the first time we are involved in a supervision category that requires an import and export license. I heard from peers before that some people had their goods detained at the port for a week due to missing procedures, not only paying 10% liquidated damages but also incurring nearly RMB 20,000 in port demurrage. I am too anxious to sleep now: I don't know what specific procedures to prepare, I am afraid of stepping into industry pitfalls, and I am even more worried that there is no response plan if something goes wrong in the process. I would like to ask what procedures are required for handling import and export licenses? ## Answers ### Answer 1 — Best Answer First of all，for the details of pre-submission document verification，it is necessary to sort out the **supervision category determination documents** of the goods (such as MSDS for chemical products，customs code classification confirmation letter)，enterprise qualification documents (import and export operation right filing form，business license) and transaction supporting materials (contract，invoice，packing list) in advance，to ensure that all document information 100% matches the actual situation of the goods，especially the classification of the customs code must be accurate，which is the core foundation of all subsequent procedures. In terms of core node connection，you need to submit the electronic license application through the **Single Window application port**，and simultaneously submit the paper documents affixed with the official seal to the corresponding local approval department (Bureau of Commerce or Customs). When applying，you need to accurately select the supervision mode of the goods (general trade/processing trade，etc.)，and follow up the approval progress daily within 3 working days after submission. If you receive a supplementary material notification，you need to strictly follow the **24-hour supplementary material time limit** to complete the material supplement，so as to avoid delaying the approval cycle. Exception plans should be formulated in advance: if the approval department requires on-site verification of the goods，coordinate the warehouse to reserve the verification site in advance，and prepare goods samples and composition test reports，if the application is rejected，obtain the specific rejection reason as soon as possible，make targeted revisions and resubmit，and do not blindly repeat the application which will lead to credit deduction. At the final compliance implementation stage，after obtaining the license，you need to check the information on the license (goods name，quantity，customs code，etc.) to be completely consistent with the actual goods at the first time，then synchronize the electronic license data to the cooperative customs broker，to ensure that the system can retrieve it in real time during customs declaration，avoid customs declaration obstruction caused by data asynchrony，and finally complete compliant customs clearance. **status:** accepted **Author:** Andy Guo **Date:** 2026-07-27 ### Answer 2 The procedures for import and export licenses must strictly match the customs declaration link. If the customs code on the license is inconsistent with the code on the customs declaration form, it will directly trigger the early warning of the customs document review system, leading to document deletion and re-declaration. Note that the license approval department for some goods is different from the customs declaration jurisdiction, so it is necessary to synchronize the electronic license data to the system of the customs in the customs declaration jurisdiction in advance, to avoid the system failing to retrieve the license information during customs declaration. In addition, if the goods are shipped in batches, you need to clearly mark "batch shipment" when applying for the license, and submit the corresponding batch shipment certificate when declaring customs for each batch, otherwise it will be judged as customs declaration without license, and you will face goods detention and fine. **status:** suggested **Author:** Evelyn Li **Date:** 2026-07-27 ### Answer 3 The progress of import and export license processing directly affects the connection of logistics nodes. You should start the license application at least 7 working days before booking shipping space, to avoid the booked space being cancelled due to approval delay, resulting in dead freight. If the goods are cold chain or dangerous goods, you need to simultaneously indicate the transportation characteristics of the goods when applying for the license, to ensure that the approval department marks the corresponding supervision remarks on the license, so as to avoid being rejected by the shipping company because the license does not reflect the transportation characteristics in the logistics link. In addition, if the license approval is delayed, you should notify the logistics service provider to adjust the space immediately, choose a shipping company with flexible space, and apply for extension of temporary storage of goods at the same time, to avoid container demurrage. **status:** suggested **Author:** Jason Wu **Date:** 2026-07-27 ### Answer 4 The procedures for import and export licenses are