1. What Is an Export Agency Service Fee?

An export agency service fee is the remuneration (service charge) paid by the principal (manufacturer or cargo owner) to the appointed export agent (Export Entrustment Company) for handling all or part of the procedures required to export goods overseas on the principal’s behalf.

General formula:

Export Agency Service Fee = Percentage Rate (%) × Total Value of the Consigned Shipment

2. How Much Does an Export Agency Service Cost Today?

In the market, export agency service fees are generally calculated as a percentage of the shipment value or as a fixed fee per shipment. The actual rate depends on the service provider’s pricing policy, transaction size, and operational complexity.

Reference Export Agency Service Fee Rates in the Market

Note: The figures above are for reference purposes only and can help businesses prepare an initial budget. They are not standard rates applicable to all service providers. Businesses should request a direct quotation from the appointed export agent before signing a contract, as actual fees may vary considerably depending on the type of goods and scope of work.

3. Factors Affecting Export Agency Service Fee

Export agency service fees depend on several factors, not just the value of the goods. Businesses should consider the following aspects to understand how fees are calculated and plan their budgets accordingly:

• Shipment value and volume: High-value shipments may qualify for lower service fee percentages, while smaller shipments may be subject to a minimum fee.
• Type of goods: Goods requiring export licenses, quarantine procedures, or specialized inspections generally involve additional processing time and documentation costs.
• Export market and transportation method: Documentation requirements, rules of origin, and transportation methods for each destination market can affect the overall export cost.
• Scope of agency services: Service packages covering customs declarations, document processing, or export license applications may have different fees from basic export agency services.

4. Example of How to Estimate Export Agency Service Fee

Suppose a business has a shipment valued at VND 300 million, exported by sea, and receives a quotation from a service provider with an export agency fee of 1.5%. The estimated costs are illustrated below:

Note: The figures above are provided solely to illustrate the budgeting process and do not represent actual market quotations. Actual costs depend on the shipping route, delivery terms, and scope of services. The table does not include any additional taxes or charges that may arise.

This example shows that export agency service fees account for only part of the overall export budget. Therefore, when comparing service providers, businesses should evaluate the estimated total cost and clearly identify which items are already included in each quotation.

5. What Costs Are Included in the Total Export Expenses?

To avoid underestimating their budgets, businesses should request a detailed breakdown of each expense rather than asking only about the export agency service fee.

• Export agency service fee: The amount paid to the appointed export agent under the service contract.
• Freight charges: Domestic and international transportation costs, depending on the shipping method and route.
• Customs and documentation fees: Customs declaration, document processing, and related service charges if they are not included in the agency service package.
• Licensing and specialized inspection fees: Additional costs incurred when goods are subject to relevant regulatory requirements.
• Warehousing and surcharges: Charges that may arise from cargo storage, container detention, or changes to delivery and collection schedules.
• Taxes and service invoice charges: Applicable taxes and other related charges in accordance with relevant regulations and contractual terms.

Not every shipment incurs all the costs listed above. Businesses should determine their actual expenses based on the type of goods, delivery terms, transportation contract, and scope of services.

>>> Read more: Import Entrustment Fee: Calculation and Cost Breakdown

6. When Should Businesses Hire an Export Agency Service?

Businesses without a dedicated import-export department or sufficient experience in handling international trade procedures may encounter difficulties when preparing documents, submitting customs declarations, and controlling expenses. In such cases, Export Entrustment Services offer a practical solution, providing professional support, minimizing procedural errors, and helping businesses maintain control over delivery schedules.

Truong Thanh Logistics provides import and export agency services, supporting businesses with documentation, customs procedures, and shipment coordination based on their actual requirements.

With a team of more than 100 experienced professionals, offices in Hanoi, Hai Phong, Da Nang, and Ho Chi Minh City, together with a network of over 200 international agents, Truong Thanh Logistics can coordinate shipments to various international markets.

