How to write a proxy export instruction clearly and concisely?
Solved#Other issues#
Our company intends to engage an agency for export business and now requires them to provide a proxy export instruction. Having no prior experience with this, we are unclear about the specific content to include, whether there are format requirements, and what key points to highlight. We hope someone can explain how to write a proxy export instruction that is both comprehensive and concise, allowing us to easily understand all cooperation details and responsibility division.
Professional consultant answers
Andrew HuangYears of service：7Customer Rating：5.0
Supply chain optimization expertConsult
A clear proxy export instruction should first include basic company information, such as the name, address, and contact details of the proxy (e.g., Zhongshitong), so the client knows who they are cooperating with.
Next, it should detail the services provided, such as assisting with export licenses, customs clearance, booking shipping space, and transportation arrangements, to define the scope of services.
Regarding fees, clearly state the charges for each service, such as agency fees, customs clearance fees, and transportation fees, to avoid future disputes. Responsibility division is also crucial—clarify each party's responsibilities in areas like quality control, document preparation, and transportation risks during the export process. Additionally, outline the export process, including timelines and operational steps from order acceptance to settlement. The format should be well-structured, using bullet points or subheadings for easy reading.
Sarah ZhangYears of service：8Customer Rating：5.0
Document expertConsult
The proxy export instruction can list past successful cases to enhance credibility. Briefly describe the case background, operational process, and outcomes to demonstrate capability.
Jennifer WangYears of service：4Customer Rating：5.0
Market development consultantConsult
Specify the communication mechanism, such as daily communication via email or phone, and emergency contact methods, to ensure smooth collaboration.
Amanda YangYears of service：3Customer Rating：5.0
Cost control consultantConsult
Clarify document management practices, such as who retains important documents like customs declarations and bills of lading, and how they are handed over, to prevent loss or mismanagement.
James LiuYears of service：10Customer Rating：5.0
Foreign trade tax refund consultantConsult
Mention tax refund services, such as whether the proxy (e.g., Zhongshitong) assists with tax refunds, the refund process, and timelines, as this is important to the client.
David LiYears of service：6Customer Rating：5.0
Senior customs declaration consultantConsult
Specify the goods inspection process—whether the proxy arranges inspections or the client handles it themselves—to clarify inspection responsibilities.
Joseph ZhouYears of service：10Customer Rating：5.0
Senior foreign trade managerConsult
Include a risk disclosure section, covering potential risks like exchange rate fluctuations and policy changes, along with mitigation measures.
Emily LiuYears of service：10Customer Rating：5.0
Settlement and payment expertConsult
Note after-sales services, such as how the proxy handles issues like product quality feedback after export completion.
Michelle ChenYears of service：3Customer Rating：5.0
Business coordination consultantConsult
The proxy export instruction should define how force majeure events (e.g., natural disasters causing export delays) are handled and how responsibilities are allocated.