closely related to cross-border tax planning. If the trade mode marked on the license is "general trade", you need to declare tax according to the general trade mode, and cannot enjoy the bonded policy for processing trade; if it is marked as "processing trade", you need to ensure that the corresponding processing manual is consistent with the license information, otherwise VAT deferral cannot be handled. In addition, for some goods enjoying tax incentives, you need to submit the corresponding tax incentive qualification certificate when applying for the license, to ensure that you can apply for tax refund normally later. If you omit this procedure, you will be unable to enjoy the tax refund policy and increase the tax cost of the enterprise. **status:** suggested **Author:** Kevin Lin **Date:** 2026-07-27 ### Answer 5 The procedures for import and export licenses shall be compliant and matched with the foreign exchange receipt and payment link. If the deviation between the foreign exchange receipt amount on the license and the actual foreign exchange receipt amount exceeds 5%, it will trigger the early warning of the State Administration of Foreign Exchange, leading to obstruction of foreign exchange settlement. When applying for the license, you need to accurately fill in the foreign exchange receipt currency, amount and settlement method. If the subsequent foreign exchange receipt amount changes, you need to apply to the approval department for license change before receiving foreign exchange, so as to avoid compliance risks in the foreign exchange receipt and payment link. In addition, if the goods involve cross-border RMB settlement, you need to clearly mark "RMB settlement" when applying for the license, to ensure that the SAFE system can identify it normally, and avoid data mismatch during foreign exchange settlement. **status:** suggested **Author:** Victor Sun **Date:** 2026-07-27 ### Answer 6 The procedures for import and export licenses shall be included in the compliance clauses of the trade contract. The responsible party for license processing and the liability for breach of contract after delay shall be clearly agreed in the contract. If the seller fails to apply for the license in time, resulting in the failure to ship the goods, the corresponding liquidated damages and loss compensation clauses shall be agreed. In addition, if the goods involve intellectual property rights, you need to submit the intellectual property customs protection filing certificate when applying for the license, to avoid the goods being detained during customs clearance due to suspected infringement. At the same time, the intellectual property compliance catch-all clause shall be added to the contract to clarify the division of responsibilities of both parties, so as to avoid subsequent legal disputes. **status:** suggested **Author:** Cindy Chen **Date:** 2026-07-27 ### Answer 7 The procedures for import and export licenses are directly related to the on-site inspection link. If the goods description on the license is inconsistent with the packaging and label of the actual goods, it will trigger on-site inspection. When applying for the license, you need to accurately fill in the packaging method and label information of the goods to ensure consistency with the actual goods. In addition, if the goods need to be sent for inspection on site, you need to inform the approval department in advance when applying for the license, so that the remark "inspection required" can be marked on the license, to avoid the delay of the inspection process due to no advance filing during inspection. If the license information is inconsistent with the goods during inspection, you need to submit the revised license and relevant supporting materials as soon as possible to avoid the goods being detained. **status:** suggested **Author:** Daniel Xu **Date:** 2026-07-27 ### Answer 8 The import and export license procedures are one of the core documents for export tax refund review. If the quantity and amount of goods on the license are inconsistent with those on the customs declaration form and invoice, the tax refund application will be rejected. When handling the license, you need to ensure that all information fully matches the customs declaration form and invoice, especially the FOB price of the goods, which must be consistent with the amount on the invoice. In addition, if the goods involve batch tax refund, you need to clearly mark the batches of batch shipment and the corresponding amount when applying for the license, to ensure that the document information of each batch can be accurately checked during tax refund audit, so as to avoid tax refund delay or failure to obtain tax refund due to mismatch of document information. **status:** suggested **Author:** Eric Zhou **Date:** 2026-07-27 ### Answer 9 The procedures for import and export licenses shall be incorporated into the overall planning of the supply chain. The processing cycle of the license shall be calculated in advance according to the supervision category of the goods, and the procurement, production and logistics nodes shall be reasonably arranged, so as to avoid supply chain disruption caused by