Who should be responsible for the documents in agency export?
Our company intends to seek an agent for export and is not clear about document preparation during the agency export process. I would like to ask everyone, who exactly is responsible for preparing the documents for agency export? Is it the principal or the agent? Or does the responsible party vary according to different types of documents? I hope experienced friends can help answer this question, so that I can have a clearer understanding of this aspect and avoid problems in actual operations later.
Professional consultant answers
Jennifer WangYears of service：4Customer Rating：5.0
Market development consultantConsult
In agency export business, the situation of document preparation needs to be considered case by case. Generally, basic commercial documents such as commercial invoices and packing lists are usually prepared by the principal because the principal knows the detailed information of the goods best, such as the specifications, quantity, and value of the goods. Documents related to import and export customs clearance and transportation, such as the customs declaration form and bill of lading, are mostly prepared by the agent. The agent is familiar with the customs declaration process and transportation requirements and can complete them more professionally and efficiently. For certificates of origin, etc., if the principal has the ability and qualifications, it can prepare them by itself; if not, the agent can also assist in handling them. In short, both parties can negotiate and determine according to their own advantages. It is important to ensure the accuracy and timeliness of the documents to ensure the smooth progress of the export business.
Andrew HuangYears of service：7Customer Rating：5.0
Supply chain optimization expertConsult
Usually, the agent is more proficient in preparing the customs declaration form and bill of lading, after all, they often deal with the customs and freight forwarders. The principal just needs to provide the goods information.
Elizabeth LiYears of service：3Customer Rating：5.0
Compliance and risk managerConsult
It is more appropriate for the principal to prepare the commercial invoice and packing list. One must be most familiar with their own goods. The agent mainly controls the overall process and is responsible for some official documents.
Sarah ZhangYears of service：8Customer Rating：5.0
Document expertConsult
I think it depends on how both parties negotiate. If the principal has professional personnel, it is okay to prepare the relevant documents by itself, and the agent is responsible for assistance and review.
Amanda YangYears of service：3Customer Rating：5.0
Cost control consultantConsult
Generally speaking, the agency exporter has more experience in documents related to customs declaration and transportation. Letting them do it can reduce the chance of errors. For packing lists, etc., the principal just needs to provide accurate data.
William YangYears of service：5Customer Rating：5.0
International logistics consultantConsult
For some special documents, such as inspection and quarantine certificates, if the agent has channels and resources, it will be more convenient and quicker for them to prepare, which can save time.
Robert ChenYears of service：6Customer Rating：5.0
Customer service consultantConsult
If the principal is not familiar with document preparation, basically all can be handed over to the agent. However, the principal should provide accurate and timely information related to the goods.
James LiuYears of service：10Customer Rating：5.0
Foreign trade tax refund consultantConsult
The principal prepares commercial documents, and the agent prepares documents related to the foreign trade operation process. Such a division of labor can give full play to the advantages of both parties and ensure the smooth export.
David LiYears of service：6Customer Rating：5.0
Senior customs declaration consultantConsult
When the agent is preparing the documents, it also needs the full cooperation of the principal to provide various data and information in a timely manner to ensure the accuracy of the documents.