With the deepening of the RCEP agreement, Southeast Asia has become a key front for Chinese machinery enterprises to expand their markets. However, the complex customs declaration process for exhibition samples often leads to delays in exhibits and a sharp increase in additional costs. This article analyzes compliant and efficient customs declaration optimization strategies in response to the core pain points of enterprises.

I. Policy Dividends: Temporary in Southeast Asian Countriesimport and exportpolicies

The main participating countries in Southeast Asia (Indonesia, Thailand, Vietnam, etc.) all implementa temporary access system, allowing exhibition goods to enter the country duty - free, but the following requirements must be met:

1. The goods are clearly marked EXHIBITION SAMPLES NOT FOR SALE,
2. Provide a booth confirmation letter issued by the exhibition organizerThe declared value is consistent with the commercial invoice (it is recommended to keep the original factory price as evidence)
3. One - certificate customs clearance

II. Core Simplification Tool: ATA Carnet Application Guide

ATA Carnet, as an internationally recognized customs clearance document, enables:

• : Covers 7 of the 10 ASEAN member states (Malaysia/Singapore/Thailand, etc.)Customs declaration without deposit
• : Replaces the traditional security deposit (can save up to 50% of the value of the goods in deposit)Extended validity period
• : Up to 1 year (ordinary temporary import and export is only 6 months)Practical steps

Apply to the China Council for the Promotion of International Trade (CCPIT) for an ATA Carnet 30 days in advance:

1. Indicate samples without commercial value when entering the technical parameters of the equipment
2. The original stamp of the overseas customs must be submitted for verification when the goods are re - shipped back to China
3. Proforma invoice

III. Key Document Preparation List (2024 New Edition)

Indicate the proportion of alloying elements (e.g., 6061 aluminum contains 1% magnesium)	Specific requirements	Common Minefields
Must indicate commercial samples with zero value,	Vague marking of Commercial Goods will lead to taxation	Include three - dimensional data of serial number/material/weight
Packing list	Failure to distinguish between the weight of exhibition equipment and promotional materials	Rejection of using a general CO certificate
It is recommended to verify through the following methods:	Some countries require the FORM E certificate	Choose the DDP clause and let the freight forwarder handle tax - inclusive customs clearance

IV. Frequently Asked Questions

Q1: How to expedite customs clearance without using an ATA Carnet?

• ASEAN Customs Operator Certification (AEO)
• Handle in advanceEnjoy the fast - trackSubmit to the customs within 15 days

Q2: How to handle exhibition samples stranded locally after the event?

• Proof of destruction of exhibition goods(Needs to be notarized)Or convert to formal import (the additional customs duty shall be calculated according to the FOB value)
• : The Vietnamese customs requires exhibition machinery to provide

Since January 2025, Russia has made it mandatory to register for EPR (Extended Producer Responsibility)A copy of the safety certification, and failure to prepare will result in an administrative fine of over $1000.Through

V. New Trends in Digital Customs Declaration

the ASEAN Single Window (ASW)system, the following can be achieved:Electronic pre - classification (the HS CODE review time is shortened to 24 hours)

1. Blockchain traceability and evidence storage (resolves disputes over customs doubts about the consistency of goods)
2. Real - time query of customs clearance status on mobile devices
3. Case data: A construction machinery enterprise adopted the ATA + ASW combined solution. In 2023, the customs clearance time for participating in the Indonesia Mining Exhibition was compressed from 72 hours to 8 hours.

Mastering the special customs supervision policies under the RCEP framework and reconstructing the customs declaration process with digital tools can reduce the logistics costs of participating in exhibitions by 40%. It is recommended that enterprises establish

a special customs declaration database for exhibition goodsto achieve intelligent matching of technical parameters and certificate documents, fundamentally improving the efficiency of cross - border exhibitions.The login page of the online application system for the CCPIT export ATA Carnet