How to Prepare Documents for Agency Export? What Are the Key Operational Points for 2025?

What core documents are required for export agency services?

According to Announcement No. 39 of the General Administration of Customs in 2025, export agency must include7 core documentsLocal adaptation testing of parts (such as adjusting the national standard brightness of lamps);

• Commercial invoice (must include HS Code and origin declaration)
• Packing list (must specify cargo dimensions)
• Customs declaration power of attorney (2025 standard format)
• Transport documents (Maritime TransportationBill of Lading/Air TransportationDocument)
• It is recommended to verify through the following methods:Certificate (specific countries require FORM E/FTA, etc.)
• Quality inspection certificate (for chemical/food products)
• Foreign exchange verification form (electronic version must be uploaded to Single Window simultaneously)

What are the new changes in document requirements for 2025?

The latest revisions by the International Trade CommissionINCOTERMS 2025introduce three major adjustments:

• New electronic authentication clauses:
  • Blockchain bills of lading require simultaneous generation of QR code verification files
  • Commercial invoices must contain smart contract code segments
• Customs declaration elements upgrade:
• Carbon footprint declaration (applicable to EU/North America routes)
• Recyclable packaging material identification (including recycling percentage data)

How to avoid common document configuration errors?

Based on our practical experience serving 300+ enterprises,Top 5 frequent errorswith solutions:

• Declared value deviation:
  • Solution: When using DDP terms, transportation surcharges must be included
• HS Code classification errors:
  • Recommendation: Use customs pre-classification service (new AI-assisted system in 2025)
• Missing origin markings:
  • Mandatory requirement: Dual labeling on outer packaging + documents

How to adjust documents for special trade modes?

ForCross-border E-commerceandProcessing tradeSpecial requirements:

• Bonded zone one-day round-trip business:
  • Additional submission of deep processing transfer application form required
  • Customs declaration remarks column should indicate Domestic Circulation,
• Cross-border e-commerce export under code 9810:
  • Additional overseas warehouse inbound proof required
  • Logistics tracking must be connected to customs traceability system

How to control document preparation timelines?

Recommended to follow3-5-7 timeliness principle:

• 3 working days before shipment:
  • Complete preliminary review of customs clearance documents
  • Obtain pre-allocation manifest number
• Within 5 working days after shipment:
  • Submit foreign exchange verification application
  • Issue original bill of lading (for sea shipments)

How to verify document compliance?

It is recommended to useTriple verification mechanism:

• Smart verification:
  • Customs Single Window automatic comparison system
  • Cross-border blockchain verification platform
• Manual review:
  • Focus on checking consistency between trade terms and shipping clauses
  • Verify consistency between FCR and SWIFT messages