To receive advice on a suitable service arrangement, businesses should provide information about the type of goods, shipment value, export destination, and delivery terms. Based on these requirements, Truong Thanh Logistics will determine the appropriate scope of services, recommend an implementation plan, and provide a detailed quotation, helping businesses estimate their export expenses before proceeding.

Frequently Asked Questions About Export Agency Service Fee

Question 1: What percentage of the shipment value does an export agency service fee usually account for?

The reference rate is generally around 1–3% of the shipment value, depending on the service provider’s pricing policy, transaction size, and procedural complexity. Some providers charge a fixed fee per shipment instead of applying a percentage-based rate.

Question 2: How can businesses obtain an accurate quotation for export agency services?

Businesses should provide information about the type of goods, shipment value, export destination, transportation method, and documentation requirements. If the goods are subject to specialized inspections or require export licenses, these requirements should be communicated from the beginning so that the service provider can calculate the full costs.

Question 3: Can export agency service fee be recorded as business expenses?

Yes. Export agency service fees may qualify as deductible expenses when calculating corporate income tax (CIT), provided that all applicable requirements are met, including valid supporting documents, a service contract, non-cash payment where required, and expenses serving legitimate business purposes.

Question 4: Should businesses choose the export agency with the lowest service fee?

Not necessarily. Businesses should consider the scope of services, experience in handling export documentation, pricing transparency, and the provider’s responsibilities when unexpected issues arise. It is advisable to prioritize providers offering transparent costs and suitable services rather than choosing solely based on the lowest fee.

Export agency service fees depend on shipment value, the characteristics of the goods, and the scope of services offered by each provider. To control budgets and minimize unexpected expenses, businesses should carefully review quotations and clearly define the responsibilities of each party before signing a contract.

If you need advice on a suitable export agency arrangement, contact Truong Thanh Logistics and send us your shipment details for a tailored cost estimate.

TRUONG THANH LOGISTICS – PROFESSIONALISM AND DEDICATION

Hotline: 0915 36 38 39

Head Office: 5th Floor, Tower A, Song Da Building, Pham Hung Street, Tu Liem Ward, Hanoi, Vietnam.

Email: sale@truongthanhjsc.com / info@truongthanhlogistics.com

Website: https://truongthanhlogistics.com/en/

HAI PHONG BRANCH

Address: Room C103, TTC Building, 630 Le Thanh Tong Street, Hai An District, Hai Phong, Vietnam.

DA NANG BRANCH

Address: 126 Chau Thi Vinh Te Street, Ngu Hanh Son Ward, Da Nang City, Vietnam.

HO CHI MINH CITY BRANCH

Address: Room 41, 4th Floor, Casanova Building, 85 Nguyen Son Street, Phu Thanh Ward, Ho Chi Minh City, Vietnam.

Fanpage: TRUONG THANH LOGISTICS

Bài viết How Much Does an Export Agency Service Fee? Calculation Methods and Cost Estimates đã xuất hiện đầu tiên vào ngày Trường Thành logistics.

So, what documents do businesses need to prepare, what steps must they follow, and what should they keep in mind?

1. What Are the Requirements for Exporting Goods to China?

Before signing a contract or starting production, businesses should verify both the export conditions in Vietnam and the import requirements in China. The key considerations include the following:

Legal Requirements and Business Eligibility

• Legal status: Vietnamese businesses must hold a valid business registration certificate that allows them to conduct import-export activities or export through a formal export entrustment arrangement.
• GACC registration: Under Chinese regulations, businesses subject to the relevant requirements must register with the General Administration of Customs of China (GACC) before exporting food products. For 18 regulated food categories, including meat, seafood, edible bird’s nests, fruits and vegetables, spices, grains, and functional foods, the application must be submitted through the competent Vietnamese authority for recommendation or approval, or processed under the applicable registration procedure.

