How to Prove the Agent Export Relationship through the Flow of Goods? 5 Key Issues that Foreign Trade Enterprises Must Know

I. What Documents Proving the Flow of Goods Must be Provided for Agent Export?

In the Regulatory Measures for Agent Export Business newly issued by the General Administration of Customs in 2025, enterprises are clearly required to prepare the following core documents:

• Logistics Trajectory Voucher
  • International Freight Bill of Lading (Needs to Show the Information of the Actual Shipper)
  • Proof of Consistency between the Container Seal Number and the Customs Declaration Form
  • Cross - border Transportation GPS Positioning Record (Applicable to Land Transportation Supervision)
• Warehouse Management Record
  • Goods In - and - Out Warehouse List (Needs to be Sealed with the Official Seal of the Agent)
  • Video Record of the Third - Party Supervised Warehouse (Retention Period of Not Less Than 3 Years)
• Special Goods Certificate
  • Dangerous Goods Transportation Permit (If Applicable)
  • Cold Chain Logistics Temperature Record (For Pharmaceutical/Food Goods)

II. How Can the Cargo Owner Prove that the Goods are Actually Exported by the Agent?

It is recommended to adopt a Trinity proof system:

• Contractual Agreement Clauses
  • Clearly stipulate the Domestic Shipper field in the customs declaration form in the agency agreement
  • Indicate the display rules for the bill of lading SHIPPER (new electronic clause filing requirements in 2025)
• Third - party certification documents
  • Proof of the correlation between bank receipt and payment vouchers and customs declaration forms
  • Electronic entrustment records on the China International Trade Single Window
• Leave traces in the logistics process
  • On - site photos of goods loading into containers (the agents LOGO should be included)
  • Records of unlocking electronic seals for cross - border transportation

III. How to explain when the capital flow is inconsistent with the goods flow?

Based on our practical experience in Fortune 500 companies, the following solutions are recommended:

• Establish a tripartite agreement framework
  • Introduce a written confirmation letter from the overseas purchaser
  • Sign a supplementary agreement on the transfer of payment liability
• Apply blockchain evidence - storing technology
  • Records of capital flow on the cross - border trade blockchain platform
  • Payment vouchers for the execution of smart contracts
• Synchronously handle tax filing
  • Handle the filing for storing export earnings overseas in advance
  • Retain the approval documents for special businesses from the State Administration of Foreign Exchange

IV. How to avoid being recognized as exporting by purchasing customs declaration forms by the customs?

In 2025, the customs will increase the inspection intensity of AEO - certified enterprises. It is recommended to pay special attention to:

• Management of the consistency of customs declaration documents
  • Ensure that the declared elements are completely matched with the actual attributes of the goods
  • The agent should hold the original authorization letter from the manufacturing enterprise
• Traceability of logistics information
  • The binding rate of container numbers and customs declaration forms reaches 100%
  • Real - time update of transportation tool filing information
• Application of the risk early - warning system
  • Access to the customs big data analysis platform
  • Regularly check the records in the enterprise credit management system

V. 2025Export RepresentationWhat are the new regulatory requirements for the business?

According to the latest policy trends, enterprises should pay special attention to:

• Electronic evidence chain management
  • The entrusted customs declaration electronic agreement must be digitally certified (the validity period is shortened to 15 days)
  • Logistics information must be uploaded to the single window in real time
• Carbon neutral transportation requirements
  • ProvideMaritime TransportationCarbon emission intensity certificate (CII rating)
  • For land transportation, it is required to attachNew energyProof of vehicle usage ratio
• Intelligent bill review rules
  • 96 - hour comparison mechanism between customs declaration forms and logistics documents
  • The AI system automatically identifies the correlation between the consignor and the agent