In an era where export activities are increasingly scrutinized regarding legal compliance and market standards, formal export entrustment has become the optimal solution for many businesses—especially those lacking export experience or a specialized Import-Export department. To implement this model effectively, enterprises must understand the specific procedures and workflows to ensure transparency, regulatory compliance, and risk mitigation.
The following article provides a comprehensive guide to the necessary procedures for formal export entrustment, from the preparation stage to customs clearance and final delivery to foreign partners.
1. What is Formal Export Entrustment?
Formal export entrustment is a service where an enterprise (the Entrustor) authorizes a legally licensed import-export entity (the Entrustee) to represent them in performing all activities required to export goods via formal trade channels. Under this model, the Entrustee acts as the legal declarant on all export documents with Customs and state management agencies, based on a signed Entrustment Contract.
Essentially, this is a transparent commercial-legal relationship where:
- The Entrusting Enterprise is the legal owner of the goods.
- The Entrustee is the representative executing export formalities.
- The entire process strictly complies with the laws of Vietnam and the importing country.
Unlike self-managed exports, entrustment allows businesses to export goods legally with a full set of valid documents and legal protection during international transit, even without an in-house logistics team.
Note: Formal entrustment is not a “loophole” to bypass laws. On the contrary, all standard procedures—including documentation, commodity policies, specialized inspections, and tax obligations—must be strictly followed.
2. Who Should Choose Formal Export Entrustment?
While not mandatory for all, entrustment is highly recommended for:
- Enterprises exporting for the first time.
- Small and Medium Enterprises (SMEs) without an Import-Export department.
- Businesses looking to survey international markets.
- Enterprises exporting goods subject to Specialized Management (licenses, permits).
- Businesses requiring fast, safe exports with minimized legal risks.
3. Legal Documentation Requirements
Preparing a complete legal dossier is the most critical step to ensure transparency and avoid delays during customs processing.
3.1 Legal Dossier of the Entrustor
- Business Registration Certificate: To verify the legal status and right to engage in trade.
- Tax Identification Number (TIN): Mandatory for export filings and tax obligations.
3.2 Cargo-Related Documentation
Details required for policy determination and HS Code classification:
- Detailed description, ingredients, and usage.
- Packing specifications, weight, and quantity.
- Images or technical datasheets.
3.3 The Export Entrustment Contract
The most vital legal document, defining:
- Rights and obligations of both parties.
- Scope of work and legal liabilities.
- Service fees and payment methods.
3.4 Specialized Certificates (If applicable)
Depending on the commodity, the following may be required:
- Phytosanitary/Veterinary Certificate.
- Food Safety Certificate.
- Certificate of Quality (CQ) / Certificate of Analysis (CoA).
- Export Permits from specialized management agencies.
4. Detailed Workflow of Formal Export Entrustment
Step 4.1: Export Eligibility Audit
The Entrustee reviews whether the goods are prohibited, restricted, or subject to specialized inspections in both the exporting and importing countries.
Step 4.2: HS Code Classification & Tax Consultation
The Entrustee advises on the correct HS Code to determine:
- Applicable export duties.
- Commodity management policies.
- Required accompanying documents.
Step 4.3: Completion of Export Documents
A standard set of documents includes:
- Commercial Invoice & Packing List.
- Export Customs Declaration.
- Bill of Lading (B/L).
- Certificate of Origin (C/O) – if required.
Step 4.4: Customs Declaration & Clearance
The Entrustee performs electronic customs declaration, handles physical inspections (if any), and provides explanations to Customs authorities to ensure swift clearance.
Step 4.5: Logistics Coordination & Document Handover
Once cleared, the goods are transported via the agreed mode (Sea transport, Air, or Road). The Entrustee tracks the shipment and hands over all original documents to the Entrustor for payment settlement.
5. Truong Thanh Logistics – A Trusted Partner for Formal Export Entrustment
As global trade standards tighten, choosing a reputable partner is paramount. Truong Thanh Logistics is a trusted choice for many businesses thanks to our extensive practical experience and comprehensive handling capacity.
- Practical Expertise: Years of experience in exporting diverse items (agricultural products, processed foods, components, etc.) to major markets like China, Korea, Japan, Europe, and SE Asia.
- All-in-One Service: We handle everything—from legal consulting and acting as the legal exporter to customs clearance and international freight forwarding.
- Transparency & Compliance: We operate under the principle of “Consult Correctly – Act Correctly,” ensuring your shipments are compliant with tax and trade laws for sustainable growth.
Whether you are a startup or an enterprise expanding globally, Truong Thanh Logistics is ready to accompany you.
Contact Truong Thanh Logistics today for:
- Free consultation on export eligibility.
- Customized entrustment plans.
- Fast, transparent, and efficient formal export execution.
Export legally – Grow sustainably with Truong Thanh Logistics. Professionalism – Dedication
Trường Thành Logistics – Professional & Dedicated
Hotline: +84 915 36 38 39
Head Office: 5th Floor, Tower A, Song Da Building, Pham Hung Street, Tu Liem Ward, Hanoi, Vietnam.
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