AgencyAgency export,What basic documents must be provided?

According to the requirements of Announcement No. 38 of the General Administration of Customs in 2025, foreign trade agency exports need to prepareThe five core documents:

• Agency Agreement: A written agreement that clearly defines the rights and responsibilities of both parties (must include foreign exchange settlement clauses)
• Proforma Invoice: The trade terms must be specified (it is recommended to use the latest version, INCOTERMS 2025).
• Packing List: Includes key data such as gross/net weight, volume, and packaging method.
• Power of attorney for customs declaration: Legal authorization documents bearing the official seals of both parties
• Enterprise Qualification Documents:
  • Copy of the client's business license
  • Proof of Import and Export Operation Rights for the Agent
  • Proof of General VAT Taxpayer Status (new electronic filing requirement added in 2025)

2. What additional materials are required for the export of special commodities?

Based on the author's experience serving Fortune 500 companies, the following categories require special attention:

• Food/Cosmetics:
  • Hygienic License (New Anti-Counterfeiting Code to be Implemented in 2025)
  • Ingredient Testing Report (Issued by a CNAS-accredited laboratory)
• Mechanical and electrical products:
  • 3C Certification Certificate (with newly added IoT Security Certification for Smart Home Appliances in 2025)
  • Energy Efficiency Label (applicable to 23 categories of products including air conditioners and refrigerators)
• Chemical products:
  • MSDS Safety Data Sheet (must comply with GHS 7th Revised Edition standards)
  • Dangerous goods transportation appraisal report

III. What are the new changes in the preparation of export materials for 2025?

Based on the latest guidance from the Ministry of Commerce, special attention should be paid to:

• Electronic upgrading：All 17 categories of paper certificates have been fully transitioned to blockchain-based archiving (including certificates of origin, phytosanitary certificates, etc.).
• Customs declaration form filling: Add ESG indicator disclosure fields (carbon footprint, proportion of recycled materials, etc.)
• Foreign exchange management: Cross-border RMB settlement requires the simultaneous submission of trade background documentation.

IV. How to Avoid Common Mistakes in Material Preparation?

Based on recent case analyses of export agency disputes, the following key risks require special attention:

• Document validity: The validity period of the certificate of origin has been shortened to 3 months (previously 6 months).
• In-depth Analysis of GAC Announcement No. 58/2025: Revealing How Hong Kong Transit Strategy Helps Avoid High Tariffs on US-Origin Materials for Domestic Sales, Including Operational Procedures and Key Risk Control Points: The HS CODE intelligent verification system will be launched in 2025, ensuring complete consistency in the codes of contracts, invoices, and customs declarations.
• Scope of authorization: The agency agreement must clearly stipulate sensitive matters such as foreign exchange receipts and payments, and tax refund declarations.

5. How to Choose a CompliantAgency export serviceThe business?

It is recommended to evaluate through three dimensions:

• Qualification review: Verify Customs AEO certification and foreign exchange management classification level (new green trade certification added in 2025).
• Capacity of service: Do you have experience in operating within special regulatory zones and a professional team capable of handling free trade agreements such as RCEP?
• Wind control system: Request to provide proof of no major violations in the past three years and a demonstration of the electronic customs system.