Product Requirements and Technical Standards

• Product-specific regulations: Businesses should verify the product’s HS code to determine whether it is permitted for import, prohibited, or subject to specialized management requirements.
• Food safety and quarantine standards: Agricultural products, food, and seafood must meet applicable plant or animal quarantine requirements and food safety standards, including limits on pesticide residues.
• Packaging and labeling: Packaging and containers must comply with China’s import requirements. Product labels must provide the required product information and traceability details.

2. What Documents Are Required to Export Goods to China?

For a standard commercial shipment, businesses generally need to prepare the following documents:

For wooden packaging materials subject to regulation, exporters should check the applicable treatment requirements and ISPM 15 marking standards.

Before submitting the customs declaration, businesses should cross-check the product description, HS code, quantity, weight, and consignee details across all documents. This helps minimize discrepancies, amendments, and additional costs.

3. Export Procedures for Goods to China: A Step-by-Step Guide

The export process generally involves six main steps, from checking product regulations to completing documentation and payment procedures.

Step 1: Check the HS Code and Product-Specific Regulations

Businesses must determine the appropriate HS code based on the product name, composition, intended use, and characteristics to identify applicable duties, licensing requirements, and specialized management regulations.

Exporters should also verify China’s import requirements, particularly for agricultural products, food, and goods of plant or animal origin.

Step 2: Sign the Contract and Agree on Delivery Terms

The foreign trade contract should clearly specify the quantity, price, quality standards, packaging specifications, delivery schedule, and payment method.

Both parties should also agree on the applicable Incoterms, delivery location, and responsibilities for freight, port charges, and border-related fees.

Step 3: Prepare the Goods and Supporting Documents

Businesses proceed with procurement or production, quality inspections, packaging, and preparation of the commercial invoice, packing list, and other relevant documents.

For goods subject to quarantine or specialized inspections, the required certificates must be obtained in accordance with applicable regulations.

For food exports to China, exporters should verify whether the production facility must register with the General Administration of Customs of China (GACC) and comply with relevant food safety and traceability requirements.

Step 4: Complete Customs Declarations in Vietnam

The exporter or customs broker submits an electronic customs declaration containing information about the goods, HS code, customs value, quantity, and supporting documents.

Depending on the customs channel assigned, the shipment may be cleared immediately or undergo document checks and physical inspection.

Businesses should keep up with current regulations, including Decree No. 167/2025/ND-CP and Consolidated Document No. 46/VBHN-BTC, to ensure compliance with applicable customs procedures.

Step 5: Complete Customs Clearance and Arrange Transportation

Once customs requirements have been satisfied, the business arranges China Vietnam freight transport by sea, road, or another suitable method based on the shipment’s characteristics, delivery schedule, and budget.

Both parties should ensure that the information on transport documents matches the customs declaration. Exporters should also monitor vessel schedules, trucking schedules, and processing times at ports or border crossings to minimize delays and ensure timely delivery.

Step 6: Deliver the Goods and Finalize Payment Documents

After delivery, the exporter collects the bill of lading or other transport documents, commercial invoice, and delivery records in accordance with the agreement with the buyer.

If a C/O or specialized certificate is required, the exporter should verify that all documentation is complete and issued at the appropriate time.

Finally, the business should retain the relevant records for tax declarations, tax finalization, and international payment reconciliation.

4. Important Considerations When Exporting to China in 2026

When exporting goods to China in 2026, businesses need to stay updated on import regulations and prepare documents according to the requirements for each product category. Four key considerations are particularly important.

GACC Registration Under Order No. 280

From June 1, 2026, China applies new regulations on the registration of overseas food production facilities. Businesses should determine which requirements apply to their products and complete the relevant registration procedures.

Verify Import Requirements for Agricultural Products

Depending on the product, exporters may need to meet quarantine requirements, obtain planting area registration codes, register packing facilities, and maintain traceability records.

Exporters should verify these conditions before purchasing goods or arranging shipment.

