Successfully navigating customs is one of the critical steps for businesses conducting import and export activities in Vietnam. Vietnam Customs strictly regulates imported and exported goods, requiring companies to submit a series of documents during customs clearance.
This document provides a detailed breakdown of the customs documentation required for different types of goods in Vietnam, along with relevant explanations and considerations, offering businesses a comprehensive and practical guide.
Categories of Vietnam Customs Documentation Checklist
1.General Goods
General goods include most consumer products, industrial goods, raw materials, etc. The customs documentation for these goods is relatively straightforward but must still comply with certain regulations.
1.1 Required Documents
Commercial Invoice: Specifies the value, quantity, description, origin, and buyer and seller information of the goods. This document is used by customs to assess duties and value-added tax (VAT).
Packing List: Lists the contents of each package, including quantity, weight, and volume, to assist customs in inspection and verification.
Bill of Lading (B/L) or Air Waybill (AWB): A transport document issued by the carrier, serving as proof of ownership and transfer of goods.
Certificate of Origin (CO): Issued by the exporting country to certify where the goods were produced or manufactured. This document helps determine the applicable tariff rate, especially for countries with free trade agreements with Vietnam.
Import License (if applicable): Certain categories of goods, such as pharmaceuticals and chemicals, may require an import license in advance.
Insurance Policy: Issued by the insurance company, proving that the goods are insured and listing the insurance amount and coverage.
1.2 Considerations
Consistency of Documents: Ensure all documents consistently describe the goods, quantities, and values to avoid delays or rejection during customs clearance.
Document Translation: Although Vietnam Customs accepts documents in English, some specific goods or situations may require Vietnamese translations.
2.Special Goods
Special goods include, but are not limited to, pharmaceuticals, food, chemicals, hazardous materials, etc. These goods are subject to more stringent regulations and controls during import and export, requiring more complex customs documentation.
2.1 Pharmaceuticals and Medical Equipment
Required Documents
Commercial Invoice: Details the specific information of the pharmaceuticals or equipment, including brand, specifications, quantity, and manufacturer information. Used for customs to assess duties and VAT.
Packing List: Lists detailed information on each box of pharmaceuticals or equipment and their packaging, helping customs in inspection and verification.
Bill of Lading (B/L) or Air Waybill (AWB): Transport document serving as proof of ownership and transfer of goods.
Certificate of Origin (CO): Issued by the exporting country, certifying the goods’ place of production and helping determine the applicable tariff rate.
Import License for Pharmaceuticals: Issued by the Ministry of Health of Vietnam, proving that imported pharmaceuticals comply with Vietnamese laws and regulations.
Product Registration Certificate: Certifies that the pharmaceuticals or equipment are legally registered in Vietnam and approved for sale.
Certificate of Quality (COQ): Issued by the manufacturer or a third-party agency, certifying that the pharmaceuticals or equipment meet the relevant quality standards.
Sanitary and Phytosanitary Certificate (SPS): Issued by the relevant department of the exporting country, certifying that the pharmaceuticals or equipment meet health standards.
Considerations
Consistency of Documents: Ensure all documents have consistent information, especially the name, batch number, and quantity of the pharmaceuticals.
Translation Requirements: For pharmaceuticals and medical equipment, customs may require Vietnamese translations, especially for drug instructions and user guides.
Registration Requirements: Ensure that imported pharmaceuticals and medical equipment are legally registered in Vietnam; otherwise, they may be denied entry.
2.2 Food and Beverages
Required Documents
Commercial Invoice: Details the specific information of food or beverages, including ingredients, brand, production date, and shelf life.
Packing List: Lists the packaging and content details of food or beverages, aiding customs in inspection.
Bill of Lading (B/L) or Air Waybill (AWB): Transport document proving the transportation of goods.
Certificate of Origin (CO): Certifies the production place of food or beverages.
Import License for Food Products: Issued by the Ministry of Agriculture and Rural Development or the Ministry of Health of Vietnam, certifying that imported food complies with Vietnamese regulations.
Sanitary and Phytosanitary Certificate (SPS): Issued by the relevant department of the exporting country, certifying that food or beverages meet health standards.
Product Labels and Instructions: Food and beverages must have Vietnamese labels and instructions detailing ingredients, nutritional information, usage methods, etc.
Certificate of Packaging Compliance: Certifies that food packaging meets Vietnam’s safety and environmental requirements.
Considerations
Labeling Requirements: Ensure all food and beverage labels comply with Vietnamese regulations, including ingredients, nutritional information, production date, and shelf life.
Health Standards: Imported food and beverages must meet Vietnam’s strict health standards; it is advisable to communicate with Vietnam’s food safety regulatory authorities in advance to ensure compliance.
2.3 Chemicals and Hazardous Materials
Required Documents
Commercial Invoice: Details the specific information of chemicals or hazardous materials, including chemical composition, CAS number, usage, etc.
Packing List: Lists the packaging and quantity of chemicals or hazardous materials, aiding customs in inspection.
Bill of Lading (B/L) or Air Waybill (AWB): Transport document, especially for hazardous materials, must specify the UN number and hazard class.
Certificate of Origin (CO): Certifies the production place of chemicals.
Import License for Hazardous Materials: Issued by the Ministry of Industry and Trade or the Ministry of Environment of Vietnam, ensuring that imported chemicals comply with Vietnamese regulations.
Material Safety Data Sheet (MSDS): Details the chemical composition, hazards, usage, and storage recommendations of chemicals.
Dangerous Goods Packaging Certificate: Certifies that packaging complies with international and Vietnamese standards for transporting hazardous materials.
