The challenge of returning imaging measuring instruments: How to resolve damage during export without formal trade documents when importing through general trade?

I. Case Background: The Return Dilemma of Export Without Formal Trade Documents

In international trade practice, we often encounter such dilemmas: after a customer sends goods overseas using export without formal trade documents, if quality issues or damage occur and the goods need to be returned, they find that export without formal trade documents cannot facilitate a formal return process. This is exactly the real case we recently handled—an imaging measuring instrument returned from Malaysia.

The customer initially shipped the goods to Malaysia through informal channels. Upon unpacking, the recipient found the equipment damaged and requested a return in the original packaging. However, the nature of export without formal trade documents made it impossible to follow the normal return process, making general trade import the only viable solution.Equipment ExportII. Solution: Key Points of General Trade Import

For this situation, we designed a complete import solution for the client, consisting mainly of three core steps:

1. Overseas transportation arrangements

Through our Malaysian partner agent, we completed the pickup from the clients warehouse to Port Klang, container loading, and shipping arrangements. Special attention should be paid to:

Ensuring the packaging is intact and meets return requirementsMaritime TransportationRetaining complete packing photos and inspection records

• Choosing reliable shipping companies to avoid secondary damage
• 2. Hong Kong transit operations
• Considering the complexity and cost of direct import to mainland China, we chose Hong Kong as a transit port:

Departed from Port Klang on June 7, arrived in Hong Kong on June 15

Arranged secondary barge transport to Huangpu Wuchong on June 18

• Professionally handled document conversion and transportation coordination for the Hong Kong segment
• 3. Mainland China
• 专业处理香港段文件转换和运输衔接

3. 大陆Import Clearance

This is the most critical step in the entire process. We adopt the customs clearance mode of dual declaration for buying and selling.

• Prepare complete customs declaration documents in advance (packing list, invoice, declaration elements, etc.)
• Declare before arrival at port to achieve tax assessment upon declaration
• Complete tax payment on June 19 to ensure fast release

III. Practical Experience: Easily Overlooked Details

Through this case, we have summarized several easily overlooked but crucial practical points:

Accuracy of commodity classification

The image measuring instrument belongs to precision equipment. HS code classification directly affects:

• Tariff rate (this case was finally classified under 9031.4990)
• Whether an electromechanical certificate is required
• Customs valuation standards

2. Principle of Document Consistency

Since these are returned goods, it is essential to ensure:

• Import Customs DeclarationProduct name and model match the original export
• Packaging condition description matches actual situation
• Reasonable declared value to avoid valuation delays

3. Tax Processing Techniques

Considering the special nature of returned goods, we adopted:

• Original value declaration, providing original export documents for reference
• Tax reduction/exemption can be applied for if conditions are met, but this case couldnt provide complete proof due to bought export
• Precautions for issuing VAT special invoices

IV. Industry Insights: Risk Prevention for Bought Exports

This case provides important industry insights:

1. Limitations of Bought Exports

Many SMEs choose bought exports for convenience but overlook inherent risks:

• Cannot process formal returns
• ImpactExport Drawback
• Not conducive to enterprise credit accumulation

2. Value of Professional Agents

In complex trade environments, professional agencies can provide:

• Alternative solution design
• Handling experience for special situations
• Full-process risk control

3. Preventive Measures Suggestions

To avoid similar situations, we recommend export enterprises to:

• Conduct comprehensive testing before exporting precision instruments
• Purchase appropriate transportation insurance
• Establish formalimport and exportOperation process

V.ZhongShen International TradeService advantages

As a professional agent with 17 years of experience, we demonstrate clear advantages when handling such special cases:

1. Global Network Support

Close cooperation with Malaysian agents ensures smooth overseas operations

2. Multimodal Transport Experience

The flexible transit arrangement via Hong Kong significantly reduces customer costs

3. Customs clearance professional capability

From declaration to release takes only 1 working day, demonstrating professional efficiency

This case once again proves that in international trade, professional importExport Representationservices not only solve unexpected problems but also save costs and improve efficiency for enterprises. China Shen International Trade will continue to uphold the service philosophy of professionalism, efficiency, and reliability to provide customers with comprehensive trade solutions.