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What Documents Are Required to Register a Trading Company With Complete Import and Export Qualification?
or complex compliance issues.
clearance and fund security.
I am an entrepreneur who just switched from domestic beauty wholesale to cross-border import. I have rented a 100-square-meter office in Putuo District, Shanghai, and just passed industrial and commercial name verification yesterday.
But the thought of registering a company with complete import and export qualifications stresses me out so much that I could not fall asleep until 2 a.m. I have never been involved in foreign trade before. I heard casually from my childhood friend who works in foreign trade that the documents required for industrial and commercial registration and customs filing are already different, and there may be additional local requirements in Shanghai?
I am very afraid that missing key documents will stall the registration and delay my stock clearance purchase of a container of beauty products from Incheon Port, South Korea next month — that is a low-price deal I got with all my savings, I am really anxious. Could you please tell me in detail what documents I need to prepare, and the details of common pitfalls?
Grace WangYears of service：10Customer Rating：5.0
Senior Foreign Trade ConsultantStart a Chat
First，conduct pre-document review，and sort out two core categories of documents in advance: First，basic documents for industrial and commercial registration，including the red-head commercial property lease agreement with a term of no less than 1 year in Shanghai (attached with a copy of property right certificate)，original and electronic copies of ID cards of the legal representative and shareholders，and original name verification notice. You must ensure that the business scope clearly marks "Import and Export of Goods，Import and Export of Technology"，Second，exclusive documents for customs qualification，including original seal cards of the company official seal，finance seal and legal representative seal，pre-filled electronic copy of the Registration Form for Foreign Trade Operators，and 1-inch electronic photo of the legal representative with blue background.
Notes for core node connection: Submit customs filing documents within 3 working days after the completion of industrial and commercial registration，to avoid delay of industrial and commercial information update caused by too long interval，all electronic documents shall be converted to PDF format and affixed with electronic official seal，to ensure full consistency with paper documents.
For contingency plans: If address documents fail the review，supplement the site use certificate issued by the sub-district office immediately，If the seal card does not match during customs filing，you can bring the full set of seals to the site for re-engraving and filing.
When finalizing compliance implementation，you need to complete electronic port card activation and foreign exchange account opening simultaneously. All documents shall be retained and archived for at least 5 years，ensuring they can be retrieved at any time during subsequent customs audits.
Jason WuYears of service：10Customer Rating：5.0
International Logistics & Supply Chain ManagerStart a Chat
When registering an import and export company, you should pay special attention to the standardization of the seal card in the customs filing process. All seal impressions must be clear without chipping, and completely consistent with the seal impressions retained during industrial and commercial registration.
Any discrepancy will directly lead to rejection of customs filing, and further delay the approval of import and export business rights. In addition, the "Import and Export Business Scope" column of the Registration Form for Foreign Trade Operators must accurately match the actual business categories.
If it is filled too broadly (e.g. only "Goods Import and Export" is written), you may be required to supplement category breakdown instructions during the first customs declaration later, which increases customs clearance time. You need to prepare the 1-inch blue-background electronic photo of the legal representative in advance for making the electronic port operator card, to avoid card making delay caused by non-compliant photo specifications.
Kevin LinYears of service：4Customer Rating：5.0
Trade Solutions ManagerStart a Chat
When registering an import and export company, you need to prepare a copy of the letter of intent cooperation agreement signed with your intended international freight forwarder in advance. This document can be used as supplementary proof for customs filing to increase the approval rate of filing. In addition, if you plan to conduct sea freight import business, you need to prepare your company's bill of lading heading template (affixed with official seal) for signing the manifest agreement with the shipping company later.
If your business involves import and export of dangerous goods, you need to prepare the pre-application form for dangerous goods operation qualification in advance. Although it is not required to be submitted at the registration stage, sorting out relevant documents in advance can avoid cargo detention at the port caused by incomplete qualification when you launch business later. Meanwhile, you need to ensure that your company's registered address has an independent space for storing customs declaration documents, to avoid subsequent customs clearance problems caused by document loss.
Daniel XuYears of service：10Customer Rating：5.0
Director of Import & Export OperationsStart a Chat
When registering an import and export company, you need to prepare the original and electronic copy of the financial supervisor's accounting qualification certificate, and the company's financial accounting system document (affixed with official seal) in advance. These documents are used for qualification review during tax filing, and missing any of them will make the export tax refund qualification unable to be applied synchronously.
In addition, if you plan to enjoy the export tax refund policy, you need to prepare the original of your company's basic bank account opening permit to ensure that subsequent tax refund funds can arrive smoothly. It should be noted that when filing tax for import and export companies in Shanghai, you need to additionally submit the pre-filled electronic copy of the Export Tax Refund (Exemption) Filing Form, and fill in the commodity codes of your intended exports in advance, to avoid subsequent tax refund review failure caused by code errors. Meanwhile, you need to keep copies of all tax filing documents for subsequent annual tax audit.
