--- title: "What are the specific operation procedures and verification methods for official query channels of export agency certificates?" description: "Enterprises that entrust foreign trade agents to export often encounter difficulties such as delayed tax refunds and blocked compliance checks due to unclear understanding of export agency certificate query channels，time limits and abnormality handling methods. Queries can be made through official channels such as the Customs Single Window and Electronic Tax Bureau in accordance with the procedures. Meanwhile，abnormality response plans and compliance retention requirements shall be implemented t..." url: "https://www.sh-zhongshen.com/en/qa/official-query-channels-verification-methods-for-export-agency-certificates.html" language: "en" type: "Q&A" category: "Export Agency Q&A" datePublished: "2026-10-07" dateModified: "2026-10-07" brand: "Zhongshen Trading China" answerCount: 7 --- # What are the specific operation procedures and verification methods for official query channels of export agency certificates? ## Question I am the head of a small industrial and trade enterprise in Shanghai. Last week, we just exported a batch of electromechanical products worth 800,000 yuan to Germany through your agency Zhongshen. Now we need to handle export tax refund. The financial staff said that the query voucher of the export agency certificate must be provided before submitting the tax refund declaration. I asked the corresponding salesperson before, but he only asked me to wait for news, and did not tell me where and how to query. There are only 5 days left before the deadline for tax refund declaration this month, so I am very anxious. I am afraid that this will delay the tax refund, and I am also worried whether the agency certificate has not been issued, or whether I, as the entrusting party, have the query permission. In addition, what materials should be retained from the query results for subsequent tax verification? ## Answers ### Answer 1 — Best Answer First，you need to confirm in advance that the agent has completed the formal declaration of the export agency certificate. You can ask the corresponding specialist to provide the declaration receipt，and check whether the declaration number，export date and customs declaration information on the receipt are consistent with the actual business，so as to avoid no results in subsequent queries due to incorrect declaration information. The core query process can be operated through two official channels: **Log in to the Electronic Tax Bureau first**，enter the module of "I want to handle tax affairs - Export Tax Refund Management - Export Tax (Exemption) Refund Declaration - Agency Export Certificate Information Query"，enter the declaration number or customs declaration number to query. After the optimization of the customs system in 2026，the data can be synchronized within 3 working days after the declaration is completed，you can also query in the "Export Tax Refund" section of China International Trade Single Window. If there is an abnormality that no result is found in the query，you need to first confirm whether the 3-working-day system synchronization time limit has been exceeded. If it has timed out，immediately ask the agent to check whether there is any error in the enterprise qualification and customs declaration information at the time of declaration，and ask the agent to contact the customs to resynchronize the data if necessary，if it involves permission issues，you can ask the agent to assist in opening the query permission for the entrusting party，or directly provide the certification document with electronic signature. In the final compliance implementation stage，**you need to download and print the agency certificate query result with electronic signature**，and retain it together with the agency agreement，copy of customs declaration and declaration receipt for 5 years，to ensure complete data during subsequent tax verification. **status:** accepted **Author:** Victor Sun **Date:** 2026-10-07 ### Answer 2 The declaration data of the export agency certificate can be synchronized to the query system only after being verified by the customs declaration data. The customs system optimized the data verification rules in 2026. If the customs declaration has doubtful commodity code classification, the deviation between the declared quantity and the actual shipment quantity exceeds 5%, etc., the agency certificate declaration will be temporarily withheld and cannot enter the query process. At this time, the agency enterprise shall first submit an application for correction of customs declaration data to the local customs. After the verification is passed, the results can be queried in the Electronic Tax Bureau and the Single Window within 3 working days. Note that the customs declaration number entered during query must be the 18-digit official customs declaration number, and the pre-entry number cannot be used, otherwise no query result will be found. **status:** suggested **Author:** Andy Guo **Date:** 2026-10-07 ### Answer 3 From the perspective of tax compliance, the query result of the export agency certificate is one of the core supporting materials for export tax refund declaration. In 2026, the State Taxation Administration requires that the electronic query screenshot of the agency certificate be uploaded simultaneously when submitting the tax refund declaration, and the screenshot must include the query date, declaration number, name of the agency enterprise and electronic signature. If the query result shows that the status of the agency certificate is "pending verification", it cannot be used for tax refund declaration, and you need to wait until the status is updated to "verified" before submission. In addition, if the result of the entrusting party's independent query is inconsistent with the certification document provided by the agent, the entrusting party shall promptly