delay in license processing. If the enterprise is long-term involved in goods requiring licenses, it shall establish an early warning mechanism for license processing, and start the pre-application process of the license before signing the procurement contract, to ensure that the goods can be shipped immediately after production. In addition, you can integrate the license applications for goods of the same category to reduce processing costs, optimize the inventory management of the supply chain at the same time, and avoid inventory overstock caused by license delay. **status:** suggested **Author:** Lucas Liu **Date:** 2026-07-27 ## Related Categories - [Import Agency Q&A](https://www.sh-zhongshen.com/en/qa/cat-import-agency/) - [Export Agency Q&A](https://www.sh-zhongshen.com/en/qa/cat-export-agency/) - [Export Tax Rebate Q&A](https://www.sh-zhongshen.com/en/qa/cat-export-tax-rebate/) - [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/) ## Related Resources - [Trade Services](https://www.sh-zhongshen.com/en/services/) - [Trade Cases](https://www.sh-zhongshen.com/en/cases/) - [Trade Wiki](https://www.sh-zhongshen.com/en/wiki/) - [Trade Class](https://www.sh-zhongshen.com/en/guide/) - [Global Trade Services](https://www.sh-zhongshen.com/en/country/) ## Structured Data ```json [ { "@context": "https://schema.org", "@type": "QAPage", "inLanguage":"en", "isPartOf": { "@id":"https://www.sh-zhongshen.com/en/#website" }, "publisher":{ "@id":"https://www.sh-zhongshen.com/en/#organization" }, "mainEntity": { "@type": "Question", "name": "What core procedures, pre-submission documents and compliance materials are required for import and export license processing?", "text": "I am the person in charge of a small and medium-sized foreign trade enterprise in Shanghai. Last week, I just signed an export order for high-purity chemical raw materials. The goods have been prepared in the warehouse of Waigaoqiao Free Trade Zone and will be booked for shipment next week, but this is the first time we are involved in a supervision category that requires an import and export license. I heard from peers before that some people had their goods detained at the port for a week due to missing procedures, not only paying 10% liquidated damages but also incurring nearly RMB 20,000 in port demurrage. I am too anxious to sleep now: I don't know what specific procedures to prepare, I am afraid of stepping into industry pitfalls, and I am even more worried that there is no response plan if something goes wrong in the process. I would like to ask what procedures are required for handling import and export licenses?", "answerCount": 9, "upvoteCount": 4, "datePublished": "2026-07-27T22:23:35Z", "dateModified": "2026-07-27T22:31:23Z", "author": { "@type": "Person", "name": "Zhongshen Trading China", "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html" } ,"acceptedAnswer": { "@type": "Answer", "text": "First of all，for the details of pre-submission document verification，it is necessary to sort out the supervision category determination documents of the goods (such as MSDS for chemical products，customs code classification confirmation letter)，enterprise qualification documents (import and export operation right filing form，business license) and transaction supporting materials (contract，invoice，packing list) in advance，to ensure that all document information 100% matches the actual situation of the goods，especially the classification of the customs code must be accurate，which is the core foundation of all subsequent procedures. In terms of core node connection，you need to submit the electronic license application through the Single Window application port ，and simultaneously submit the paper documents affixed with the official seal to the corresponding local approval department (Bureau of Commerce or Customs). When applying，you need to accurately select the supervision mode of the goods (general trade/processing trade，etc.)，and follow up the approval progress daily within 3 working days after submission. If you receive a supplementary material notification，you need to strictly follow the 24-hour supplementary material time limit to complete the material supplement，so as to avoid delaying the approval cycle. Exception plans should be formulated in advance: if the approval department requires on-site verification of the goods，coordinate the warehouse to reserve the verification site in advance，and prepare goods samples and composition test reports，if the application is rejected，obtain the specific rejection reason as soon as possible，make targeted revisions and resubmit，and do not blindly repeat the application which will lead to credit deduction. At the final compliance implementation stage，after obtaining the license，you need to check the information on the license (goods name，quantity，customs code，etc.) to be completely consistent with the actual goods at the first time，then synchronize the electronic license data to the cooperative customs broker，to ensure that the system can retrieve it in real time during customs declaration，avoid customs declaration obstruction caused by data asynchrony，and finally complete compliant customs clearance.", "upvoteCount": 