Full Process of Cargo Export Agency Services, Solutions to Customs Clearance Pain Points in Vietnamese Market

2026 Status Quo and Pain Points of Vietnam’s Cargo Export Market

In the first quarter of 2026,China’s cargo exports to Vietnam reached USD 42 billion,up 18.2% year-on-year,with electronic products,mechanical accessories and textiles accounting for more than 60% of the total.As a core ASEAN market,Vietnam’s attractiveness to Chinese enterprises continues to rise,but many exporters report that issues such as unstable customs clearance time,cargo detention due to failed document review,and fluctuating tariff rates have caused frequent disruptions to the export process.Manager Fan once worked with a Shanghai-based electronic accessories factory.At the end of 2025,a batch of mobile phone batteries they exported to Vietnam was detained at Ho Chi Minh Port for 3 days because the Certificate of Origin did not have the electronic signature required by Vietnamese customs,resulting in additional storage fees of more than RMB 2,000.

Core Values of Zhongshen’s Agency Services for the Vietnamese Market

Zhongshen has been engaged in Vietnam trade for 15 years,and all team members are familiar with the *Administrative Measures for Import Cargo Documents* and *Implementation Rules for ASEAN Rules of Origin* updated by the General Administration of Customs of Vietnam in 2025.According to Manager Fan,in response to Vietnam’s unique electronic document docking requirements,the company has established a direct connection channel with the Vietnam Customs Single Window in advance,which can synchronize document status in real time.Meanwhile,for preferential tariff policies for different products,such as the tariff reduction list under the ASEAN Free Trade Agreement,the company will help customers check HS codes in advance to avoid overpayment of tariffs caused by classification errors.

Step-by-Step Breakdown of Service Modules – Taking Vietnam Exports as an Example

1.Document Preparation: Adapted to the Exclusive Requirements of Vietnamese Customs

Vietnamese customs has stricter review of export documents than domestic customs.Starting from 2026,all Certificates of Origin must be uploaded through the electronic authentication system of the Vietnam Chamber of Commerce and Industry (VCCI),otherwise they will not be recognized.Zhongshen’s document team conducts three-step verification:

• Step 1: Pre-audit the commercial invoice and packing list provided by the customer 3 days in advance,and check whether the HS code is consistent with the latest Vietnamese tariff schedule
• Step 2: Assist in applying for the ASEAN Certificate of Origin,and complete the VCCI electronic signature simultaneously to avoid on-site review failure
• Step 3: For electronic products,supplement with copies of product safety certifications required by Vietnam (such as CB certification) to reduce the probability of inspection

Last year,a Suzhou-based mechanical accessories factory passed the Vietnam customs clearance review in one go with documents prepared by Zhongshen,saving 4 days compared to handling it on their own.

2.Customs Clearance Services: Addressing Risk Points of Inspection at Vietnamese Ports

In 2026,the inspection rate at Ho Chi Minh Port and Haiphong Port in Vietnam remains at around 12%,among which the inspection rate for electronic products reaches 18%.Zhongshen’s customs clearance team has local cooperative agents in Vietnam,who can obtain port inspection updates in advance:

• For products with high inspection rates,communicate with Vietnamese customs in advance and provide product technical parameter descriptions to reduce the probability of inspection
• After the cargo arrives at the port,submit the customs clearance application in real time through the direct connection channel to avoid queuing
• If inspected,the local agent will arrive at the site within 2 hours to cooperate,provide on-site translation and supplementary materials,and shorten the inspection time

Manager Fan gave an example: In January 2026,a batch of cotton T-shirts exported to Vietnam by a Shenzhen textile factory was subject to random inspection of raw material composition by Vietnamese customs.Zhongshen’s local agent provided the raw material import certificate on the same day,and the inspection only took 6 hours,half of the industry average of 12 hours.

3.Tax Refund Services: Process Optimization Adapted to Vietnam’s Export Tax Refund

After the adjustment of Vietnam’s export tax refund policy in 2025,exporters are required to provide proof of actual cargo departure from the port (bill of lading + Vietnamese customs release note) and proof of foreign exchange receipt.Zhongshen’s tax refund team has made two optimizations:

• Remind customers in advance to submit relevant certificates within 3 days after foreign exchange is received,to avoid exceeding the tax refund application deadline
• Synchronize document status through the company’s internal system,with a pre-audit pass rate of 99% for tax refund materials,eliminating the need for multiple supplementary materials

According to statistics,for Vietnam export customers served by Zhongshen,the time for tax refund to be credited has been shortened from the industry average of 15 days to 10 days,with the fastest customer taking only 7 days.

How Zhongshen Improves Customs Clearance Efficiency and Tax Refund Speed

Manager Fan summarized three key experiences:

First,pre-audit of documents is carried out in advance: After the customer signs the agency contract,the document team intervenes immediately to check all materials in advance to avoid rework later;

Second,linkage with local agents: Local cooperative agents in Vietnam cover the three major ports of Ho Chi Minh,Haiphong and Hanoi,and can respond to on-site needs in real time;

Third,system data synchronization: The foreign trade agency system developed by the company can synchronize data with the Vietnam Customs Single Window and update the customs clearance status in real time,allowing customers to keep track of the progress at any time.

Customized Services Adapt to the Needs of Different Enterprises

Zhongshen’s agency services are not standardized packages,but customized solutions based on the customer’s product type,target port and export volume.For example,for e-commerce customers with small-batch exports,LCL customs clearance services are provided to reduce logistics costs; for manufacturing enterprises with large-batch exports,an exclusive document team is provided to follow up the whole process.Manager Fan said that for a small Shanghai electronics factory served last year,which exports 100 boxes of accessories to Vietnam every month,the customized LCL service reduced logistics costs by 15% and improved customs clearance efficiency by 20%.

If you are planning to export goods to Vietnam,or encounter problems such as slow customs clearance and long tax refund time,you may contact Manager Fan of Zhongshen to customize an exclusive export agency solution based on your products and needs.