ask the agent to check the declaration information, so as to avoid the failure of tax refund audit due to inconsistent documents and the risk of tax verification. **status:** suggested **Author:** Lucas Liu **Date:** 2026-10-07 ### Answer 4 From the perspective of cross-border payment and receipt compliance, the query result of the export agency certificate shall form a complete business link evidence chain together with the payment and receipt vouchers and agency agreement. In 2026, the State Administration of Foreign Exchange requires that enterprises provide the query number of the agency certificate when handling foreign exchange receipt, to verify the consistency between the foreign exchange receipt entity and the agent. If the entrusting party queries by itself, it shall ensure that the query account has been filed with the State Administration of Foreign Exchange and has the query permission for cross-border business; if it is not filed, it can ask the agent to assist in providing the query result with electronic signature for the handling of payment and receipt business. Note that query results obtained from non-official channels shall not be used, otherwise they will be deemed as non-compliant payment and receipt of foreign exchange by the State Administration of Foreign Exchange, which will affect the subsequent foreign exchange settlement permission. **status:** suggested **Author:** Linda Gao **Date:** 2026-10-07 ### Answer 5 In the export tax refund audit process, the query result of the agency certificate is one of the key bases for the verification of consistency of four streams. In 2026, the tax audit requirements stipulate that the query results must fully match the information of the customs declaration, purchase invoice and foreign exchange receipt voucher, including export date, commodity name, quantity, amount, etc. If the name of the agency enterprise shown in the query result is inconsistent with the subject in the agency agreement, it will be deemed as inconsistent documents, which will trigger tax letter verification. At this time, you shall immediately ask the agent to provide a reasonable explanation for the inconsistency of the subject, such as the enterprise name change certificate, and submit supplementary materials to the tax authority. In addition, one electronic copy and one printed paper copy of the query result shall be retained. The paper copy shall be affixed with the official seal of the agency enterprise, and the retention period shall be no less than 5 years. **status:** suggested **Author:** Daniel Xu **Date:** 2026-10-07 ### Answer 6 According to the relevant legal provisions on international trade agency, the entrusting party and the agent shall specify the subject responsible for querying the export agency certificate and the relevant permissions in the agency agreement. If there is no agreement in the agreement, the agent shall be responsible for querying and providing the certification document to the entrusting party by default. Judicial precedents in Shanghai in 2026 show that if the agent fails to query and provide the certification document in time, resulting in delayed tax refund for the entrusting party, the agent shall bear the corresponding compensation liability. If the entrusting party needs to query by itself, it shall explicitly agree on the agent's obligation to assist in opening the query permission in the agreement, so as to avoid being unable to query due to permission issues. In addition, if there is false information in the query result, the entrusting party may investigate the agent's liability for breach of contract in accordance with the agency agreement and require it to assist in correcting the declaration information. **status:** suggested **Author:** Cindy Chen **Date:** 2026-10-07 ### Answer 7 The query result of the export agency certificate is not only used for tax refund, but also can be used for the customs clearance process at the port of destination. Taking the port of destination in Germany as an example, the German Customs requires importers to provide the query number of the agency certificate of the exporting country in 2026 to verify the export compliance of the goods. If the entrusting party queries by itself, it shall synchronize the query number to the German importer, so as to avoid container detention fees caused by the goods being stranded in the port due to failure to provide the number. In addition, if the query result shows that the status of the agency certificate is "invalid", you shall immediately ask the agent to reissue the certificate and synchronize the information to the logistics service provider, so as to avoid the goods being detained by the customs due to the logistics service provider submitting wrong documents. Note that the query result of the agency certificate shall be provided to the importer 5 working days before the arrival of the goods to ensure the smooth customs clearance process. **status:** suggested **Author:** Grace Wang **Date:** 2026-10-07 ## Related Categories - [Import Agency Q&A](https://www.sh-zhongshen.com/en/qa/cat-import-agency/) - [Export Tax Rebate Q&A](https://www.sh-zhongshen.com/en/qa/cat-export-tax-rebate/) - [Customs Declaration Q&A](https://www.sh-zhongshen.com/en/qa/cat-customs-declaration/) - [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 are the specific operation procedures and verification methods for official query channels of export agency certificates?", "text": "I am the head of a small industrial and trade enterprise in Shanghai. Last week, we just exported a batch of electromechanical products worth 800,000 yuan to Germany through your agency Zhongshen. Now we need to handle export tax refund. The financial staff said that the query voucher of the export agency certificate must be provided before submitting the tax refund declaration. I asked the corresponding salesperson before, but he only asked me to wait for news, and