Import RepresentationThe logic of liability allocation for fees

In theEquipment ImportsIn business, determining the entity responsible for bearing the agency fee requires a comprehensive consideration of three core elements:International Trade Terms Agreement,Negotiation status between buyer and sellerandIndustry practice. According to the latest statistics from the General Administration of Customs in 2025, 65% of disputes over import agency fees in the past three years stemmed from ambiguous contract terms.

Agency Fee Structure and Responsibility Matrix

The typical equipment import agency fee includes the following modules:

• 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 fee
• Emergency handling fee
  • Customs Inspection Cooperation Fee
  • Emergency Port Congestion Handling Fee

The Three Major Criteria for Cost Allocation

Criterion 1: Applicable Rules for Trade Terms

• Under FOB terms, the buyer bears more than 85% of the agency fee.
• Under CIF terms, the seller typically covers the costs up to the port of destination.
• Under DDP terms, the seller is responsible for all customs clearance costs.

Standard 2: Special Contractual Agreement Effectiveness

The 2025 revised edition of the "Model Clauses for International Trade Contracts" explicitly stipulates that the buyer and seller may, through a supplementary agreement, specially agree that:

• Proportion of document certification fee allocation
• Technical trade measures response costs
• Additional expenses caused by force majeure

Criterion Three: Industry Practice Reference Value

• Medical EquipmentImports usually require the seller to bear the registration agent fee.
• It is customary in the construction machinery industry for the buyer to pay the transportation surcharge.
• The default arrangement for second-hand equipment transactions is that the buyer bears the inspection fee.

High-Risk Dispute Areas and Response Strategies

According to the 2025 International Trade Arbitration Case Database, disputes over agency fees are primarily concentrated in the following scenarios:

• Dispute over tariff classification leading to secondary customs declaration fees

  It is recommended to stipulate the "HS Code Dual-Signature Confirmation Mechanism" in the contract, clearly defining the dispute resolution time limit.

• The increased compliance costs due to temporary trade controls

  Adopt "Regulatory Warning Clauses" to clarify responsibilities for responding to sudden policy changes.

• Port detention fees due to logistics exceptions

  It is recommended to purchase transportation insurance and include a force majeure exemption clause.

Three Practical Suggestions for Cost Optimization

• Choose the appropriate trade term

  For small and medium-sized importers, it is recommended to adopt CIP terms, which can lock in over 70% of the costs.

• Establish a cost breakdown confirmation mechanism

  Request the agency to provide a tiered quotation, distinguishing between basic services and value-added services.

• Leveraging preferential policies under free trade agreements

  The RCEP rules of origin accumulation can reduce compliance costs by 3-8%.

Typical dispute resolution cases

Case 1: Dispute Over Additional Charges for Precision Instrument Transportation
The German equipment import contract did not specify the party responsible for the anti-vibration transportation costs. Ultimately, based on the interpretation of INCOTERMS 2025, it was determined that the expense fell under "special transportation requirements" and was to be borne by the buyer who requested the special conditions.

Case 2: Dispute Over Agency Fees for Used Mechanical and Electrical Equipment Filing
Due to the seller's failure to truthfully disclose the service life of the equipment, the import filing agency fee increased by 230,000 yuan. The arbitration tribunal ruled that the seller shall bear the additional costs in accordance with Article 35 of the United Nations Convention on Contracts for the International Sale of Goods.

Through scientific cost-sharing mechanism design and professional agency service selection, import enterprises can reduce agency fee dispute risks by over 60%. It is recommended to consult with professionalforeign tradeThe agency conducts full-process cost simulation and calculation, establishing clear responsibility boundaries and emergency response plans.