4, "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html#acceptedAnswer", "datePublished": "2026-07-27T23:42:48Z", "author": {"@type": "Person","name": "Andy Guo","url": "https://www.sh-zhongshen.com/en/team/andy-guo/"} } ,"suggestedAnswer": [ { "@type": "Answer", "text": "The procedures for import and export licenses must strictly match the customs declaration link. If the customs code on the license is inconsistent with the code on the customs declaration form, it will directly trigger the early warning of the customs document review system, leading to document deletion and re-declaration. Note that the license approval department for some goods is different from the customs declaration jurisdiction, so it is necessary to synchronize the electronic license data to the system of the customs in the customs declaration jurisdiction in advance, to avoid the system failing to retrieve the license information during customs declaration. In addition, if the goods are shipped in batches, you need to clearly mark "batch shipment" when applying for the license, and submit the corresponding batch shipment certificate when declaring customs for each batch, otherwise it will be judged as customs declaration without license, and you will face goods detention and fine.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html#suggestedAnswer-2", "datePublished": "2026-07-27T23:40:26Z", "author": {"@type": "Person","name": "Evelyn Li","url": "https://www.sh-zhongshen.com/en/team/evelyn-li/"} } , { "@type": "Answer", "text": "The progress of import and export license processing directly affects the connection of logistics nodes. You should start the license application at least 7 working days before booking shipping space, to avoid the booked space being cancelled due to approval delay, resulting in dead freight. If the goods are cold chain or dangerous goods, you need to simultaneously indicate the transportation characteristics of the goods when applying for the license, to ensure that the approval department marks the corresponding supervision remarks on the license, so as to avoid being rejected by the shipping company because the license does not reflect the transportation characteristics in the logistics link. In addition, if the license approval is delayed, you should notify the logistics service provider to adjust the space immediately, choose a shipping company with flexible space, and apply for extension of temporary storage of goods at the same time, to avoid container demurrage.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html#suggestedAnswer-3", "datePublished": "2026-07-27T23:37:54Z", "author": {"@type": "Person","name": "Jason Wu","url": "https://www.sh-zhongshen.com/en/team/jason-wu/"} } , { "@type": "Answer", "text": "The procedures for import and export licenses are closely related to cross-border tax planning. If the trade mode marked on the license is "general trade", you need to declare tax according to the general trade mode, and cannot enjoy the bonded policy for processing trade; if it is marked as "processing trade", you need to ensure that the corresponding processing manual is consistent with the license information, otherwise VAT deferral cannot be handled. In addition, for some goods enjoying tax incentives, you need to submit the corresponding tax incentive qualification certificate when applying for the license, to ensure that you can apply for tax refund normally later. If you omit this procedure, you will be unable to enjoy the tax refund policy and increase the tax cost of the enterprise.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html#suggestedAnswer-4", "datePublished": "2026-07-27T23:16:55Z", "author": {"@type": "Person","name": "Kevin Lin","url": "https://www.sh-zhongshen.com/en/team/kevin-lin/"} } , { "@type": "Answer", "text": "The procedures for import and export licenses shall be compliant and matched with the foreign exchange receipt and payment link. If the deviation between the foreign exchange receipt amount on the license and the actual foreign exchange receipt amount exceeds 5%, it will trigger the early warning of the State Administration of Foreign Exchange, leading to obstruction of foreign exchange settlement. When applying for the license, you need to accurately fill in the foreign exchange receipt currency, amount and settlement method. If the subsequent foreign exchange receipt amount changes, you need to apply to the approval department for license change before receiving foreign exchange, so as to avoid compliance risks in the foreign exchange receipt and payment link. In addition, if the goods involve cross-border RMB settlement, you need to clearly mark "RMB settlement" when applying for the license, to ensure that the SAFE system can identify it normally, and avoid data mismatch during foreign exchange settlement.