Exporting hardware structural components is a systematic process involving a series of interconnected stages—ranging from order receipt, stock preparation, and pre-export compliance to customs declaration, transportation, payment collection, and tax rebates—with specific documentation required at each step. As of January 1, 2026, export license management applies to certain steel products, shifting the operational focus further toward the preliminary stages.
This article outlines the complete export process in eight steps.
I.
Order Receipt and Contract Confirmation
Inquiry → Quotation → Export Contract Signing: Clarify trade terms (FOB, CIF, DAP, etc., which determine the division of responsibilities and costs), payment methods (T/T, L/C, etc.), product specifications and technical standards, certification requirements (CE, UL, EN, etc.), delivery schedules, and packaging requirements. The contract serves as the foundation for all subsequent documentation;
specifications, quantities, and amounts must align perfectly with the customs declaration.
II.
Stock Preparation, Production, and Quality Inspection
Organize procurement and production according to the contract: conduct incoming inspections of raw materials (verifying heat numbers and material certificates), manage production process controls, and perform final factory inspections followed by the issuance of certificates of conformity.
Maintain inspection records and batch traceability information for export shipments; this documentation is essential for handling customs inspections and client quality checks.
III. Pre-shipment Compliance (Key Focus for 2026)
Step 1: Confirm the HS Code (hardware structural components often fall under tariff headings such as 7308). Step 2: Check if the goods are on the export license control list—starting January 1, 2026, certain steel products will be subject to export licensing. Applications must be submitted online via the Ministry of Commerce’s unified business platform (requiring a prior electronic key) using the export contract and a product quality inspection certificate issued by the manufacturer; the license is issued within three working days, automatically transmitted to Customs, and used for declaration. Step 3: Confirm if the goods are subject to statutory inspection (products requiring statutory inspection must undergo inspection and obtain a customs clearance certificate).
IV.
Booking and Logistics Coordination
Determine the mode of transport (primarily sea freight) → Book space with the shipping company or freight forwarder → Arrange container loading (wooden packaging requires IPPC fumigation marking; dangerous goods require a transport safety appraisal) → Issue the shipping advice.
Space is tight during peak seasons; booking 2–3 weeks in advance is recommended.
V.
Customs Declaration and Clearance
Submit electronic customs declaration data and accompanying documents via the “China International Trade Single Window”: contract, invoice, packing list, cargo manifest, bill of lading (or transport document), agency authorization agreement for customs declaration, export license, etc. Once Customs reviews and releases the shipment, the goods are loaded onto the vessel and shipped.
VI.
Preparation of Export Documents
After shipment, prepare the full set of documents for settlement and customs clearance: ocean bill of lading (document of title), commercial invoice, packing list, certificate of origin (General CO; GSP Form E—commonly used for exports to Vietnam, etc.; RCEP Certificate of Origin—applicable to ASEAN members, etc.), invoice attestation (required by some Middle Eastern countries), and insurance policy (seller insures under CIF/CIP terms).
Ensuring consistency across all documents (“document-to-document” and “document-to-goods” consistency) is crucial for smooth payment settlement and customs clearance at the destination port.
VII. Receipt of Payment and Export Tax Rebates
Collect payment as stipulated in the contract (e.g., via T/T upon receipt of funds or L/C negotiation with compliant documents). After export, file for the export tax rebate via the online tax service platform by uploading the customs declaration, invoice, proof of payment receipt, and other required documents; the rebate amount is determined by the applicable tax rebate rate for the exported products.
All filing materials must be organized into complete document sets and retained for potential tax authority audits.
VIII.
After-Sales Service and Post-Order Review
Monitor customer acceptance of goods upon arrival at the destination port. Handle customer complaints using a closed-loop process: Containment → Root Cause Analysis → Corrective Action → Verification. Conduct a post-order review (analyzing costs, timelines, and documentation issues) to inform and improve future orders.
Industry experts advise that success in the export process hinges on “front-loading” the work: clarify HS codes, licenses, certifications, and commodity inspection requirements *before* preparing the goods to ensure smooth execution of subsequent steps;
scrambling for missing documentation at the last minute is the primary cause of export delays.
