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Many foreign trade companies get stuck in the review process when applying for export tax rebates due to incomplete documentation or office space that does not meet the required standards. What are the key documents required for a tax rebate? How large does the office need to be to meet the requirements? Do customs officials conduct unannounced inspections? This article provides a systematic overview of the essential materials for export tax rebates and office space standards to help you pass the review on your first attempt.

I. What documents are required to apply for an export tax refund?

1. Corporate Qualification Documents

Tax Registration Certificate (Duplicate) or “Three-in-One” Business License

Certificate of Filing for Import and Export Operations

Tax Refund Eligibility Determination Form (Required for First-Time Applications)

2. Documents Related to Export Operations

Original customs declaration form (export tax refund copy) and electronic data

Export Sales Contract/Pro forma Invoice (must match the records filed with the State Administration of Foreign Exchange)

International Transport Documents (Ocean Bills of Lading, Air Waybills, etc.)

3. Financial Documents

Special VAT Invoice (Input Tax Invoice) or Customs Import Special VAT Payment Voucher

Export Invoice (marked “For Export Tax Rebate Only”)

Bank Foreign Exchange Settlement Slip or Cross-Border RMB Receipt Voucher

4. Other supporting materials

Export Agency Agreement (required when appointing an agent)

Special documentation required by the tax authorities (such as documents regarding adjustments to the tax refund rate for goods, etc.)

CD-ROM (Some regions require an offline backup of the filing)

Friendly Reminder: Incomplete or inconsistent information is the main reason for tax refund rejections. In particular, the amounts, item descriptions, and payee details on the customs declaration, contract, and invoice must match exactly. Want to get an Excel template of the export tax refund documentation checklist and examples of how to fill it out? Scan the QR code to add us on WeChat.jxhcybor call18148556832We'll send you the full packet!

II. How large of a physical office should a foreign trade company rent?

When applying for a tax refund, you must have a physically occupied office; a registered-only address is not permitted. For the registered address, you must provide the property ownership certificate (property code certificate) and rent invoices. Customs may conduct unannounced inspections to verify the existence of the physical office, so please take this seriously.

Office Space Allocated Based on Tax Refund Amounts

Tax Refunds for Invoices in the Hundreds of Thousands: We need to rent a fully furnished office of at least 5 square meters (the area listed on the property deed must also be at least 5 square meters), and the landlord must be able to issue a rental invoice.

Tax Refunds for Invoices in the Millions: Seeking a fully furnished office of at least 20 square meters, with the area matching the official property deed and the ability to issue a rental invoice.

Recommendations for Fully Furnished Office Setups (For Reference)

Area: Available in sizes ranging from 10 to 200 square meters, fully furnished, with a variety of floor plans

Configuration: Utilities and property management fees included; comes with internet and air conditioning; fully furnished; just bring your computer and you’re ready to work

Flexible lease terms: You can rent a smaller unit initially and switch to any unit type at any time during the lease term.

Fully equipped: Water dispensers, coffee machines, printers, common areas, lounge areas, conference rooms

Startup Services: Startup subsidies, receptionist services, financial and tax agency services, business registration, annual inspections and filings, etc.

Front Desk Services: Each center is equipped with a front desk that can receive mail and packages on your behalf and notify you promptly, making it particularly suitable for companies that are applying for tax refunds but are not currently operating from an office.

hint: During surprise inspections, customs officials will verify whether the office space actually exists and whether it matches the registered address. We recommend choosing an office that can provide official lease documents, a property ID number, and rent invoices, and ensure that the front desk staff can assist with receiving mail and greeting visitors. Want to learn about office spaces in various districts of Shenzhen that can accommodate tax refund audits? Scan the QR code to add WeChat ID jxhcyb—we’ll connect you with reliable sources!

III. Reference Guide to the Contract Signing Process

Contract Documents Provided by Party A (Landlord)

Contract Agreement Between the Signing Parties

Provide 26 housing codes for Party B to use for registration and changes

Obtain a valid rental certificate and a Shenzhen housing lease agreement

Provide copies of rent invoices, receipts, utility bills for the entire floor, and proof of all-inclusive utility coverage

Documents to Be Provided by Party B (Tenant)

The two parties signed a contract agreement

Provide a copy of the business license and a copy of the legal representative’s ID card

Please provide the company seal and the legal representative’s seal (for affixing to documents and certificates).

Please note: Requirements for lease certificates vary slightly across different districts in Shenzhen. We recommend confirming the required documents with your tax officer before signing the contract. If you need to quickly find an office that can assist with tax refund audits, scan the QR code to add WeChat ID jxhcyb—we offer one-stop location selection services!

We provide domestic (Shenzhen, Guangzhou, Shanghai, Beijing, Hangzhou, etc.) company registration, overseas (Hong Kong, the United States, Japan, the United Kingdom, Singapore, Thailand, Vietnam, etc.) company registration, Hong Kong identity application and renewal services, as well as covering the cross-border tax planning, shareholding structure design, compliance and risk control programs, and other full chain of corporate services.

Feel free to contact me anytime you need me at:18148556832, microsoft:jxhcyb(can be added by searching directly) or scan the QR code below to add

put at the end

To apply for an export tax rebate, you must prepare all required qualification documents, export documents, financial vouchers, and supporting materials. Among these, the consistency between the customs declaration form, contract, and invoice is critical. Regarding physical office space, a 100,000-unit quota requires a lease of at least 5 square meters, while a 1 million-unit quota requires 20 square meters or more. You must provide the property ownership certificate and rent invoices, and customs authorities may conduct unannounced inspections. It is recommended to prepare a compliant office and complete documentation in advance to avoid delays in the tax refund process due to issues with the premises or documentation.

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📌 Recommended Reading: “A Must-Read for Foreign Trade Companies Seeking Export Tax Rebates: If the Registered Address and Actual Business Address Do Not Match, Your Tax Rebate Application May Be Rejected”

📌 Recommended Reading: “Essential Tax Lessons for Cross-Border E-Commerce Companies: How to Calculate VAT, Corporate Income Tax, and Stamp Tax?”

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