I.Export agentWhat exactly is an operations manual?

Export agentThe operation manual is formulated by the foreign trade service provider.Standard Operating Guidelines, covering the entire process from order confirmation to payment collection. According to the "Trade Facilitation Guidelines" issued by the World Customs Organization in 2022, such manuals should at least include:

• The InternationalTrade terms( Incoterms ) Applicable Rules
• Document Preparation and Review Standards
• Detailed Rules for Customs Declaration Operations
• Special Trade Situation Contingency Plan

II. Why Must Foreign Trade Enterprises Pay Attention to Operation Manuals?

After the implementation of the EU's new Union Customs Code (UCC) in 2025, the completeness of compliance documents has become a mandatory requirement for cargo clearance. Our handled typical cases indicate that:

• A certain lighting exporter had $200,000 worth of goods detained at the Port of Rotterdam due to failure to update the rules of origin in the manual.
• The manual is clear.Document retention periodAssist enterprises in successfully responding to U.S. Customs anti-dumping investigations.

III. How does the manual ensure the security of corporate funds?

In the payment terms section, a standardized operating manual should include:

• Different settlement methodsRisk Rating Matrix
  • Letter of Credit: Low Risk but High Cost
  • DP term: Export credit insurance is required.
• Foreign Exchange Fluctuation Response Plan (Referencing the 2024 IMF Exchange Rate Volatility Early Warning Mechanism)

IV. What is the legal effect of the compliance provisions in the manual?

The operation manual confirmed and signed by both parties is regarded as in judicial practice.Supplementary Terms to the ContractThe 2023 arbitration cases of the Shanghai International Economic and Trade Arbitration Commission (SHIAC) demonstrate that:

• Disputes arising from the absence of a stipulated timeframe for issuing fumigation certificates in the manual resulted in a 40% reduction in the adjudication cycle.
• The standard for determining force majeure as stipulated in the manual was directly adopted by the court.

V. How to Obtain the Appropriate Manual Version for Your Enterprise?

It is recommended to adopt a tiered access strategy:

• Basic Version: Download from the service provider's official website (Note the 2025 HS Code updates)
• Custom Edition: Requires ProvisionExport data for the past three years
  • Major Export Countries
  • Distribution of Commodity HS Codes
  • Proportion of settlement methods

6. How frequently should the manual be updated?

Based on our experience serving over 800 enterprises, the recommended update cycle is:

• General Terms: Fully updated every January.
• Emergency Clause: Real-time Updates (e.g., Panama Canal Toll Adjustment in January 2025)
• Country-specific policy: Supplement early warning information on a quarterly basis.

7. What is the relationship between the manual and the trade contract?

The two together form a complete legal document system:

• Contractually agreed commercial terms (price, quantity, etc.)
• The manual specifies the execution standards (quality inspection methods, transportation time limits, etc.)
• In case of conflicts, theSpecial Agreement of the ContractPriority

8. Does the electronic manual have the same validity?

According to the United Nations Model Law on Electronic Transferable Records, which will take effect in 2025:

• The electronically signed manual authenticated by a CA possesses full legal validity.
• It is necessary to ensure that the version control functionality is fully equipped (hash value verification + timestamp).

9. How to verify the professionalism of the manual?

Key verification of five elements:

• Does it include AEO certification standards (mutually recognized by 87 countries worldwide by 2025)?
• Application Notes for RCEP Rules of Origin
• Carbon Border Adjustment Mechanism (CBAM) Reporting Guidelines
• Trade Remedy Case Response Process
• Latest Sanctions List Screening Mechanism

10. What are the consequences of improper use of the manual?

Typical cases reported by the General Administration of Customs in 2024 serve as a warning:

• A company failed to retain correspondence emails as required by the manual and was found to have intentionally misreported the value of goods.
• The pre-shipment inspection required by the manual was not performed, resulting in the entire batch of goods being returned.
• Failure to promptly update the HS codes in the manual resulted in late payment fees and credit downgrade.