did not tell me where and how to query. There are only 5 days left before the deadline for tax refund declaration this month, so I am very anxious. I am afraid that this will delay the tax refund, and I am also worried whether the agency certificate has not been issued, or whether I, as the entrusting party, have the query permission. In addition, what materials should be retained from the query results for subsequent tax verification?", "answerCount": 7, "upvoteCount": 3, "datePublished": "2026-10-07T11:12:14Z", "dateModified": "2026-10-07T11:38:20Z", "author": { "@type": "Person", "name": "Zhongshen Trading China", "url": "https://www.sh-zhongshen.com/en/qa/official-query-channels-verification-methods-for-export-agency-certificates.html" } ,"acceptedAnswer": { "@type": "Answer", "text": "First，you need to confirm in advance that the agent has completed the formal declaration of the export agency certificate. You can ask the corresponding specialist to provide the declaration receipt，and check whether the declaration number，export date and customs declaration information on the receipt are consistent with the actual business，so as to avoid no results in subsequent queries due to incorrect declaration information. The core query process can be operated through two official channels: Log in to the Electronic Tax Bureau first ，enter the module of "I want to handle tax affairs - Export Tax Refund Management - Export Tax (Exemption) Refund Declaration - Agency Export Certificate Information Query"，enter the declaration number or customs declaration number to query. After the optimization of the customs system in 2026，the data can be synchronized within 3 working days after the declaration is completed，you can also query in the "Export Tax Refund" section of China International Trade Single Window. If there is an abnormality that no result is found in the query，you need to first confirm whether the 3-working-day system synchronization time limit has been exceeded. If it has timed out，immediately ask the agent to check whether there is any error in the enterprise qualification and customs declaration information at the time of declaration，and ask the agent to contact the customs to resynchronize the data if necessary，if it involves permission issues，you can ask the agent to assist in opening the query permission for the entrusting party，or directly provide the certification document with electronic signature. In the final compliance implementation stage， you need to download and print the agency certificate query result with electronic signature ，and retain it together with the agency agreement，copy of customs declaration and declaration receipt for 5 years，to ensure complete data during subsequent tax verification.", "upvoteCount": 3, "url": "https://www.sh-zhongshen.com/en/qa/official-query-channels-verification-methods-for-export-agency-certificates.html#acceptedAnswer", "datePublished": "2026-10-07T12:32:46Z", "author": {"@type": "Person","name": "Victor Sun","url": "https://www.sh-zhongshen.com/en/team/victor-sun/"} } ,"suggestedAnswer": [ { "@type": "Answer", "text": "The declaration data of the export agency certificate can be synchronized to the query system only after being verified by the customs declaration data. The customs system optimized the data verification rules in 2026. If the customs declaration has doubtful commodity code classification, the deviation between the declared quantity and the actual shipment quantity exceeds 5%, etc., the agency certificate declaration will be temporarily withheld and cannot enter the query process. At this time, the agency enterprise shall first submit an application for correction of customs declaration data to the local customs. After the verification is passed, the results can be queried in the Electronic Tax Bureau and the Single Window within 3 working days. Note that the customs declaration number entered during query must be the 18-digit official customs declaration number, and the pre-entry number cannot be used, otherwise no query result will be found.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/official-query-channels-verification-methods-for-export-agency-certificates.html#suggestedAnswer-2", "datePublished": "2026-10-07T12:15:37Z", "author": {"@type": "Person","name": "Andy Guo","url": "https://www.sh-zhongshen.com/en/team/andy-guo/"} } , { "@type": "Answer", "text": "From the perspective of tax compliance, the query result of the export agency certificate is one of the core supporting materials for export tax refund declaration. In 2026, the State Taxation Administration requires that the electronic query screenshot of the agency certificate be uploaded simultaneously when submitting the tax refund declaration, and the screenshot must include the query date, declaration number, name of the agency enterprise and electronic signature. If the query result shows that the status of the agency certificate is "pending verification", it cannot be used for tax refund declaration, and you need to wait until the status is updated to "verified" before submission. In addition, if the result of the entrusting party's independent query is inconsistent with the certification document provided by the agent, the entrusting party shall promptly ask the agent to check the declaration information, so as to avoid the failure of tax refund audit due to inconsistent documents and the risk of tax verification.