Exporting goods from China has never been more accessible, yet customs compliance remains one of the biggest challenges for international buyers and businesses. This article walks you through the essentials of customs clearance for China exports and explains the most common errors shippers make. It also demonstrates how to collaborate effectively with your forwarder to ensure your shipment remains on track.
Complete China export process: step-by-step guide
Below is a practical workflow that importers can follow or use to guide their suppliers.
1. Supplier prepares cargo for export
This stage includes:
- Manufacturing and packing goods
- Labeling cartons (product name, quantity, specifications, etc.)
- Preparing the commercial invoice and packing list
- Ensuring the product matches the declared HS code
Tip: Request carton photos early to verify packaging, labeling, and compliance before the cargo leaves the factory.
2. Collect & review export documents
Before the declaration, these documents must be ready:
Essential documents
- Commercial invoice
- Packing list
- Export customs declaration
- Export license (for restricted categories)
- Certificates of origin (FORM A, FORM E, RCEP documents, etc.)
Special cargo documents
- MSDS (for chemicals, powders, liquids)
- Un38.3 test and battery report (for lithium battery products)
- DG declaration and classification report (for dangerous goods)
- Fumigation certificate (for wood packaging materials)
Accurate and complete documentation prevents delays during the declaration stage.
3. Register the Shipment in the China International Trade Single Window
China centralizes export declarations through the China International Trade Single Window, which integrates:
- China Customs
- Inspection and quarantine authorities
- Ports and terminals
- Carriers and logistics systems
Who performs this step?
Usually, the exporter, export agent, or freight forwarder.
Prime platforms used in China for export declarations
China International Trade Single Window
- The core platform for the electronic export declaration
- Upload invoices, packing lists, HS codes, and container details
- Provides customs declaration status in real-time
China Customs DTI/EDI System
- Used by brokers to transmit declaration data directly to customs
- Often integrated with the Single Window for seamless processing
Port EDI Systems (e.g., Ningbo EDI, Shanghai EDI)
- Used for container gate-in, VGM submissions, and terminal bookings
Carrier Platforms
- For booking, submitting SI (Shipping Instructions), and manifest filing
4. Submit Electronic Export Declaration (EDI Submission)
Once all documents are verified, the exporter or broker submits the declaration electronically.
Information included in export declaration:
- HS code
- Detailed product name and description
- Quantity and unit of measure
- Declared value and currency
- Incoterms (FOB, CIF, EXW, etc.)
- Exporter and importer details
- Port of loading and destination
Understanding these cycles helps importers plan ahead, book earlier, and avoid the most expensive weeks.
5. China customs review & inspection
After submission, Customs may:
- Release the shipment immediately
- Request corrections due to inconsistent data
- Hold the goods for inspection (document check or physical examination)
Common triggers for inspection
- Sensitive or controlled commodities
- Lithium battery products
- Under-declared values
- Vague cargo descriptions
- Dual-use items
- Mismatched carton labeling
The freight forwarder or export agent typically handles all communication with Customs during this stage.
6. Cargo gate-in at port or warehouse
Once Customs accepts the declaration:
- Goods arrive at the forwarder’s warehouse or port terminal.
- The warehouse team checks the weight, dimensions, and packaging.
- Staff load the cargo into the container (LCL or FCL).
- They seal the container with a customs-approved seal.
Forwarders take loading photos for importers as proof of loading.
7. Manifest submission & SI (Shipping Instructions)
Carriers need accurate SI information to prepare the export manifest.
- SI Typically Includes
- Final product description
- HS codes (sometimes in short form)
- Consignor and consignee details
- Container number and seal number
Mistakes in SI can lead to manifest holds, especially at the destination, so accuracy is critical.
8. Customs release & container loading on the vessel
Once all data matches and the manifest is approved:
- Customs releases the shipment
- The container is moved to the terminal
- Loaded onto the booked vessel or flight
Importers receive:
- Bill of Lading (B/L)
- Airway Bill
- Export declaration copy
- Packing list
- Invoice
These documents are essential for smooth customs clearance at the destination port.
Common clearance mistakes when exporting from China
1. Incorrect or poorly matched HS codes
HS codes determine duties, licensing requirements, inspection rules, and whether certain goods require special documentation.
Common problems include:
- Suppliers use a “safe” HS code that doesn’t match the actual product.
- Different documents list different classifications.
- Importers choose HS codes based on duty preferences rather than accuracy.
How to avoid it:
Confirm the correct HS code with both your supplier and freight forwarder. For sensitive categories, like electronics, chemicals, and food-contact materials, request a pre-classification review to ensure the entire document set aligns before booking your shipment.
2. Under-declared product values
Some suppliers try to reduce perceived customs risk by lowering declared values. While this may seem harmless, it can lead to shipment holds, revaluation inspections, and penalties.
China Customs is now far more strict about valuation accuracy. Carriers also compare declared values against insurance documents and booking records.
Best practice:
Always declare realistic commercial values supported by contracts or purchase orders.
3. Incomplete documentation from the supplier
Late, inconsistent, or missing paperwork remains one of the most common causes of export delays in China. Even a small discrepancy, such as a mismatched quantity or missing signatures, can stop the declaration from being accepted.
Typical issues include:
- Draft invoices or packing lists that don’t match the final cargo
- Missing supporting documents for restricted or special-category goods
- Incorrect product details that conflict with the HS code or inspection requirements
What to do:
Implement a pre-shipment documentation checklist shared among the supplier, freight forwarder, and importer. It helps prevent unexpected issues once the cargo arrives at the warehouse.
4. Incorrect cargo descriptions
A vague description such as “electronics” or “spare parts” raises a red flag. China Customs requests specific and accurate descriptions.
Better example:
“Bluetooth earphones, lithium battery included, consumer electronics”
Precise descriptions minimize inspections and speed up clearance.
5. Shipping prohibited or controlled items without proper licensing
Some goods require special export licenses or government registrations. These may include:
- Lithium batteries and battery-powered devices
- Chemicals or powders
- Medical equipment
- Dual-use items
- Food products or supplements
Attempting to export these items without proper licensing almost always results in delays or rejections.
Avoid issues by:
Confirming early whether your product is classified as restricted, controlled, or sensitive. A qualified freight forwarder in China can quickly identify whether licensing is needed.
Streamlining your China export process
Most delays exporting from China originate from preventable issues. By taking a proactive approach, confirming details early, and working with an experienced freight forwarder, importers can streamline their supply chain and avoid costly disruptions.
Airsupply supports you from the first document check to final vessel loading, coordinating with suppliers, reviewing declarations, and resolving issues directly with customs.
With the right partner on the ground in China, your export process becomes faster, clearer, and far more predictable.
