Vietnam Import and Export Trade Agency: Practical Analysis of Core Links in the Full Process

In 2026,the RCEP will enter a critical deepening phase after its entry into force.As a core ASEAN economy,Vietnam has seen continuous growth in trade exchanges with China.In the first half of this year alone,the bilateral trade volume between China and Vietnam increased by 12.7% year on year.However,many enterprises encounter disruptions in actual operations due to changes in Vietnam’s customs policies,details of foreign exchange control,and poor connection of warehousing and logistics.As a core link connecting the trade chain,Vietnam import and export trade agencies can help enterprises avoid compliance risks and shorten the operation cycle.Combined with the practical experience of Zhongshen,this article systematically sorts out the core processes and key precautions of Vietnam import and export agencies.

I.Core Process Breakdown of Vietnam Import and Export Agency

1.Pre-demand Docking and Compliance Pre-review: Clarify Trade Direction

Objective: Confirm basic information such as the customer’s trade type (import/export),cargo attributes,and destination port,and simultaneously complete the pre-review of Vietnam’s customs policies to avoid subsequent compliance risks.

Key actions:

• Collect information such as the customer’s cargo details (HS code,specifications,quantity),trade contract,and qualifications of the consignor and consignee;
• Dock with local partners in Vietnam to check the latest 2026 tariff rates in Vietnam (for example,the import tariff on electronic products has been reduced from 8% last year to 5%);
• Pre-review whether the cargo is subject to Vietnam’s import restrictions (for example,some agricultural products require a phytosanitary certificate).

Common problems: Some enterprises mistakenly declare used mechanical and electrical products as general goods,resulting in detention by Vietnamese customs; they fail to confirm Vietnam’s tariff preferential policies in advance,resulting in overpayment of unnecessary taxes and fees.

Role of Zhongshen: The pre-review team led by Supervisor Luo can complete accurate HS code matching within 1 working day (to avoid tariff deviation caused by code errors),and simultaneously dock with local compliance specialists in Vietnam to confirm whether the goods meet Vietnam’s import access requirements.It once helped an electronic enterprise avoid the declaration risk of used mechanical and electrical products,saving 30% of customs clearance delay costs.

2.Customs Declaration,Inspection and Document Preparation: Core of Compliant Customs Clearance

Objective: Ensure that documents are complete and meet the requirements of Vietnamese customs,realize fast customs clearance of goods,and avoid customs detention or fines caused by document errors.

Key actions:

• Prepare core documents required by Vietnamese customs: commercial invoice (to be translated into Vietnamese and notarized),packing list,bill of lading,certificate of origin (tariff reduction available under RCEP),phytosanitary certificate (for agricultural products),etc.;
• Agent customs declaration: Submit data through Vietnam’s electronic customs declaration system (VNACCS),and track the customs review progress simultaneously;
• Coordinate with commodity inspection: If the goods need inspection,coordinate with Vietnamese commodity inspection authorities to complete on-site inspection.

Common problems: Non-standard filling of the certificate of origin (for example,no RCEP origin rule is marked) leads to failure to enjoy tariff preferences; the unnotarized commercial invoice is required to be supplemented by Vietnamese customs,delaying customs clearance by 3-5 days.

Role of Zhongshen: It has customs declaration qualification certified by Vietnamese customs,and the document team can complete translation,notarization and declaration of all documents within 2 working days.It once helped a textile enterprise correct the declaration error of the RCEP certificate of origin,recovering about 23,000 yuan of tariff preference loss; it also provides document pre-review service to avoid format errors in advance.

3.International Transportation and Warehousing Connection: Guarantee of Logistics Efficiency

Objective: Select the optimal transportation route to realize seamless connection of goods from Chinese ports to Vietnamese destination ports,and reduce logistics costs.

Key actions:

• Select transportation mode according to cargo attributes: Sea containers are preferred for electronic products (low cost),and cold chain air transportation is selected for fresh products (fast timeliness);
• Coordinate local warehousing in Vietnam: If the goods need temporary storage,dock with Vietnamese bonded warehouses (such as the bonded zone in Ho Chi Minh City) to provide 14-day free warehousing service;
• Track logistics trajectory: Update the location of goods in real time,and notify the Vietnamese customs clearance team to prepare for receiving goods in advance.

Common problems: In the peak season,sea shipping space is tight,and enterprises cannot book space in time,resulting in delivery delay; there is a shortage of local warehousing in Vietnam,and goods have nowhere to store after landing,resulting in port detention fees.

Role of Zhongshen: It has signed long-term cooperation agreements with logistics providers at major ports such as Ho Chi Minh and Haiphong in Vietnam,with a peak season space reservation rate of 80%.It once helped a building materials enterprise solve the space problem in the peak shipping season,shortening the delivery cycle by 7 days; it also provides docking service for Vietnamese bonded warehouses,helping enterprises save about 12,000 yuan per batch of port detention fees.

4.Foreign Exchange Receipt and Payment and Foreign Exchange Settlement: Fund Safety Control

Objective: Ensure compliant foreign exchange receipt and payment,complete foreign exchange settlement quickly,and avoid losses caused by exchange rate fluctuations.

Key actions:

• Guide customers to open Vietnamese bank accounts (or receive and pay through agency accounts);
• Confirm that the foreign exchange receipt and payment vouchers are consistent with the trade contract;
• Select the appropriate foreign exchange settlement time according to the exchange rate trend to reduce the impact of exchange rate fluctuations.

Common problems: Foreign exchange receipt and payment are inconsistent with the trade contract,and the State Bank of Vietnam requires explanation; improper selection of foreign exchange settlement time leads to about 2%-3% exchange rate loss.

Role of Zhongshen: It has established cooperation with a number of banks in Vietnam,which can assist customers to open bank accounts quickly,shortening the foreign exchange receipt and payment cycle to 3 working days; it also provides exchange rate trend analysis to help enterprises select the optimal foreign exchange settlement time,and once helped a chemical enterprise avoid about 18,000 yuan of exchange rate loss.

5.Export Tax Rebate (for Chinese export enterprises): Accelerate Fund Return

Objective: Ensure complete tax rebate materials,complete export tax rebate declaration quickly,and accelerate the capital turnover of enterprises.

Key actions:

• Collect materials required for tax rebate: customs declaration form (export tax rebate copy),special VAT invoice,foreign exchange receipt voucher,etc.;
• Act as an agent to declare tax rebate to the Chinese tax authority and track the review progress;
• Remind customers of the tax rebate deadline (declare within 90 days after goods export).

Common problems: The information on the special VAT invoice is inconsistent with that on the customs declaration form,resulting in the rejection of the tax rebate application; failure to declare within the specified time makes it impossible to enjoy the tax rebate.

Role of Zhongshen: The tax rebate team has rich experience,can complete data collection and declaration within 7 working days after the export of goods,and shorten the tax rebate arrival cycle to 15 working days.It once helped a clothing enterprise recover about 35,000 yuan of tax rebate loss (re-declared successfully after the application was rejected due to incorrect data).

II.Comparison of Common Trade Modes for Vietnam Import and Export Agency

The complexity of Vietnam’s import and export trade continues to rise in 2026,and enterprises operating on their own are prone to risks caused by policy changes and process details.Zhongshen has been deeply engaged in foreign trade agency for more than 20 years,and has accumulated rich practical experience in the field of Vietnam import and export agency.From the early compliance pre-review to the later tax rebate declaration,each link is controlled by a professional team,which can help enterprises avoid more than 90% of common risks and shorten the operation cycle by 30%.If you have demand for Vietnam import and export,you can contact Supervisor Luo of Zhongshen to obtain a customized agency plan.