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The paperwork for a Chinese export declaration falls into three groups: the core documents every shipment needs, the regulated certificates that apply only to certain products or destinations, and the authorisations that let a broker file on your behalf. Completeness and consistency decide whether the entry clears first time.
The core set covers what any export needs: the declaration form, the power of attorney, the commercial invoice, the packing list, and the sales contract. Alongside it sit the regulated certificates, which apply only when the product or destination calls for them, such as an export licence, an inspection certificate, or a fumigation certificate. A third group handles authorisation and qualification for filing through a broker.
| Document | Purpose | What to check |
|---|---|---|
| Export goods declaration | The statutory filing to customs | Operating entity, dispatch entity, supervision code, HS code, quantity and value, delivery terms |
| Power of attorney | Authorises the broker to file on your behalf | Parties, scope, validity, company seal |
| Electronic authorisation | Paperless equivalent of the power of attorney | Raised in the system and confirmed online by the delegating party; can be long-term |
The operating entity on the declaration is the entity that claims the tax rebate, while the dispatch entity is the party actually sending the goods. Mixing them up holds up the rebate, and agency exports need the agency relationship noted as required.
The commercial invoice fixes the transaction price and delivery terms, and it is the basis for customs valuation and the rebate calculation. The packing list fixes cartons, packaging, gross and net weight, and measurement, and it is what an examination checks the goods against. Both must agree with the declaration.
| Commercial invoice | Packing list |
|---|---|
| Invoice number and date | Packing list number and date |
| Seller and buyer names and addresses | Carton and seal numbers, shipping marks |
| Description, specification, quantity | Piece count, package type, units per carton |
| Unit price, total, currency | Gross weight, net weight, measurement |
| Delivery terms such as FOB or CIF | Pallet count and stacking method |
Some products are subject to export licensing or quota control and cannot be declared without the relevant document. Whether one applies depends on the regulatory conditions attached to the HS code. Once the code is entered, the declaration system displays the certificates that code requires.
| Certificate | Applies to | Notes |
|---|---|---|
| Export licence | Goods on the export licensing catalogue | Obtain before declaring; enter the licence number on the declaration |
| Dual-use items and technology licence | Sensitive items and technology | Stricter review; apply well in advance |
| Export quota certificate | Quota-controlled goods | Apply through the designated channel |
| Certificate of origin | Where the destination requires it, or a free trade agreement applies | Applied for by the exporter, used for destination clearance or preferential duty |
| CITES export permit | Goods containing endangered species material | Apply to the competent authority |
| Error | Effect | How to avoid it |
|---|---|---|
| Invoice and declared value disagree | Rebate and valuation affected | Enter the declaration from the same invoice data |
| Packing list not updated after loading | Examination, rejected entry | Issue the packing list from the actual loading result |
| Wrong HS code | Missing certificates, rejected entry | Confirm the code before confirming the regulatory conditions |
| No fumigation or wooden packaging certificate | Refused or returned at destination | Treat and mark wooden packaging to destination requirements |
| Authorisation missing or expired | Cannot file | Set a long-term electronic authorisation |
| Supervision code does not match the trade | Rejected entry, tax risk | Choose the code that matches the real nature of the trade |
The core set is the declaration form, a power of attorney or electronic authorisation, the commercial invoice, the packing list, and the sales contract. Regulated certificates such as an export licence, inspection certificate, fumigation certificate, or certificate of origin apply depending on the product and destination.
The declaration form is the statutory filing that sets out the operating entity, supervision code, HS code, quantity, value, and delivery terms. The power of attorney authorises a broker to file on your behalf and needs a company seal; on paperless filings an electronic authorisation replaces it.
In most cases yes, to show that the transaction is genuine, and customs may ask for a price breakdown during valuation. On letter of credit business the shipment period and terms are also checked against the credit.
It follows from the regulatory conditions attached to the HS code. Once the code is entered the declaration system displays the certificates required. Because a wrong code means a missing certificate, confirm the classification before checking the certificate list.
For most destinations, yes. Wooden packaging must be fumigated or heat treated to the international phytosanitary standard, marked with the IPPC symbol, and backed by a treatment certificate. Without it the destination may require return or destruction.
A three-party paperless agreement is completed between the company, the broker, and customs, the broker raises an electronic authorisation, and the company confirms it online. Set the validity long-term so you are not re-authorising every shipment.
Inconsistent figures. Invoice value differing from the declared value, a packing list not updated to the actual loading result, and a wrong HS code are the three that most often cause a rejected entry or an examination.
Under paperless processing most documents are uploaded electronically and no paper originals are sent. You still have to keep the full set on file, because customs can request it in a later audit.
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