The company plans to use an agent for export business and is unclear about the tax refund process. Is it handled by the agent or by themselves? If handled by the agent, how is it done and what documents are needed? The best answer introduces two common tax refund handling methods. When the agent assists, an agreement needs to be signed and documents prepared. If handled by oneself, relevant export procedure documents need to be provided by the agent, and tax refunds applied for following the original process.
What documents are needed for agency export, does anyone know?
Resolved
Our company plans to find an agency company to help export products. We have no prior experience with agency export, so we are unsure about the specific documents required. I would like to ask everyone, what documents are generally needed for agency export? I hope for a detailed explanation, including basic documents and product-related documents. It would also be great if you could mention any precautions during document preparation. Thank you everyone!
Trade Expert Insights Answers
Agency export generally requires the following types of documents. Firstly, basic documents, including a copy of the company's business license, which is essential to prove the company's legal operating status; a copy of the tax registration certificate for tax-related matters; and a copy of the bank account opening permit for fund transfers. Secondly, product-related documents, including detailed product descriptions, covering product name, specifications, models, uses, etc., to enable the agency company to accurately understand the product features. Product pictures are also needed to clearly show the product's appearance. Furthermore, documents related to export business, such as commercial invoices, which detail information like the value of the goods; and packing lists, which describe the packaging of the goods. In addition, a power of attorney for customs declaration, stamped with the company seal, authorizes the agency company to handle customs declaration operations. When preparing documents, ensure their authenticity, completeness, and accuracy to avoid issues affecting the export process.
Generally, an export contract is also required, clarifying the transaction terms with the overseas customer, such as price and delivery method. The contract should ideally be in both Chinese and English, with clear and unambiguous terms to minimize potential disputes later on.
Don't forget to prepare the certificate of origin, especially if the overseas customer has specific requirements or if the product enjoys preferential tariff policies. This is an important document to prove the country of origin of the product. When preparing it, ensure the certificate format complies with regulations.
For special products, you may also need to provide quality inspection reports, product certification certificates, etc. For example, for food exports, a food inspection and quarantine certificate might be required; for electronics exports, relevant safety certification certificates may be necessary.
You also need to prepare remittance receipt documents, such as the bank's remittance slip. This is very important for subsequent foreign exchange verification and should be kept properly, ensuring the information on the document is clear and legible.
If the product involves intellectual property rights, such as trademarks or patents, you need to provide relevant supporting documents to prevent infringement issues that could affect export business.
For products that require quotas, you need to apply in advance and prepare quota proof documents. Without these, smooth export may not be possible.
Don't forget to prepare a bill of lading sample. Although the final bill of lading is issued by the freight forwarder or shipping company, preparing a sample in advance helps the agency company understand transportation needs and other key information.
Product packaging instruction documents are also useful, such as information on packaging materials and dimensions, which are helpful for transportation and warehousing arrangements.
Insurance policy documents are sometimes required, especially when the customer requests you to arrange cargo transportation insurance. Prepare the relevant insurance policy to clarify the insurance coverage and claim conditions.