Import RepresentationFee allocation logic

In theEquipment ImportsIn business operations, determining the responsible party for agency fees requires comprehensive consideration of three core elements:International trade term agreements,Negotiation positions of buyers and sellersandIndustry practicesAccording to the General Administration of Customs latest 2025 statistics, 65% of import agency fee disputes in the past three years stemmed from unclear contract terms.

Agency fee composition and responsibility matrix

Typical equipment import agency fees include the following components:

• Basic service fee
  • Customs declaration and inspection fees
  • Document processing fee
• • Presentation of L/C documents: 800 - 1500 yuan per order
  • Agency for export tax rebate: 5% - 8% of the tax rebate amount
  • Surcharge for the transportation of special equipment
  • CCC certification agency fees
• Emergency handling fee
  • Customs inspection cooperation fee
  • Port detention emergency handling fees

Three major criteria for fee allocation

Criterion 1: Trade term application rules

• Under FOB terms, the buyer bears over 85% of agency fees
• Under CIF terms, the seller typically covers pre-arrival costs
• Under DDP terms, the seller must bear all customs clearance fees

Criterion 2: Effectiveness of special contract provisions

The 2025 revised Model Clauses for International Trade Contracts clearly stipulates that buyers and sellers may specify through supplementary agreements:

• Allocation ratios for document certification fees
• Costs for addressing technical trade measures
• Additional expenses caused by force majeure

Criterion 3: Industry practice reference values

• Medical EquipmentTypically, the seller bears the registration agency fees for imports
• In the construction machinery industry, it is customary for the buyer to pay transportation surcharges
• For second-hand equipment transactions, the inspection fees are generally borne by the buyer by default

High-risk dispute areas and coping strategies

According to the 2025 International Trade Arbitration Case Database, agency fee disputes mainly occur in the following scenarios:

• Secondary customs clearance fees caused by tariff classification disputes

  It is recommended to include a HS Code Dual-Signature Confirmation Mechanism in contracts, clearly specifying dispute resolution timelines

• Compliance costs increased by temporary trade controls

  Adopt Regulatory Warning Clauses to clarify responsibilities for sudden policy changes

• Port detention handling fees caused by logistics abnormalities

  It is recommended to purchase transportation insurance and include force majeure exemption clauses

Three practical suggestions for cost optimization

• Select appropriate trade terms

  For small and medium-sized importers, CIP terms are recommended, which can lock in over 70% of costs

• Establish a cost breakdown confirmation mechanism

  Require agency companies to provide tiered quotations, distinguishing between basic services and value-added services

• Utilize free trade agreement preferential policies

  Compliance costs can be reduced by 3-8% through RCEPs origin accumulation rules

Typical dispute resolution cases

Case 1: Dispute over transportation surcharges for precision instruments
A German equipment import contract failed to specify the party responsible for anti-vibration transportation fees. Based on INCOTERMS2025 interpretation, it was ruled that such fees belong to special transportation requirements and should be borne by the buyer who requested them.

Case 2: Dispute over used machinery filing agency fees
Due to the sellers failure to truthfully disclose the equipments service life, import filing agency fees increased by 230,000 yuan. The arbitration tribunal ruled that the seller should bear the additional costs according to Article 35 of the CISG.

Through scientific cost allocation mechanism design and professional agency service selection, import enterprises can reduce agency fee dispute risks by over 60%. It is recommended to conduct full-process cost simulation calculations with professionalforeign tradeagency companies before contract signing, establishing clear responsibility boundaries and emergency response plans.