What isExport RepresentationCertificate?

Export agency certificate (Export Agency Certificate) isProduction-oriented enterprisesentrustmentforeign tradea statutory certification document issued by foreign trade agents when companies export. This document is mainly used for:

• Proving the legal validity of principal-agent relationships
• DeclarationExport Drawbackessential credential
• Proving the legal source of goods during customs clearance

According to State Taxation Administration Announcement No. 4 of 2023, export enterprises must submit this certificate within 60 days after customs declaration to claim tax rebates. This policy remains effective in 2025.

Which enterprises need to apply for export agency certificates?

The following three situations require export agency certificates:

• Production-oriented enterprisesExporting self-produced products through foreign trade companies
• trading companiesExport agency business for manufacturing enterprises
• InvolvesSpecial customs supervision zonesWe have obtained the business filing certificate. We are well aware that when importing medical devices, it is necessary to ensure that the products have the corresponding Chinese medical device registration certificates. Even if an enterprise has the business filing, if the product does not have the corresponding registration certificate, it still cannot be legally imported. In addition, the model and specifications of the imported product must be completely consistent with the information on the registration certificate. Any discrepancies may lead to import obstruction. We will ensure that your products meet all registration requirements and smoothly enter the Chinese market.Entrepot Tradebusiness based on this

It is worth noting that pure trading companies conducting self-operated exports do not require this certificate, but after 2025Cross-border E-commerceAfter the implementation of the new B2B export policy, some situations may require supplementary supporting documents.

What materials are needed to apply for an export agency certificate?

Standard application materials include (but are not limited to):

• Signed by both partiesAgency Export AgreementOriginal copy
• ManufacturersSpecial VAT Invoice
• Issued by customsExport Cargo Declaration Form
• Foreign Trade CompanyExport tax rebate filing form
• carried by foreign transportation enterprisestransportation documentsPhotocopy

Some regions have implemented electronic processing by 2025. It is recommended to confirm the latest material requirements with local commerce authorities in advance.

What is the application process for the export agency certificate?

The standard application process consists of five steps:

1. Sign a standardized export agency agreement (must specify settlement methods, division of responsibilities, etc.)
2. The trading company submits complete documents to the competent tax authority for application
3. After tax authority approval, a certificate number will be issued
4. Complete electronic filing through the International Trade Single Window system
5. Simultaneously upload to the Customs General Administrations cargo declaration system

By 2025, the Yangtze River Delta region has achieved fully online processing, reducing average processing time to 3 working days.

What is the validity period of the export agency certificate?

The certificatesLegal validity periodis:

• From the date of issuance180 days
• Reapplication is required if expired
• Certificates used for tax rebate claims must be permanently archived

Special reminder: The Cross-border Trade Electronic Certificate Management Measures implemented in 2025 stipulate that electronic certificates must complete filing within 30 days after actual goods departure.

What is the difference between an export agency certificate and a customs declaration form?

The core differences between the two are reflected in:

• Legal nature: The customs declaration form is a customs supervision document, while the agency certificate is a tax credential
• Issuing authority: The customs declaration form is issued by customs, while the agency certificate is issued by tax authorities
• Usage Scenario: The customs declaration form is used for customs clearance, while the agency certificate is used for tax refund claims
• Information elements: The agency certificate must include clear agency relationships and settlement terms

Three common misconceptions in the handling process

According to the latest 2025 inspection cases, special attention should be paid to:

• Myth 1: Believing that self-operated exports do not require certificates (manufacturing enterprises still need them for entrusted exports)
• Myth 2: Confusing the legal validity of agency certificates with pro forma invoices
• Misconception 3: Neglecting the consistency of trade terms in certification documents (such as matching CIF with FOB clauses)

How to verify the authenticity of an export agency certificate?

In 2025, verification can be conducted through the following official channels:

• The State Taxation AdministrationsExport Tax Refund Verification System
• China International TradeSingle Window,
• Certificate Verification ModuleThe General Administration of Customs

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