Evelyn LiYears of service：3Customer Rating：5.0
Cross-border Compliance SupervisorStart a Chat
When registering an import and export company, relevant documents for opening a foreign exchange account should be prepared in advance, including the original of the company's business license (both original and duplicate copies), original ID card of the legal representative, and original Registration Form for Foreign Trade Operators. These documents are used for applying for a foreign exchange settlement account with the bank, and missing any of them will make cross-border foreign exchange receipt and payment impossible.
In addition, you need to prepare the pre-filled electronic copy of the Application Form for Cross-border RMB Settlement Service in advance, for subsequent application of CIPS cross-border RMB payment authority to improve the efficiency of foreign exchange receipt and payment. It should be noted that all documents related to foreign exchange receipt and payment must have consistent information.
Any error in company name or legal representative information will lead to freezing of the foreign exchange account, and further affect the circulation of cross-border capital. Meanwhile, you need to keep electronic copies of all foreign exchange filing documents for subsequent inspection by the foreign exchange authority.
Andy GuoYears of service：3Customer Rating：5.0
Supply Chain Management ExpertStart a Chat
When registering an import and export company, you need to prepare the amendment to the company's articles of association (affixed with official seal) in advance, which clearly states the business scope of "engaging in import and export of goods and technology". If this content is not reflected in the articles of association, the registration of foreign trade operators will not be approved.
In addition, if there is a shareholder who is an overseas natural person, you need to prepare the original notarized and authenticated passport document of the overseas shareholder for qualification review during industrial and commercial registration. Missing this document will lead to rejection of company registration.
It should be noted that when registering an import and export company in Shanghai, you need to additionally submit the legal representative's signature page of the Registration Form for Foreign Trade Operators, to ensure the signature is consistent with the one on industrial and commercial registration, and avoid filing failure caused by inconsistent signature. Meanwhile, you need to keep the original of all legal-related documents as evidence support for subsequent handling of international trade disputes.
Cindy ChenYears of service：3Customer Rating：5.0
Key Account ManagerStart a Chat
When registering an import and export company, you need to prepare photos of the company's business premises (including the gate and office area) for on-site customs filing. The photos must clearly show the company's name sign.
Missing this will lead to failure of on-site customs inspection, and further delay the filing progress. In addition, you need to prepare the on-site verification appointment voucher of the legal representative, and book the on-site verification time in advance via the "Single Window", to avoid being unable to enter the customs service hall due to no appointment.
It should be noted that all paper documents submitted to customs must be printed on A4 paper and affixed with a wet official seal. Using electronic seal will result in the documents not being accepted. Meanwhile, you need to keep copies of all documents related to on-site inspection for comparison during subsequent on-site customs inspection.
Lucas LiuYears of service：8Customer Rating：5.0
Senior Operations ConsultantStart a Chat
When registering an import and export company, relevant documents for export tax refund filing should be prepared in advance, including copies of the company's business license (original and duplicate), copy of the Registration Form for Foreign Trade Operators, and copy of the basic bank account opening permit. These documents are used for applying for export tax refund qualification, and missing any of them will make you unable to enjoy the export tax refund policy.
In addition, you need to prepare the pre-filled electronic copy of the Export Goods Tax Refund (Exemption) Approval Form, and fill in the company's tax refund accounting method in advance, to avoid deviation in subsequent tax refund amount caused by wrong accounting method. It should be noted that when filing for export tax refund for import and export companies in Shanghai, you need to additionally submit the contact information and email of the financial supervisor, for receiving tax refund notifications from the tax authority. Meanwhile, you need to keep electronic copies of all export tax refund filing documents for inspection during subsequent export tax refund audit.
Eric ZhouYears of service：6Customer Rating：5.0
Senior Manager of Foreign Exchange & Tax RebatesStart a Chat
When registering an import and export company, you need to prepare the category list of your intended import and export commodities (affixed with official seal) in advance. This document is used for business scope verification during customs filing.
If the category list does not match the actual business, you will be required to supplement documents during subsequent customs clearance, which increases the overall cost of the supply chain. In addition, if you plan to conduct cross-border supply chain business, you need to prepare the company's supply chain structure diagram (affixed with official seal) for qualification review during subsequent application for customs senior certified enterprise, which improves customs clearance efficiency.
It should be noted that when registering an import and export company in Shanghai, you need to additionally submit the list of intended overseas cooperating suppliers and the copy of the letter of intent cooperation agreement, to prove that the company's import and export business has a practical implementation foundation. Meanwhile, you need to keep electronic copies of all supply chain related documents for subsequent supply chain optimization analysis.