Environmental Impact Assessment (EIA) (if applicable): Assesses the potential environmental impact of certain chemicals and may need to be submitted.
Considerations
Safety Management: Ensure that the packaging, labeling, and transportation of chemicals and hazardous materials comply with international and Vietnamese safety management standards.
Legal Compliance: Different types of chemicals and hazardous materials may be regulated by multiple departments. Verify all regulatory requirements and ensure all necessary licenses are obtained before import.
3.Machinery and Electronic Products
Machinery and electronic products are significant in Vietnam’s import and export sector. Due to their high technical content, a variety of technical and compliance documents are required during customs clearance.
3.1 Required Documents
Commercial Invoice: Details the specific information of equipment or products, including brand, model, technical specifications, origin, etc.
Packing List: Lists the packaging, quantity, and weight of equipment or products.
Bill of Lading (B/L) or Air Waybill (AWB): Transport document proving the method and route of goods transportation.
Certificate of Origin (CO): Certifies the production place of equipment or electronic products.
Import License for Machinery and Electronics: Depending on the product type, issued by the Ministry of Industry and Trade or the Ministry of Information and Communications of Vietnam.
Certificate of Conformity (CoC): Certifies that equipment or electronic products meet Vietnamese or international standards, such as ISO, IEC, etc.
Electromagnetic Compatibility Certificate (EMC): Especially applicable to electronic products, certifying that they meet electromagnetic compatibility standards and do not interfere with the normal operation of other electronic devices.
Energy Efficiency Label: According to Vietnamese regulations, certain household appliances and office equipment must carry an energy efficiency label indicating their energy consumption level.
3.2 Considerations
Technical Manuals and Operating Instructions: These documents should be available in Vietnamese to help local users understand the equipment’s usage and maintenance requirements.
After-Sales Service Guarantee: Many machinery and electronic products require after-sales service guarantees, including warranty terms and information on service centers.
4.Vehicles and Parts
Vehicles and their parts are important components of Vietnam’s import business. Due to safety and environmental considerations, a substantial number of documents are required for import.
4.1 Required Documents
Commercial Invoice: Details the brand, model, specifications, quantity, production date, etc., of vehicles or parts.
Packing List: Lists the packaging and quantity of vehicles or parts.
Bill of Lading (B/L) or Air Waybill (AWB): Transport document specifying the method and route of goods transportation.
Certificate of Origin (CO): Certifies the production place of vehicles or parts.
Import License for Vehicles and Parts: Issued by the Ministry of Industry and Trade of Vietnam, ensuring vehicles meet Vietnamese environmental and safety standards.
Vehicle Inspection Certificate: Issued by the inspection agency of the exporting country, certifying that the vehicle meets technical and safety standards.
Emission Compliance Certificate: Certifies that the vehicle’s emissions comply with Vietnamese environmental regulations.
Certificate of Conformity (CoC): Certifies that vehicles or parts meet Vietnamese or international standards, such as ECE, ISO, etc.
Insurance Policy: Transport insurance purchased for vehicles to ensure their safety during transportation.
4.2 Considerations
Vehicle Identification and VIN Code: All imported vehicles must have a clear Vehicle Identification Number (VIN) that is consistent across all related documents.
Warranty and After-Sales Service: Importers must provide a comprehensive warranty and after-sales service plan to ensure the vehicle’s proper operation in the Vietnamese market.
5.Textiles and Apparel
Textiles and apparel are major export products of Vietnam, but importing raw materials also requires a series of documents.
5.1 Required Documents
Commercial Invoice: Details the material, color, specifications, quantity, origin, etc., of textiles or apparel.
Packing List: Lists the packaging, quantity, and weight of textiles or apparel.
Bill of Lading (B/L) or Air Waybill (AWB): Transport document proving the transportation route and method of goods.
Certificate of Origin (CO): Certifies the production place of textiles or apparel.
Import License for Textiles and Apparel (if applicable): Depending on the product type and use, additional applications may be required.
Quality Test Report: Certifies that textiles or apparel meet Vietnamese or international quality standards.
Component Labels and Washing Instructions: All textiles and apparel must have Vietnamese labels indicating material composition and washing instructions.
5.2 Considerations
Labeling and Packaging: Ensure all imported textiles and apparel comply with Vietnamese labeling regulations, including material composition, origin, and washing instructions.
Special Categories: Some high-end or specialty textiles may require additional environmental or health certifications.
Key Considerations for Vietnam Customs Documentation Preparation
In Vietnam’s import and export business, preparing complete and compliant customs documents is crucial to ensure smooth customs clearance. When preparing these documents, businesses should pay special attention to the following aspects:
Consistency of Documents: Ensure all information across customs documents is consistent, including goods description, quantity, and value. Inconsistencies may lead to clearance delays or additional costs.
Accuracy of Documents: Ensure all document contents are accurate, especially the HS code, declared value, and quantity of goods.
Translation Requirements: While Vietnam Customs accepts English documents, Vietnamese translations may be required in certain cases, particularly for pharmaceuticals, food, or hazardous materials.
Timeliness: Businesses should prepare all necessary documents in advance and complete declarations before the goods arrive at customs to avoid delays and storage fees.
Compliance: Ensure all documents comply with Vietnamese laws and regulations, including environmental, health, and safety standards. Consult a professional customs broker or legal advisor if necessary.
Conclusion
Preparing complete customs documents not only speeds up customs clearance but also helps avoid additional costs and potential legal risks. Different types of goods require different documents due to their nature and use. For special or complex goods, it is advisable to seek assistance from professional customs brokers. By following the above guidelines, businesses can effectively reduce customs risks, improve logistics efficiency, and ensure their goods enter or exit the Vietnamese market smoothly.