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html#suggestedAnswer-5", "datePublished": "2026-07-27T23:13:33Z", "author": {"@type": "Person","name": "Victor Sun","url": "https://www.sh-zhongshen.com/en/team/victor-sun/"} } , { "@type": "Answer", "text": "The procedures for import and export licenses shall be included in the compliance clauses of the trade contract. The responsible party for license processing and the liability for breach of contract after delay shall be clearly agreed in the contract. If the seller fails to apply for the license in time, resulting in the failure to ship the goods, the corresponding liquidated damages and loss compensation clauses shall be agreed. In addition, if the goods involve intellectual property rights, you need to submit the intellectual property customs protection filing certificate when applying for the license, to avoid the goods being detained during customs clearance due to suspected infringement. At the same time, the intellectual property compliance catch-all clause shall be added to the contract to clarify the division of responsibilities of both parties, so as to avoid subsequent legal disputes.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html#suggestedAnswer-6", "datePublished": "2026-07-27T23:02:28Z", "author": {"@type": "Person","name": "Cindy Chen","url": "https://www.sh-zhongshen.com/en/team/cindy-chen/"} } , { "@type": "Answer", "text": "The procedures for import and export licenses are directly related to the on-site inspection link. If the goods description on the license is inconsistent with the packaging and label of the actual goods, it will trigger on-site inspection. When applying for the license, you need to accurately fill in the packaging method and label information of the goods to ensure consistency with the actual goods. In addition, if the goods need to be sent for inspection on site, you need to inform the approval department in advance when applying for the license, so that the remark "inspection required" can be marked on the license, to avoid the delay of the inspection process due to no advance filing during inspection. If the license information is inconsistent with the goods during inspection, you need to submit the revised license and relevant supporting materials as soon as possible to avoid the goods being detained.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html#suggestedAnswer-7", "datePublished": "2026-07-27T22:56:13Z", "author": {"@type": "Person","name": "Daniel Xu","url": "https://www.sh-zhongshen.com/en/team/daniel-xu/"} } , { "@type": "Answer", "text": "The import and export license procedures are one of the core documents for export tax refund review. If the quantity and amount of goods on the license are inconsistent with those on the customs declaration form and invoice, the tax refund application will be rejected. When handling the license, you need to ensure that all information fully matches the customs declaration form and invoice, especially the FOB price of the goods, which must be consistent with the amount on the invoice. In addition, if the goods involve batch tax refund, you need to clearly mark the batches of batch shipment and the corresponding amount when applying for the license, to ensure that the document information of each batch can be accurately checked during tax refund audit, so as to avoid tax refund delay or failure to obtain tax refund due to mismatch of document information.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html#suggestedAnswer-8", "datePublished": "2026-07-27T22:50:48Z", "author": {"@type": "Person","name": "Eric Zhou","url": "https://www.sh-zhongshen.com/en/team/eric-zhou/"} } , { "@type": "Answer", "text": "The procedures for import and export licenses shall be incorporated into the overall planning of the supply chain. The processing cycle of the license shall be calculated in advance according to the supervision category of the goods, and the procurement, production and logistics nodes shall be reasonably arranged, so as to avoid supply chain disruption caused by delay in license processing. If the enterprise is long-term involved in goods requiring licenses, it shall establish an early warning mechanism for license processing, and start the pre-application process of the license before signing the procurement contract, to ensure that the goods can be shipped immediately after production. In addition, you can integrate the license applications for goods of the same category to reduce processing costs, optimize the inventory management of the supply chain at the same time, and avoid inventory overstock caused by license delay.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/import-export-license-core-procedures-pre-documents-compliance-materials.html#suggestedAnswer-9", "datePublished": "2026-07-27T22:31:23Z", "author": {"@type": "Person","name": "Lucas Liu","url": "https://www.sh-zhongshen.com/en/team/lucas-liu/"} } ] } }, { "@context": "https://schema.org", "@type": "BreadcrumbList", "itemListElement": [ {"@type": "ListItem", "position": 1, "name": "Home", "item": "https://www.sh-zhongshen.com/en/"},{"@type": "ListItem", "position": 2, "name": "Q&A", "item": "https://www.sh-zhongshen.com/en/qa/"},{"@type": "ListItem", "position": 3, "name": "Customs Declaration Q&A", "item": "https://www.sh-zhongshen.com/en/qa/cat-customs-declaration/"} ,{"@type": "ListItem", "position": 4, "name": "What core procedures, pre-submission documents and compliance materials are required for import and export license processing?"} ] } ] ```