What should I do if the export agency certificate number is filled in wrong? 2025 latest filling guide

Export RepresentationWhat exactly is a certificate number?

The export agency certificate number is a key identification code in international trade documents, consisting of 12 digits:Year (4 digits) + Customs district code (4 digits) + Enterprise code (3 digits) + Serial number (1 digit). For example, the first order number for a Shenzhen company in 2025 might appear as2025440325101. This number must completely match the customs filing information, export contracts, customs declaration forms and other documents.

How to interpret the latest 2025 number structure?

• First 4 digits: Export year (all 2025 numbers start with 2025)
• Middle 4 digits: Customs district code (e.g. 5301 represents Guangzhou Baiyun Airport Customs)
• Last 3 digits: Last three digits of the agency companys registration number
• Final digit: Annual business serial number (incremented by declaration order)

Special note: Starting from March, new customs district codes will be implemented for special supervision areas like Ningbo and Qingdao. It is recommended toChina International Trade Single WindowReal-time query of the latest code table.

What are the reporting specifications in different scenarios?

• Filling of Customs Declaration Form
  • Location: Remarks column of the customs declaration form (Column 44)
  • Format: Must include the prefix Agency Export Certificate No.:
• Contract document labeling
  • Must be separately listed in prominent positions on commercial invoices such as PI, CI
  • Recommended format: EXPORT AGENCY NO.: 2025XXXXXXX
• Export DrawbackDeclaration
  • Strictly correspond to VAT invoice information
  • The 12-digit code must be fully entered in the Agency Certificate No. field of the declaration system

How to handle common reporting errors?

Based on our service experience with 200+foreign tradeenterprises, high-frequency errors include:

• Year misplacement: Mistakenly entering 2025 as 2024 (accounting for 37% of total errors)
• Customs district confusion: Inconsistency between actual export port and registered customs district (accounting for 29%)
• Duplicate serial numbers: Same enterprise having duplicate serial numbers in the same year (accounting for 18%)

The solution is divided into three steps:① Immediately suspend subsequent document circulation ② Contact the agency company to issue an explanation ③ Submit a modification application to the customs of declaration. In 2025, customs has opened an online error correction channel, and data correction can generally be completed within 3 working days.

What policy changes in 2025 require special attention?

• Newly addedCross-border E-commerceB2B exportSpecial number segment (first letter changed from D to E)
• Activated for exports to RCEP member countriesIntelligent verification channel(Automatically recognized when the 7th digit of the number is 9)
• Implemented by the General Administration of CustomsLifetime traceability system for numbers(Same number prohibited from reuse within 5 years)

It is recommended that enterprises log in monthlyChina Electronic Port Law Enforcement SystemVerify historical number usage records to avoid compliance risks caused by information asynchronization.

Practical advice: How to establish a numbering management system?

• EstablishDouble - person review mechanism(Document preparer + merchandiser cross-check)
• UseIntelligent code generator(Recommended: China Credit Insurance Document Pass system)
• EstablishAnnual numbering ledger(Excel template should include: Generation date, document used, corresponding customs declaration number)
• Regularly attendCustoms training(Focus on learning product classification and code association rules)