The Three Golden Elements of Equipment Import Inquiry Letters and Pitfall Avoidance Guide

EquipmentImport RepresentationThe Strategic Value of Inquiry Letters

Against the backdrop of global supply chain restructuring in 2025, professionalequipment. 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.inquiry letters have become a core tool for enterprises to control procurement costs. According to data from the General Administration of Customs, standardized inquiry letters can improve customs clearance efficiency by 22% and reduce tariff dispute incidence by 45%.

Three Core Modules of Efficient Inquiry Letters

• Equipment technical parameters
  • Voltage Standards (110V/220V/380V)
  • Safety Certifications (CE/FCC/CCC)
  • Packaging Specifications (Wooden Cases/Pallets/Bare Loading)
• Trade Terms Matrix
  • FOB vs. CIF Price Comparison Table
  • Destination Port Handling Cost Allocation Clauses
  • Demurrage Fee Calculation Base Day Setting
• Compliance Element Disclosure
  • 2025 HS Code Pre-classification Application
  • Special Certificate of Origin Document Checklist
  • Mechanical and Electrical Product Import License Processing Flow

Typical Error Comparison Table (2025 Updated Edition)

• Error Examples:"Need to import machine tools",
• Correct Expression:"Require procurement of CNC vertical machining center (HS 84571000) with worktable size ≥2000×800mm, equipped with Heidenhain iTNC640 system",
• Error Examples:"RequirementsMaritime Transportationto Shanghai Port",
• Correct Expression:"CIF Shanghai Waigaoqiao Port, including port construction fee, THC and ISPS surcharge, vessel age not exceeding 15 years",

Inquiry Response Efficiency Improvement Plan

Based on analysis of quotation behaviors from 200+ agency service providers, we have summarizedThree Golden Rules:

• Set in technical parameter sectionsVerification Questions(e.g.: "Please confirm whether the equipment base complies with GB 5226.1-2019 standard")
• AdoptProgressive Payment Terms(30% advance + 60% against B/L copy + 10% upon factory acceptance)
• SpecifyA 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.(designated China International Economic and Trade Arbitration Commission Shanghai Sub-Commission)

2025 Customs Clearance Practice Special Notes

Regarding the requirements of General Administration of Customs Announcement No.198, special attention should be paid to:

• Used mechanical and electrical equipment requiresThird-party institution value appraisal report
• Equipment containing AI control modules must declareAlgorithm function description
• Orders exceeding $200,000 mandatorily requireElectronic payment voucher filing

Inquiry Letter Template (Replaceable Variables Version)

• [Equipment Description] Require procurement of [equipment name], model [specific model], configuration includes [key component list], year of manufacture [202X]
• [Trade Terms] Require [FOB Hamburg Port/DAP Suzhou Factory], delivery period not exceeding [60] calendar days
• [Service Requirements] Require agency to handle [3CCertification conversion + Customs AEO certification + VAT installment payment