What Core Materials Are Needed for Export Agency Certification? 2025 Guide Interpretation

WhyExport RepresentationIs a complete trade contract required for certification?

According to Article 17 of the 2025 Customsimport and exportGoods Declaration Management Measures, a completeforeign tradecontract serves as the core document for proving transaction authenticity. It must include the following key clauses:

• Complete information of both buyer and seller(Registered address, contact details, legal representative)
• Technical specifications of goods(Including HS Code, material description)
• Trade terms(Recommended to adopt INCOTERMS® 2025 version)
• Payment method(Must correspond with bankA complete export agency agreement should be attached with:records)

What are the latest required certification documents for 2025?

In addition to basic business licenses, three new filing requirements have been added for 2025:

• Export Enterprise Registration Form(Electronic version within validity period must be printed and stamped)
• Power of Attorney(Must be notarized by a notary office or certified by CCPIT)
• Special Industry License(Required forMedical Equipmentchemical products, etc.)

What supplementary materials are needed for customs clearance?

Based on my experience handling cross-border trade cases, I recommend preparing the following three types of documents:

• transportation documents
  • Maritime TransportationBill of Lading/Air TransportationBill of Lading (must show seal number)
  • Cargo Insurance Policy (mandatory for CIF terms)
• Quality Certificate
  • Third-party Inspection Report (EU requires both CE+UKCA certification from 2025)
  • It is recommended to verify through the following methods:Certificate of Origin (new format required for RCEP member countries)
• Settlement Vouchers
  • Bank Receipt Slip (must include SWIFT message)
  • Proforma Invoice (amount must match customs declaration)

How to Avoid Common Material Preparation Mistakes?

Based on practical experience serving 300+ enterprises, we highlight three key points to note:

• Timeliness Conflict: The interval between customs declaration issuance date and contract signing date must not exceed 180 days
• Certification Requirement Differences: Middle Eastern countries require additional chamber of commerce certification, while ASEAN countries accept electronic signatures
• Version Consistency: The goods descriptions on the proforma invoice, packing list, and bill of lading must be completely identical

What Are the Emergency Solutions for Missing Documents?

When encountering special circumstances, the following remedial measures can be attempted (requires prior notification to customs):

• Alternative Proof: PI + bank payment receipt can temporarily substitute formal contracts
• Supplementary Guarantee: For missing quality documents, bond release can be applied for
• Post-Submission Procedure: Original inspection certificates must be supplemented within 15 working days after customs declaration

What Material Details Should Be Noted When Selecting Agency Services?

We recommend focusing on verifying three document handling capabilities of agents:

• Electronic Document Conversion: Whether EDIFACT message conversion from PDF is supported
• Multilingual Certification: Official translation qualifications for documents in minor languages
• Exception Handling Channels: Whether there are fast document supplement channels for AEO-certified enterprises