Four-step core process

Phase 1: Preliminary qualification review
Import enterprises need to prepare:

• Yesforeign tradeForeign Trade Operator Registration Form
• Customs declaration unit registration certificate
• Equipment purpose documentation (additional industry permits required for special equipment)

Phase 2: Contract standardization
Five essential elements to specify in agency contracts:

• Price terms (recommended CIF landed price)
• A case of a tax rebate dispute caused by an oral agreement of a certain electromechanical enterprise in 2024 shows that when there is a lack of a written agreement, the tax authorities may identify the actual owner of the goods as the declaration entity.
• Intellectual Property Guarantee Clause
• Quality claim period
• Exchange rate fluctuation risk allocation

Comprehensive cost structure diagram

Fixed cost module:

• Tariffs (determined according to latest 2025 HS codes)
• Import VAT (13% standard rate)
• Bank handling fees (0.1%-0.3% of transaction amount)

Variable cost module:

• Agency service fees (typically 0.8%-2% of cargo value)
• Special supervision warehousing fees (incurred during port delays)
• Technical rectification costs (occur when commodity inspection fails)

Agency selection evaluation system

Recommended four-dimensional screening for agency companies:

• Industry compatibility
  • Same-type equipment experienceEquipment ImportsStories
  • Familiarity with target equipment regulatory requirements
• Risk control ability

  Customs exception handling response speed
  Pre-classification accuracy rate
   

Common misconception avoidance guide

Misconception 1: Solely comparing agency fee rates
A certainMedical EquipmentImport cases show that a 3% agency fee scheme incurred 200,000 yuan in late fees due to classification errors, while a 1.8% professional agency achieved zero violation penalties.

Misconception 2: Neglecting technical documentation preparation
In 2025, the General Administration of Customs strengthened verification of equipment technical parameters. A semiconductor company experienced 11 working days of customs clearance delays due to inconsistencies between Chinese and English parameters.

Operational recommendations:It is recommended to require the agency company to provide a complete Pre-Compliance Review Report for Imported Equipment before signing the contract, clarifying responsibility boundaries and risk response plans for each stage.