What documentary proofs of goods flow must be provided for export agency?

In the latest "Regulations on the Supervision of Export Agency Business" issued by the General Administration of Customs in 2025, it is explicitly required that enterprises must prepare the following core documents:

• Logistics tracking voucher
  • International Freight Bill of Lading (must display actual shipper information)
  • Certificate of Consistency Between Container Seal Number and Customs Declaration
  • Cross-border Transportation GPS Tracking Records (Applicable to Land Transport Supervision)
• Warehouse Management Records
  • Warehouse In/Out Receipt (must be stamped with the agent's official seal)
  • Third-party supervised warehouse video records (retention period not less than 3 years)
• Special Cargo Certificate
  • Hazardous Materials Transport Permit (if applicable)
  • Cold Chain Logistics Temperature Records (for Pharmaceutical/Food Cargo)

2. How can the cargo owner prove that the goods were indeed exported by the agent?

It is recommended to adopt a "trinity" certification system:

• Contractual terms and conditions
  • Clearly stipulate the "domestic consignor" field in the customs declaration form within the agency agreement.
  • Please translate the following Chinese into English: Specify the rules for displaying the SHIPPER on the bill of lading (new electronic clause filing requirement added in 2025).
• Third-party certification documents
  • Proof of Correlation Between Bank Receipts and Payments Documents and Customs Declarations
  • Electronic authorization records of China's Single Window for International Trade
• Traceability in the logistics process
  • On-site photos of cargo loading (must include the agent's LOGO)
  • Cross-border Transport E-seal Unlock Record

3. How to explain when the cash flow does not match the goods flow?

Based on our hands-on experience with Fortune 500 companies, we recommend the following solutions:

• Establish a tripartite agreement framework
  • Introduce written confirmation letter from overseas purchasers
  • Sign the Supplementary Agreement on the Transfer of Payment Responsibility
• Utilizing blockchain notarization technology
  • Records of fund flows on the cross-border trade blockchain platform
  • Payment voucher for smart contract execution
• Tax filing synchronization processing
  • Apply in advance for the record-filing of overseas deposit of export income
  • Retain the special business approval document from the Foreign Exchange Administration.

IV. How to Avoid Being Identified by Customs as "Export Through Purchasing Foreign Exchange"?

In 2025, customs will intensify inspections on AEO-certified enterprises. It is recommended to focus on the following:

• Consistency Management of Customs Declaration Documents
  • Ensure that the declared elements fully match the actual attributes of the goods.
  • The agent must hold the original authorization letter from the manufacturer.
• Traceability of logistics information
  • The container number binding rate with the customs declaration form reaches 100%.
  • Real-time update of transport vehicle registration information
• Application of Risk Early Warning System
  • Access the Customs Big Data Analytics Platform
  • Regularly verify the records of the corporate credit management system.

5. 2025Export RepresentationWhat are the new regulatory requirements for the business?

According to the latest policy trends, enterprises should pay special attention to:

• Electronic Evidence Chain Management
  • The electronic agreement for entrusted customs declaration requires digital certification (validity period shortened to 15 days).
  • Logistics information must be uploaded to the Single Window in real time.
• Carbon-neutral transportation requirements
  • ProvideMaritime TransportationCarbon Intensity Indicator Certificate (CII Rating)
  • Land transportation requires attachment ofNew energyVehicle Usage Ratio Certificate
• Intelligent Document Review Rules
  • 96-hour verification mechanism between customs declaration and logistics documents
  • The AI system automatically identifies the shipper-agent relevance.