An import and export agency company (also called a foreign trade agency company) is a professional service institution that accepts entrustment from domestic enterprises and handles various procedures for goods import or export on their behalf. For enterprises that do not yet have import and export operating rights, do not have a dedicated foreign trade team, or wish to entrust customs clearance and logistics to a professional company, using an import and export agency is a common and efficient arrangement.
This article outlines the services of import and export agencies, the complete processes for export agency and import agency, and the list of materials that entrusting enterprises need to provide.
I. What Services Do Import and Export Agency Companies Provide
A full-service import and export agency company can usually handle on your behalf:
- Foreign trade documents: preparation and verification of a full set of documents, including proforma invoices, commercial invoices, packing lists, foreign trade contracts, and customs declarations;
- International transportation arrangements: ocean, air, and rail booking, drayage, and warehousing coordination;
- Customs declaration and inspection: export or import customs declaration, statutory commodity inspection, and certificate of origin processing;
- Settlement and foreign exchange payment/collection: assistance with foreign exchange collection and settlement; under import agency, opening letters of credit or arranging payment on behalf;
- Export tax rebate assistance: cooperating in the export agency business to complete the documents and processes required for tax rebates;
- Qualification and certificate assistance: assisting with various licenses and filing procedures required for import and export.
It can be understood this way: the enterprise is responsible for the product and customers, while the agency company is responsible for making sure that "how the goods go out/come in compliantly" is handled reliably.
II. Export Agency Process
The typical process for entrusted export is as follows:
- Sign an entrusted agency agreement: both parties clarify the scope of agency, fees, and division of responsibilities;
- Handover of materials: the entrusting party provides cargo information and transaction information (see the material list below);
- Document review and preparation: if settlement is by letter of credit, the agency first reviews the letter of credit terms and prepares export documents;
- Booking and drayage: arrange space and door pickup loading or delivery to warehouse according to the delivery date;
- Export customs declaration and inspection: declare under the agreed customs supervision method (e.g., general trade 0110) and cooperate with inspections;
- Cargo shipment and bill of lading confirmation: after the goods leave the country, confirm the bill of lading and courier or telex release it to the consignee;
- Foreign exchange collection and tax rebate assistance: assist with foreign exchange collection and settlement, and cooperate with the entrusting party in handling export tax rebates.
III. Materials the Entrusting Party Needs to Provide for Export Agency
| Materials | Description |
|---|---|
| Cargo details | Product name, specifications, quantity, weight, volume, HS code (the agency can assist with classification) |
| Transaction information | Overseas buyer information, transaction price, trade terms (FOB/CIF, etc.), settlement method |
| Invoicing materials | The entrusting party's business license, general taxpayer status, and VAT invoice information (required for tax rebate) |
| Contract and invoices | Supply and sales contract, special VAT invoice, and other tax rebate documents |
| Regulatory documents | For goods subject to licensing, provide the corresponding license; for goods subject to statutory commodity inspection, cooperate with inspection declaration |
| Other | Customs declaration authorization, packing requirements, shipping marks, and other operational information |
IV. Import Agency Process
The typical process for entrusted import is as follows:
- Sign an entrusted agency agreement: clarify the imported goods, purpose, fees, and how taxes and charges will be borne;
- External contracting and settlement arrangements: the agency assists in signing a foreign trade contract with the overseas supplier and, as agreed, opens a letter of credit or arranges payment;
- Booking and international transportation: arrange ocean, air, or rail import transportation;
- Arrival and bill exchange: after the goods arrive at port, complete the procedure to exchange the bill of lading for a delivery order;
- Import customs declaration and inspection: truthfully declare the value and classification, pay import tariffs and import-stage taxes, and cooperate with inspections and quarantine;
- Drayage and delivery: after customs clearance is completed, arrange drayage to deliver the goods to the location designated by the entrusting party;
- Document delivery: provide the entrusting party with customs declarations, tax bills, inspection certificates, and other documents for accounting and subsequent use.
V. Materials the Entrusting Party Needs to Provide for Import Agency
| Materials | Description |
|---|---|
| Imported commodity information | Product name, specifications and models, quantity, value, purpose, HS code (the agency can assist with pre-classification) |
| Overseas supplier materials | Seller information, contract, invoice, packing list, certificate of origin |
| Import qualification certificates | For goods under license management or special commodity management, provide the corresponding approval documents |
| Receiving and invoicing information | The entrusting party's business license, contact person, delivery address, invoice information |
| Tax and fee arrangements | Clarify how taxes, agency fees, and logistics costs are borne and settled |
| Other | Bill of lading, arrival notice, payment instructions, etc. |
VI. Suggestions for Choosing an Import and Export Agency
- Give priority to companies with complete services and rich port experience: an agency that can handle transportation, customs declaration, and settlement at the same time will have lower communication costs;
- Sign a written agreement in advance: clearly write out the agency scope, fee composition, document handover, and division of responsibilities;
- Pay attention to consistency between documents and data: keeping product names, quantities, and amounts consistent across contracts, invoices, and customs declarations is the foundation for smooth customs clearance;
- Consider having your own import and export rights after business volume grows: when export or import becomes a regular business, you can handle procedures such as foreign trade operator filing yourself, and agency and self-operation can also run in parallel for the long term.
Conclusion
Import and export agencies free enterprises from having to build a complete foreign trade team at the start-up stage, while still completing international trade compliantly and smoothly. By handing professional procedures to a professional company, enterprises can focus more on products and markets.
Bofeng Logistics can provide enterprises with full-process agency export and agency import services, covering ocean, air, and rail transportation, customs declaration and inspection, foreign exchange collection and settlement, and tax rebate assistance. See the "Import and Export Agency" section in the international freight forwarding pillar page, as well as ocean import services and customs declaration and inspection services.
Business consultation: Phone / WhatsApp 130-7567-8958, Email: info@zhbfwl.com.
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