How to Efficiently Act as an Agent for Importing Commercial Kitchen Equipment? The 2025 Ultimate Guide

I.Import RepresentationEssential qualification matrix

The newly implemented "Cross-Border Equipment Trade Management Measures" in 2025 require agency enterprises to establish a three-tier qualification system:

• Basic filing
  • AEO (Authorized Economic Operator) Advanced Certification qualification from customs
  • SpecialEquipment ImportsFiling Certificate
• Professional Certification
  • International certifications such as NSF/CE/UL
  • ISO 22000 Food Safety Management System Certification
• Regional Access
  • Import Licensing for Specific Equipment from RCEP Member Countries
  • EU New Energy Efficiency Label Registration Documents

II. Three Key Breakthrough Points in the Customs Clearance Process

In accordance with Announcement No. 38 of 2025 from the General Administration of Customs, it is recommended to adopt a phased customs clearance strategy:

• Pre-declaration stage
  • Complete the HS code pre-ruling in advance.
  • Prepare a template for the Declaration of Conformity document.
• Physical inspection stage
  • Arrange for professional technical personnel to provide on-site support.
  • Prepare the equipment operation test plan.
• Post-clearance supervision stage
  • Establish equipment lifecycle management records.
  • Maintain importer credit rating

III. The Golden Triangle Model of Risk Prevention and Control

Based on the analysis of industry dispute cases over the past three years, it is recommended to establish:

• Technology Barrier Early Warning System
  • Track updates on technical regulations in the target market.
  • Establish an alternative certification contingency plan repository
• Quality Dispute Resolution Mechanism
  • Designate internationally recognized quality certification bodies
  • Pre-deposited third-party guarantee account
• Logistics Anomaly Response Plan
  • Configure multiple ports as alternative customs clearance channels
  • Establish an emergency storage network

IV. Practical Strategies for Cost Optimization

According to the 2025 tariff adjustment plan, it is recommended to adopt:

• Customs duty combination strategy
  • Leverage the RCEP cumulative rules to reduce tax rates
  • Declaration of dismantled complete equipment for customs clearance
• : By integrating the shipping line resources of the West Coast of the US (Los Angeles/Long Beach Port) and the East Coast of the US (New York/Savannah Port), agent services can shorten the transportation cycle by 30% and reduce the loss of LCL space.
  • Choose roll-on/roll-off (Ro-Ro) shipping for heavy equipment.
  • Negotiate for free time at the destination port
• Exchange Rate Risk Management
  • Adopting cross-border RMB settlement
  • Lock forward foreign exchange contracts

V. Recommendations for Addressing Industry Trends in 2025

Regarding the upcoming implementation of the "Energy Efficiency Standards for Commercial Kitchen Equipment," the following recommendations are proposed:

• Give priority to purchasing equipment that meets the new energy efficiency standards.
• Advance modification of existing equipment parameter configurations
• Establish a supplier technology upgrade tracking mechanism

VI. Analysis of Successful Cases

A certain chain catering group achieved the following through professional agency services:

• The customs clearance time has been reduced to 72 hours.
• The overall cost is reduced by 18%.
• The equipment failure rate has decreased to 0.3%.