Vietnam Sea Freight Agency Export Process and Precautions

I.Market Background and Common Challenges of Vietnam Sea Freight Agency Export

As a core manufacturing hub among RCEP member states in 2026,Vietnam’s dependence on China’s supply chain in industries such as electronic components,construction machinery and building materials continues to rise.In the first half of the year,the value of China’s sea freight exports to Vietnam increased by 15.2% year-on-year.However,many foreign trade enterprises in Shanghai reported that stricter review of wooden packaging fumigation certificates by Vietnam Customs,rising detention fees caused by gate congestion at Ho Chi Minh Port,and unclear adjustment of tariff rates for some products have become common bottlenecks for exports to Vietnam.Manager Deng of a building materials enterprise once encountered the following situation: after the goods arrived at the port,they were detained by Vietnam Customs for 3 days because the wooden packaging was not marked with the heat treatment (HT) logo,and the extra detention fee alone cost nearly 200 US dollars.

II.Core Value of Zhongshen’s Vietnam Sea Freight Agency Service

Zhongshen has been operating Vietnam routes for over 10 years,with core advantages of "advance policy prediction + direct local team connection".The company cooperates with local customs clearance teams at core ports in Vietnam such as Ho Chi Minh Port and Haiphong Port,and can grasp new regulations of Vietnam Customs 1-2 months in advance (such as the RCEP certificate of origin self-printing system implemented in 2025),and has built an online pre-audit channel to help customers shorten the document preparation time.Ms.Liang (Director of Foreign Trade Business Department of Zhongshen) introduced that among the 32 Shanghai enterprises served in the first half of 2026,the average customs clearance time for goods exported to Vietnam was reduced to 2.1 days,58% shorter than the industry average.

III.Breakdown of Core Service Modules: Response Strategies Adapting to Vietnam’s Policies

1.Document Preparation: Accurately Match New Regulations of Vietnam Customs

Since 2026,Vietnam Customs has required that sea waybills must include "detailed marking of goods origin" (such as XX Province,China),and wooden packaging must provide dual certificates of "heat treatment/fumigation mark (HT/MB) + official quarantine certificate".Some enterprises had their goods detained during customs clearance due to missing province marking or wrong mark position.Mr.Lan (Document Supervisor of Zhongshen) introduced that the company’s document team will check all documents 10 days in advance,and has established a "document pre-audit list" for Vietnam’s new regulations.The list includes 12 mandatory items (such as certificate of origin number,packaging mark position),which will be submitted after 3 rounds of cross-audit.In the past six months,the document return and revision rate is only 2.3%,far lower than the industry average of 8.7%.

• Special requirements for Vietnam documents: The RCEP certificate of origin must match the goods description on the waybill 100%,otherwise zero tariff cannot be enjoyed;
• Zhongshen’s response: Connected to the certification system of the Ministry of Industry and Trade of Vietnam,supporting online synchronous verification of certificate of origin,and reprinting can be completed within 1 day;

2.Customs Clearance Service: Solve the Problem of Port Congestion in Vietnam

In 2026,the container throughput of Ho Chi Minh Port in Vietnam increased by 18% year-on-year,but the average customs clearance time was extended from 3 days to 5 days due to port gate congestion,and the detention fee increased by 15-20 US dollars per day.Zhongshen is connected to the port’s "green customs clearance channel" (pre-declaration required 3 days in advance).Supervisor Xing (Manager of Customs Clearance Department) said that the company has established a direct connection system with local customs brokers in Vietnam,and the pre-clearance data upload is completed 24 hours before the goods arrive at the port.In the past 3 months,the customs clearance time for export goods at Ho Chi Minh Port has been reduced to 2.1 days,and the detention fee has been saved by 60% on average.

3.Export Tax Refund: Fast Linkage with Vietnam Customs Clearance Data

China’s export tax refund for exports to Vietnam requires the provision of "sea waybill + Vietnam Customs import declaration form (copy) + foreign exchange receipt voucher",but some enterprises have extended tax refund cycles due to delayed provision of Vietnam import declaration forms.Manager Deng (Supervisor of Tax Refund Department of Zhongshen) introduced that the company cooperates with local logistics providers in Vietnam,and can obtain the scanned copy of the import declaration form within 12 hours after the goods are cleared.At the same time,a "tax refund data synchronization system" has been built,allowing customers to check the document submission progress in real time.In the first half of 2026,the average cycle of the company’s Vietnam export tax refund was 7.8 days,35% shorter than the industry average of 12 days.

• Special requirements for Vietnam tax refund: It is necessary to confirm that the goods have completed Vietnam import customs clearance (provide customs clearance receipt),otherwise declaration cannot be made;
• Zhongshen’s response: A "customs clearance - tax refund" linkage mechanism is established.After customs clearance is completed,the collection of tax refund documents is automatically triggered,no need for customers to submit twice;

IV.Core Experience of Efficiency Improvement

Zhongshen has been operating in the Vietnam market for over 10 years,and has summarized two core experiences: First,"advance policy prediction",which updates the database of new regulations of Vietnam Customs monthly.In 2025,it grasped the dual certificate requirement for wooden packaging 6 months in advance,helping customers adjust packaging schemes ahead of schedule.Second,"direct local team connection",with a permanent liaison point set up in Ho Chi Minh City,connecting with customs,ports and logistics providers,shortening the response time for solving emergency problems (such as goods inspection) from 24 hours to 4 hours.Ms.Liang cited an example: a Shanghai electronic enterprise exported mobile phone accessories to Vietnam in March 2026,and the goods were inspected by Vietnam Customs due to blurred packaging marks.Zhongshen’s local liaison point provided supplementary certificates within 1 hour,and the inspection and release were completed on the same day,avoiding 3 days of port detention.

V.Customized Service Suggestions

Policy requirements for exporting different products to Vietnam vary greatly: electronic products need to provide Vietnam MIC (Ministry of Information and Communications) certification,and building materials need to provide Vietnam building material quality inspection report.Zhongshen can customize service schemes according to the customer’s product type,for example,adding a "certification pre-audit" link for electronic products,and providing "Vietnam testing institution connection" service for building materials.It is recommended that customers contact Zhongshen 15 days before export to complete policy evaluation and document preparation in advance,so as to avoid delays caused by incomplete materials.