Choose Between C/O Form E and RCEP

Both mechanisms, including C/O Form E under the ASEAN–China Free Trade Area (ACFTA) and the RCEP Certificate of Origin, may allow businesses to benefit from preferential tariffs when the relevant rules of origin are satisfied.

Businesses should compare HS codes, applicable tariff rates, and documentary requirements to determine which option is more suitable for their shipments.

Estimate Logistics Costs in Advance

Businesses should clearly establish responsibility for freight, customs clearance fees, warehousing, and storage charges under the agreed delivery terms.

For perishable goods, additional time should be allowed for inspections, along with contingency plans in case transportation schedules change.

5. Truong Thanh Logistics Supports Export Procedures for Goods to China

Trường Thành Logistics assists businesses with export procedures for goods to China, from reviewing product-specific regulations and preparing documents to customs declarations and international transportation.

Depending on the characteristics of the shipment and the business’s actual needs, the company provides advice and support in the following areas:

• Reviewing product information, the proposed HS code, and requirements that need to be verified before export.
• Coordinating document preparation, customs declarations, and the handling of issues arising during customs clearance within the agreed service scope.
• Identifying the certificates and supporting documents that may be required based on the product characteristics and destination market requirements.
• Recommending suitable shipping routes and transportation methods based on delivery schedules, cargo characteristics, and the estimated budget.

To receive advice tailored to their requirements, businesses should provide the product name, HS code if available, quantity, weight, cargo collection location, and information about the importer in China.

These details help the logistics team review the documentation, identify requirements that need to be addressed, and develop an appropriate logistics plan.

6. Frequently Asked Questions About Export Procedures for Goods to China

Is C/O Form E Mandatory When Exporting Goods to China?

No. C/O Form E is not mandatory for every shipment. It is used to claim preferential tariffs under the ASEAN–China Free Trade Area (ACFTA) when the goods meet the applicable rules of origin and other relevant conditions.

Businesses should check the buyer’s requirements and compare Form E with the RCEP certificate of origin option where applicable.

What Is the Difference Between Formal and Informal Exports to China?

Formal exports are conducted under a foreign trade contract with complete customs declarations and supporting documentation. This method supports documented commercial transactions and may allow preferential tariff treatment through a C/O when the relevant conditions are met.

Informal or border trade may involve simpler procedures but is more heavily influenced by cross-border trade policies and restrictions.

Which Products Require GACC Registration?

Under Order No. 280 of the General Administration of Customs of China (GACC), effective June 1, 2026, overseas facilities involved in the production, processing, or storage of food must register under the applicable procedure for their product category.

Among these, 18 food categories require registration through the competent authority of the exporting country.

Can Businesses Use Export Entrustment Services to Ship Goods to China?

Yes. Businesses can use export entrustment services or engage customs brokers and logistics providers to perform appropriate tasks under the service agreement and applicable laws.

Before proceeding, the parties should clearly agree on the entity named as the exporter, document responsibilities, tax obligations, and payment arrangements.

To ensure a smooth export process to China, businesses should prepare the required documentation correctly and select a transportation solution suited to their shipment.

Send your shipment details to Trường Thành Logistics for advice on suitable export procedures and a detailed quotation.

Truong Thanh Logistics – Professional and Dedicated Service

Hotline: 0915 36 38 39

Head Office: 5th Floor, Tower A, Song Da Building, Pham Hung Street, Tu Liem Ward, Hanoi, Vietnam.

Email: sale@truongthanhjsc.com / info@truongthanhlogistics.com

Website: https://truongthanhlogistics.com/en/

HAI PHONG BRANCH

Address: Room C103, TTC Building, 630 Le Thanh Tong Street, Hai An, Hai Phong, Vietnam.

DA NANG BRANCH

Address: 126 Chau Thi Vinh Te Street, Ngu Hanh Son Ward, Da Nang, Vietnam.

HO CHI MINH CITY BRANCH

Address: Room 41, 4th Floor, Casanova Building, 85 Nguyen Son Street, Phu Thanh Ward, Ho Chi Minh City, Vietnam.

