Despite having complete documentation, many export shipments face unexpected customs holds. Frequently, the issue lies with the seemingly straightforward "Exit Goods Customs Clearance Certificate" - a critical document for legally inspected commodities. This article provides a comprehensive guide to properly completing this essential export document and highlights key information that must match the customs declaration form.
I. Understanding the Exit Goods Customs Clearance Certificate
The Exit Goods Customs Clearance Certificate, officially titled "People's Republic of China Entry-Exit Inspection and Quarantine Exit Goods Customs Clearance Certificate," serves as the mandatory passage document for exports subject to legal inspection (those marked with customs supervision condition "B"). Issued by China's customs inspection authorities (formerly the Commodity Inspection Bureau, now integrated into the General Administration of Customs), this document must accompany all legally inspected goods during customs declaration.
The certificate features several key identifiers:
- A unique serial number in the top-right corner that must be accurately entered in the customs declaration form's remarks section
- The "CIQ" mark (China Entry-Exit Inspection and Quarantine) representing the issuing authority
- The phrase "Goods Clearance" at the bottom-center indicating its purpose for customs processing
II. Detailed Guide to Completing the Clearance Certificate
Below is a thorough breakdown of each section of the clearance certificate, with special emphasis on requirements for consistency with the customs declaration form:
1. Consignor:
This must list the actual manufacturer of the exported goods, not trading companies or intermediaries. The "Production/Sales Unit" on the customs declaration must exactly match the "Consignor" on the clearance certificate - a common source of errors requiring careful verification.
2. Consignee:
While optional, listing the actual receiver information here is recommended. If completed, it should ideally match the consignee information on the customs declaration to prevent unnecessary queries.
3. Contract/Letter of Credit Number:
Enter the contract number from the foreign trade agreement or, for L/C transactions, the letter of credit number. The "Contract Agreement Number" on the customs declaration must precisely correspond with this entry.
4. Destination Country/Region:
List the final destination country/region, which should typically align with the "Final Destination Country (Region)" on the customs declaration.
5. Marks & Numbers (Shipping Marks):
Record the shipping marks from product packaging. For unmarked goods, enter "N/M" (no marks). While authorities generally don't strictly enforce this, accurate reporting is advised.
6. Transportation Details:
Since clearance certificates are often prepared before finalizing shipping arrangements, simplified entries like "Vessel" for sea freight, "Aircraft" for air cargo, or "Train" for rail shipments are acceptable.
7. Shipment Date:
Provide an approximate shipping date (e.g., one week before estimated departure). Ensure this doesn't postdate the actual departure to maintain logical consistency.
8. Container Specifications & Quantity:
For containerized shipments, list container specifications and quantities. This field may often be left blank.
9. Goods Description & Specifications:
Provide detailed, accurate product descriptions. The "Commodity Name/Specifications" on the customs declaration must exactly match this entry - a critical requirement where discrepancies can cause significant delays.
10. HS Code:
Enter the correct 10-digit Harmonized System code for proper commodity classification. Errors here may require re-inspection and new certificate issuance, causing costly delays.
11. Declared Value:
The customs declaration value for legally inspected goods cannot exceed the clearance certificate's declared value. While the certificate may show higher values, the declaration must show equal or lower amounts.
12. Quantity/Weight & Packaging:
Similar to value declarations, the customs quantity cannot surpass the certificate's quantity. Accurately report packaging types (cartons, crates, etc.) and quantities.
13. Certification:
Completed by inspection authorities, this section includes validity dates and typically states: "The above goods have been inspected and quarantined. Please release by customs." No exporter input is required.
14. Remarks:
Reserved for special notes, this section generally remains blank.
III. Ensuring Smooth Customs Clearance
Meticulous attention to detail when completing the clearance certificate - particularly for consignor information, contract/L/C numbers, product descriptions, HS codes, declared values, and quantities - can prevent costly shipping delays. Key fields must perfectly match corresponding customs declaration entries.
While the clearance certificate process may seem complex, understanding proper completion requirements and consistency rules helps exporters avoid complications. Businesses should review relevant regulations carefully and consider consulting professional customs brokers or freight forwarders for expert guidance.