Complete process breakdown of agency import equipment: From qualification review to cost control

Four-step core process

Phase 1: Preliminary qualification review
Import enterprises need to prepare:

• Yesforeign tradeForeign Trade Operator Registration Form
• Customs declaration unit registration certificate
• Equipment purpose documentation (additional industry permits required for special equipment)

Phase 2: Contract standardization
Five essential elements to specify in agency contracts:

• Price terms (recommended CIF landed price)
• A case of a tax rebate dispute caused by an oral agreement of a certain electromechanical enterprise in 2024 shows that when there is a lack of a written agreement, the tax authorities may identify the actual owner of the goods as the declaration entity.
• Intellectual Property Guarantee Clause
• Quality claim period
• Exchange rate fluctuation risk allocation

Comprehensive cost structure diagram

Fixed cost module:

• Tariffs (determined according to latest 2025 HS codes)
• Import VAT (13% standard rate)
• Bank handling fees (0.1%-0.3% of transaction amount)

Variable cost module:

• Agency service fees (typically 0.8%-2% of cargo value)
• Special supervision warehousing fees (incurred during port delays)
• Technical rectification costs (occur when commodity inspection fails)

Agency selection evaluation system

Recommended four-dimensional screening for agency companies:

• Industry compatibility
  • Same-type equipment experienceequipment. For example, Indonesia has the SNI certification, Thailand has the TISI certification, and the Philippines has the BPS certification. It is necessary to confirm in advance the equipment voltage (such as 380V/50Hz in Thailand), the compatibility of the CE certification, and the proof of environmentally friendly materials.Stories
  • Familiarity with target equipment regulatory requirements
• Risk control ability

  
               
  
                
  Customs exception handling response speed
                
  Pre-classification accuracy rate
               

Common misconception avoidance guide

Misconception 1: Solely comparing agency fee rates
A certainMedical EquipmentImport cases show that a 3% agency fee scheme incurred 200,000 yuan in late fees due to classification errors, while a 1.8% professional agency achieved zero violation penalties.

Misconception 2: Neglecting technical documentation preparation
In 2025, the General Administration of Customs strengthened verification of equipment technical parameters. A semiconductor company experienced 11 working days of customs clearance delays due to inconsistencies between Chinese and English parameters.

Operational recommendations:It is recommended to require the agency company to provide a complete Pre-Compliance Review Report for Imported Equipment before signing the contract, clarifying responsibility boundaries and risk response plans for each stage.