Fanpage: TRƯỜNG THÀNH LOGISTICS

Bài viết Export Procedures for Goods to China: Updated Regulations for 2026 đã xuất hiện đầu tiên vào ngày Trường Thành logistics.

Legal Basis and Requirements for Exporting Goods to Malaysia

Legal Basis

• Law on Foreign Trade Management and Decree No. 292/2026/ND-CP: Regulate export rights, prohibited exports, conditional exports, and goods requiring export licenses. This decree replaced Decree No. 69/2018/ND-CP on September 5, 2026.
• Law on Customs and its guiding regulations: Provide the legal basis for customs declarations, document submission, and export clearance through Vietnam’s VNACCS/VCIS electronic customs system.
• ATIGA, RCEP, and rules of origin: Goods may qualify for preferential import tariffs in Malaysia if they meet the applicable rules of origin and have valid origin documents, such as C/O Form D under ATIGA or the relevant certificate under another trade agreement.
• Malaysia’s import regulations: Include requirements imposed by the Royal Malaysian Customs Department (RMCD), the HS/AHTN classification system, tariff schedules, prohibited or restricted imports, and specialized import licensing requirements.

Requirements for Exporting Businesses

• Business registration: Hold a valid Business Registration Certificate with business activities appropriate to the goods being exported.
• Tax identification number and digital signature: Have a registered corporate tax identification number and a digital signature for electronic customs declarations.
• Customs system access: Register for and be familiar with Vietnam’s VNACCS/VCIS electronic customs clearance system.
• Eligible goods: Ensure that the goods are not prohibited or temporarily suspended from export under Vietnamese law.

Product Requirements and Special Certifications for Malaysia

• Certificate of Origin (C/O Form D): Used to claim preferential tariffs for eligible goods traded within ASEAN.
• Halal certification: Relevant to Halal products, particularly food, beverages, and cosmetics marketed or labeled as Halal in Malaysia. Businesses should check the applicable Malaysian requirements for their specific products.
• Technical standards, SIRIM, and Malaysian Standards (MS): Certain electronic products, construction materials, and consumer goods may need to comply with Malaysian Standards or obtain certification from SIRIM.
• Product labeling: Ensure that labels clearly state the country of origin and other information required under Malaysian regulations, including importer details where applicable.

Documents Required for Exporting Goods to Malaysia

A standard commercial export shipment generally requires the following documents:

• Sales Contract: Specifies the buyer and seller, goods, quantities, prices, and delivery terms.
• Commercial Invoice: States the transaction value and agreed delivery terms.
• Packing List: Details the number of packages, weight, and packing specifications.
• Export Customs Declaration: Submitted electronically through the customs system.
• Bill of Lading (B/L) or Air Waybill (AWB): Serves as the transport document for sea or air freight.
• C/O Form D: Prepared when proof of origin is required or preferential tariffs are being claimed.
• Specialized documents: May include quarantine certificates, Halal certification, or product-specific permits, depending on the goods.

Note: C/O Form D is not a mandatory document for export customs clearance. It allows the Malaysian importer to claim preferential tariff treatment under ATIGA when the goods satisfy the applicable origin requirements. Businesses should not confuse Form D with Form AK, which applies to trade between ASEAN and South Korea.

The issuance of C/O Form D is governed by Circular No. 19/2020/TT-BCT dated August 14, 2020, as amended by Circular No. 10/2022/TT-BCT dated June 1, 2022. The previous version of Form D ceased to be issued on November 1, 2022. If a C/O is issued after the export date, box 13 should be marked “Issued Retroactively.”

Step-by-Step Process for Exporting Goods to Malaysia

Step 1: Check the Goods and Agree on Transaction Terms

Identify the product name, intended use, provisional HS code, quantity, and value. Both parties should agree on delivery terms, payment deadlines, and required documents. If the goods are subject to specialized management, check the applicable licensing requirements before export.

Step 2: Prepare Export Documents

Prepare the sales contract, commercial invoice, packing list, and other relevant documents. Product descriptions, quantities, weights, and values must be consistent across all documents. If preferential tariffs are sought in Malaysia, verify the applicable rules of origin before applying for the appropriate C/O.

Step 3: Submit an Electronic Customs Declaration in Vietnam

The exporter or its customs service provider submits an electronic declaration containing information about the goods, HS code, customs value, and export type. After submission, customs authorities assign a clearance channel, which determines whether documents or the physical shipment require inspection. Additional information must be provided if requested.

>>> Read more: Export Procedures for Goods to Europe: Requirements and Process in 2026

Step 4: Complete Customs Clearance and Handover the Goods

Once customs requirements are satisfied, complete export clearance and deliver the goods to the designated port or airport according to schedule.

For sea freight, coordinate container loading, port delivery, and the shipping line’s cargo cut-off time. For air freight, pay attention to cargo acceptance deadlines, packaging specifications, and aviation security requirements.

Step 5: Finalize Shipping Documents and Track the Shipment

After the carrier accepts the goods, obtain the transport document and send the required document set to the business partner as agreed. Track the vessel or flight schedule, update delivery status, and coordinate with the Malaysian importer to prepare for import customs clearance.

Tips to Minimize Risks When Exporting Goods to Malaysia

• Use the correct HS code: Incorrect classification may result in errors in product policies, tariff rates, or required documentation.
• Check import requirements before shipping: This is particularly important for food, agricultural products, goods of animal origin, and other regulated items.
• Keep documents consistent: Product descriptions, quantities, weights, and values must match across the sales contract, invoice, packing list, and customs declaration.
• Verify ATIGA preferential tariff eligibility: Do not apply for a C/O based solely on the country where the goods were manufactured. Check the specific rules of origin applicable to the product.
• Clarify responsibilities under Incoterms: Determine which party is responsible for freight, insurance, import clearance, and additional charges at the destination port.

Truong Thanh Logistics: Professional Export Procedures Support for Malaysia

If your business needs to export goods but is unfamiliar with Malaysian market regulations, Trường Thành Logistics provides comprehensive support for export procedures to Malaysia.

Our team can assist with:

• Product policy checks: Identify HS codes, export conditions, and any applicable licensing requirements.
• Document preparation: Review commercial invoices, packing lists, and export documentation to minimize inconsistencies and errors.
• Customs declarations: Handle export customs procedures in Vietnam based on the actual shipment documents.
• C/O Form D support: Advise on rules of origin and prepare application documents for preferential tariff treatment under ATIGA when the goods meet the applicable requirements.
• International freight forwarding: Recommend suitable transportation options based on cargo characteristics and delivery schedules.
• Shipment tracking: Coordinate with relevant parties, provide shipment updates, and assist in resolving unexpected issues.

With a team of more than 100 experienced professionals, an extensive network of over 200 agents, and offices in Hanoi, Hai Phong, Da Nang, and Ho Chi Minh City, Trường Thành Logistics provides tailored logistics solutions to support businesses throughout the export process.

Contact our team to discuss your shipment requirements and find a suitable export solution.

Frequently Asked Questions About Export Procedures to Malaysia

Is C/O Form D mandatory for exporting goods to Malaysia?

No. C/O Form D is not mandatory for export customs clearance. However, the Malaysian importer may request it to claim preferential tariff treatment under ATIGA, provided the goods meet the applicable rules of origin.

Do food products exported to Malaysia require Halal certification?

Not all food products exported to Malaysia require Halal certification. The requirement applies to products marketed, labeled, or declared as Halal under the relevant Malaysian regulations. Businesses should verify the specific requirements for their products before shipping.

How long does it take to complete export procedures to Malaysia?

The overall process generally takes around 7–10 days for sea freight and 1–5 days for air freight. Actual transit times depend on the shipping schedule, route, customs clearance, cargo type, and documentation requirements. These estimates should not be treated as guaranteed customs processing times.

To export goods to Malaysia successfully, businesses should prepare complete documentation, check product-specific regulations, follow Vietnamese customs procedures, and verify eligibility for preferential tariffs where applicable.

If your business lacks experience in export documentation or international freight coordination, Trường Thành Logistics can assist with document checks, customs declarations, and international transportation.

Send us your shipment details today for consultation on export procedures to Malaysia!

TRUONG THANH LOGISTICS – Professional and Dedicated Logistics Services

Hotline: +84 915 36 38 39

Head Office: 5th Floor, Tower A, Song Da Building, Pham Hung Street, Tu Liem Ward, Hanoi, Vietnam.

Email: sale@truongthanhjsc.com / info@truongthanhlogistics.com

Website: https://truongthanhlogistics.com/en/

HAI PHONG BRANCH

Address: Room C103, TTC Building, 630 Le Thanh Tong Street, Hai An District, Hai Phong, Vietnam.

DA NANG BRANCH

Address: 126 Chau Thi Vinh Te Street, Ngu Hanh Son Ward, Da Nang, Vietnam.

HO CHI MINH CITY BRANCH

Address: Room 41, 4th Floor, Casanova Building, 85 Nguyen Son Street, Phu Thanh Ward, Ho Chi Minh City, Vietnam.

Facebook: TRUONG THANH LOGISTICS

Bài viết Export Procedures to Malaysia: Detailed Guide to Documents and Processes đã xuất hiện đầu tiên vào ngày Trường Thành logistics.

Key Requirements Before Exporting Goods to Europe

To enter the EU market, businesses should review all applicable requirements during the initial preparation stage rather than focusing solely on customs clearance.

Comply with Legal Requirements and Identify the Correct HS Code

Before exporting, businesses must determine the appropriate product classification and identify the import requirements applicable to their goods.

Key considerations include:

• EORI number: Importers in the EU generally need an Economic Operators Registration and Identification (EORI) number to conduct customs procedures. This identifier is used for customs-related activities within the EU.
• HS code classification: Businesses must identify the correct Harmonized System (HS) code and verify the EU regulations applicable to each product.
• Import duties and EVFTA preferences: The HS code serves as the basis for determining applicable import duties and assessing eligibility for preferential tariffs under the EU-Vietnam Free Trade Agreement (EVFTA), provided the goods satisfy the relevant rules of origin.
• Country-specific requirements: Individual EU member states may impose additional national requirements. Businesses should confirm these details with their importers before shipping.

Meet Product Standards and Traceability Requirements

Goods exported to the EU must comply with the technical, safety, and environmental requirements applicable to their product categories. Businesses should identify the relevant standards in advance and prepare the necessary certifications, technical documentation, and traceability records.

Common requirements include:

• Safety and technical standards: Products such as machinery, electrical and electronic equipment, toys, and medical devices may need to comply with applicable EU legislation and bear the CE marking before being placed on the market.
• Chemical and environmental regulations: Goods containing chemicals and certain electrical or electronic products may be subject to the Registration, Evaluation, Authorisation and Restriction of Chemicals (REACH) and Restriction of Hazardous Substances (RoHS) requirements.
• Food, agricultural, and forestry products: Depending on the product, exporters may need to meet food safety, residue, quality, raw material origin, or certification requirements, such as HACCP, GlobalG.A.P., EU Organic, and FSC.
• Traceability: For commodities covered by the EU Deforestation Regulation (EUDR), including coffee, rubber, cocoa, timber, soy, and palm oil, businesses may need to prepare data demonstrating product origin and production locations in accordance with the EU’s deforestation-related requirements.

What Documents Are Required for Exporting Goods to Europe?

Export Procedures for Goods to Europe depends on the type of goods, transportation method, and import requirements of the destination country. In general, businesses should prepare the following three groups of documents.

1. