---
title: "What are the key procedures, steps and precautions for complete Vietnam export procedures?"
description: "First-time exporters to Vietnam are prone to customs detention and port detention due to incomplete documents or improper process coordination，which increases cost risks. It is necessary to operate in accordance with the end-to-end process of document review，customs declaration coordination，logistics optimization，and compliance of foreign exchange receipt and payment and tax refund. Prepare key documents such as Certificate of Origin Form E in advance，coordinate logistics and customs declaration..."
url: "https://www.sh-zhongshen.com/en/qa/key-processes-and-precautions-for-vietnam-export-procedures.html"
language: "en"
type: "Q&A"
category: "Export Agency Q&A"
datePublished: "2026-05-20"
dateModified: "2026-05-20"
brand: "Zhongshen Trading China"
answerCount: 8
---

# What are the key procedures, steps and precautions for complete Vietnam export procedures?

## Question

 I am a small and medium-sized enterprise owner dealing in hardware accessories. This is my first time exporting to Vietnam. My client is urging shipment but I have no idea what procedures I need to complete. I heard from a friend that exporting to Vietnam easily leads to customs detention and port detention due to incomplete documents, and also incurs detention fees, even affecting tax refunds, which makes me very anxious. The goods have been produced and are waiting for logistics arrangement, but I know nothing about what documents are needed for customs declaration, whether I need to apply for a certificate of origin, how to coordinate logistics and customs declaration, and how to handle foreign exchange receipt and payment and tax refund procedures. If something goes wrong, not only will the client claim compensation, but the company will also have to bear extra costs. I really don't know where to start. I hope you can tell me in detail what procedures are required for exporting to Vietnam and what precautions I should take. 

## Answers
                            
### Answer 1 — Best Answer

Procedures for exporting to Vietnam should be carried out step by step in accordance with the end-to-end process. The first step is pre-document review. The core documents required for exporting hardware accessories to Vietnam include Certificate of Origin Form E (which can enjoy 0-5% tariff preferences in Vietnam and must be applied to the commodity inspection bureau 3 days before shipment)，commercial invoice (which shall indicate HS code，goods details and FOB price)，packing list，bill of lading (confirm that the consignee information is consistent with Vietnam's customs clearance requirements) and customs declaration form. Special attention shall be paid that the goods description on Form E must be completely matched with that on the bill of lading and invoice，otherwise the Vietnam customs may refuse to grant tariff preferences.

For the core node coordination link，it is necessary to coordinate the rhythm of logistics and customs declaration. Immediately after booking the shipping space，send the booking information to the customs broker to ensure that the vessel name，voyage number and bill of lading number on the customs declaration form are consistent with the actual situation，after the goods are loaded into the container，promptly provide the packing list and invoice to the customs broker for pre-declaration，so as to avoid customs declaration delay caused by information delay. If you choose transit logistics，you need to confirm whether transit customs declaration is required at the transit port to avoid extra costs.

Abnormal emergency plans need to be prepared in advance: if the customs declaration is returned due to incorrect documents，contact the customs broker to cancel and re-declare within 24 hours to avoid exceeding the customs' stipulated declaration time limit，if the goods are detained at the Vietnamese port，immediately provide Form E and other supporting materials to the Vietnamese customs clearance agent to explain the compliance of the goods and strive for quick release.

For the final compliance implementation，foreign exchange receipt and payment shall be conducted through CIPS or SWIFT channels to ensure that the capital flow is consistent with the contract and invoice，in the tax refund link，all document records shall be retained，including customs declaration form，bill of lading copy，commercial invoice and foreign exchange receipt voucher，to ensure the consistency of the four flows and avoid being unable to provide supporting materials during tax investigation. **It is recommended to complete all document reviews 7 days before shipment**，and **choose a logistics provider with Vietnamese customs clearance agency**，which can effectively reduce customs clearance risks.

**status:** accepted
**Author:** Victor Sun
**Date:** 2026-05-20

### Answer 2

When declaring customs for exports to Vietnam, attention shall be paid to the valuation risk. The Vietnamese customs has strict valuation requirements for hardware accessories.

If the declared price is lower than the Vietnamese customs' reference price, you may be required to provide price supporting materials. It is recommended to attach the purchase contract and cost accounting sheet when declaring customs to prove the reasonableness of the declared price.

In case of valuation disputes, you can submit a price consultation application to the customs through the customs broker and provide export price data of similar goods to avoid paying extra tariffs due to overestimated prices. In addition, Vietnam has realized customs clearance integration with China, and the "pre-declaration" mode can be adopted to declare customs 3 days before the goods arrive at the port, shortening the clearance time.

**status:** suggested
**Author:** Andy Guo
**Date:** 2026-05-20

### Answer 3

For logistics routes for exporting to Vietnam, direct ships are recommended. For example, the direct ship from Shanghai to Ho Chi Minh City takes about 3-5 days, saving 2-3 days compared with transshipment ships, which can reduce the risk of container detention fees. If you choose a transshipment ship, you need to confirm the free detention period and container detention fee standards at the transit port.

For example, the free detention period for transit in Singapore is usually 3 days, and the container detention fee is about 50 US dollars per day. In terms of cargo right control, the bill of lading should be "order bill of lading", and the right of endorsement should be retained until the full payment from the customer is received before endorsing and transferring, so as to avoid loss of cargo right. In addition, clear photos of the goods, including the seal number, shall be taken during loading for inspection.

**status:** suggested
**Author:** Eric Zhou
**Date:** 2026-05-20

### Answer 4

For tax planning for exporting to Vietnam, VAT deferral can be considered. If exporting through a bonded logistics center, VAT can be temporarily exempted, and tax refund can be applied after the goods actually leave the country. In addition, the tax refund rate for exporting hardware accessories to Vietnam is usually 13%. It is necessary to ensure that the information on the invoice, customs declaration form and foreign exchange receipt voucher is consistent to complete the tax refund smoothly.

If the customer requires payment through a third party, a payment agency agreement shall be provided to avoid being identified as abnormal capital flow by the tax authority. In addition, Vietnam's withholding tax on non-resident enterprises is 5-10%. If cross-border payments such as technical service fees are involved, tax filing shall be handled in advance.

**status:** suggested
**Author:** Cindy Chen
**Date:** 2026-05-20

### Answer 5

Foreign exchange receipt and payment for exports to Vietnam shall be conducted through formal channels. If SWIFT messages are used, ensure that the 32A field (amount) of the message is consistent with the invoice, and the 59 field (beneficiary) is the company name. If choosing CIPS RMB cross-border payment, you can enjoy more preferential exchange rates and faster arrival time.

In terms of offshore account management, ensure that the account funds are only used for cross-border trade and avoid frequent transactions with personal accounts. When settling foreign exchange, provide the customs declaration form and foreign exchange receipt voucher to ensure that the settlement amount is consistent with the declared customs amount, so as to avoid being interviewed by the foreign exchange administration.

**status:** suggested
**Author:** Daniel Xu
**Date:** 2026-05-20

### Answer 6

The contract for exporting to Vietnam shall clarify the force majeure clause. For example, delays caused by changes in Vietnamese customs policies can exempt the liability for breach of contract. L/C clauses shall avoid soft clauses, such as "payment only after the customer passes the inspection", which may lead to inability to collect payment.

If the customer requires a guarantee, clearly specify the validity period and scope of liability of the guarantee to avoid unlimited joint and several liability. In addition, the intellectual property rights of hardware accessories shall be filed in Vietnam in advance to avoid customs detention due to infringement.

**status:** suggested
**Author:** Kevin Lin
**Date:** 2026-05-20

### Answer 7

The inspection rate of Vietnamese customs for hardware accessories is about 10%. If inspection is encountered, cooperate with the customs to provide goods samples and documents.

During inspection, pay attention to whether the seal is intact. If the seal is damaged, immediately contact the logistics provider to confirm the situation.

For the skills of machine inspection, heavy goods should be placed at the bottom and light goods at the top during loading to avoid abnormal images during machine inspection. If the customs requires inspection, select a testing institution recognized by Vietnam, and the test report shall be submitted within 7 days, otherwise a fine may be imposed.

**status:** suggested
**Author:** Linda Gao
**Date:** 2026-05-20

### Answer 8

The tax refund for exporting to Vietnam shall ensure the consistency of the four flows, that is, the information of contract, invoice, logistics and capital flow is completely matched. Document records shall retain copies of customs declaration form, bill of lading, commercial invoice, foreign exchange receipt voucher and purchase contract, with a storage period of 5 years.

During pre-declaration verification, pay attention to whether the HS code on the customs declaration form is correct. Incorrect HS code may lead to wrong tax refund rate. Cross-month declaration shall be completed before the 15th of the next month to avoid late payment fees. If receiving a tax investigation letter, provide supporting materials within 15 days, otherwise the tax refund will be suspended.

**status:** suggested
**Author:** Grace Wang
**Date:** 2026-05-20

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