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/official-query-channels-verification-methods-for-export-agency-certificates.html#suggestedAnswer-3", "datePublished": "2026-10-07T12:12:48Z", "author": {"@type": "Person","name": "Lucas Liu","url": "https://www.sh-zhongshen.com/en/team/lucas-liu/"} } , { "@type": "Answer", "text": "From the perspective of cross-border payment and receipt compliance, the query result of the export agency certificate shall form a complete business link evidence chain together with the payment and receipt vouchers and agency agreement. In 2026, the State Administration of Foreign Exchange requires that enterprises provide the query number of the agency certificate when handling foreign exchange receipt, to verify the consistency between the foreign exchange receipt entity and the agent. If the entrusting party queries by itself, it shall ensure that the query account has been filed with the State Administration of Foreign Exchange and has the query permission for cross-border business; if it is not filed, it can ask the agent to assist in providing the query result with electronic signature for the handling of payment and receipt business. Note that query results obtained from non-official channels shall not be used, otherwise they will be deemed as non-compliant payment and receipt of foreign exchange by the State Administration of Foreign Exchange, which will affect the subsequent foreign exchange settlement permission.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/official-query-channels-verification-methods-for-export-agency-certificates.html#suggestedAnswer-4", "datePublished": "2026-10-07T12:09:14Z", "author": {"@type": "Person","name": "Linda Gao","url": "https://www.sh-zhongshen.com/en/team/linda-gao/"} } , { "@type": "Answer", "text": "In the export tax refund audit process, the query result of the agency certificate is one of the key bases for the verification of consistency of four streams. In 2026, the tax audit requirements stipulate that the query results must fully match the information of the customs declaration, purchase invoice and foreign exchange receipt voucher, including export date, commodity name, quantity, amount, etc. If the name of the agency enterprise shown in the query result is inconsistent with the subject in the agency agreement, it will be deemed as inconsistent documents, which will trigger tax letter verification. At this time, you shall immediately ask the agent to provide a reasonable explanation for the inconsistency of the subject, such as the enterprise name change certificate, and submit supplementary materials to the tax authority. In addition, one electronic copy and one printed paper copy of the query result shall be retained. The paper copy shall be affixed with the official seal of the agency enterprise, and the retention period shall be no less than 5 years.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/official-query-channels-verification-methods-for-export-agency-certificates.html#suggestedAnswer-5", "datePublished": "2026-10-07T12:06:49Z", "author": {"@type": "Person","name": "Daniel Xu","url": "https://www.sh-zhongshen.com/en/team/daniel-xu/"} } , { "@type": "Answer", "text": "According to the relevant legal provisions on international trade agency, the entrusting party and the agent shall specify the subject responsible for querying the export agency certificate and the relevant permissions in the agency agreement. If there is no agreement in the agreement, the agent shall be responsible for querying and providing the certification document to the entrusting party by default. Judicial precedents in Shanghai in 2026 show that if the agent fails to query and provide the certification document in time, resulting in delayed tax refund for the entrusting party, the agent shall bear the corresponding compensation liability. If the entrusting party needs to query by itself, it shall explicitly agree on the agent's obligation to assist in opening the query permission in the agreement, so as to avoid being unable to query due to permission issues. In addition, if there is false information in the query result, the entrusting party may investigate the agent's liability for breach of contract in accordance with the agency agreement and require it to assist in correcting the declaration information.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/official-query-channels-verification-methods-for-export-agency-certificates.html#suggestedAnswer-6", "datePublished": "2026-10-07T12:01:49Z", "author": {"@type": "Person","name": "Cindy Chen","url": "https://www.sh-zhongshen.com/en/team/cindy-chen/"} } , { "@type": "Answer", "text": "The query result of the export agency certificate is not only used for tax refund, but also can be used for the customs clearance process at the port of destination. Taking the port of destination in Germany as an example, the German Customs requires importers to provide the query number of the agency certificate of the exporting country in 2026 to verify the export compliance of the goods. If the entrusting party queries by itself, it shall synchronize the query number to the German importer, so as to avoid container detention fees caused by the goods being stranded in the port due to failure to provide the number. In addition, if the query result shows that the status of the agency certificate is "invalid", you shall immediately ask the agent to reissue the certificate and synchronize the information to the logistics service provider, so as to avoid the goods being detained by the customs due to the logistics service provider submitting wrong documents. Note that the query result of the agency certificate shall be provided to the importer 5 working days before the arrival of the goods to ensure the smooth customs clearance process.", "upvoteCount": 0, "url": "https://www.sh-zhongshen.com/en/qa/official-query-channels-verification-methods-for-export-agency-certificates.html#suggestedAnswer-7", "datePublished": "2026-10-07T11:38:20Z", "author": {"@type": "Person","name": "Grace Wang","url": "https://www.sh-zhongshen.com/en/team/grace-wang/"} } ] } }, { "@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": "Export Agency Q&A", "item": "https://www.sh-zhongshen.com/en/qa/cat-export-agency/"} ,{"@type": "ListItem", "position": 4, "name": "What are the specific operation procedures and verification methods for official query channels of export agency certificates?"} ] } ] ```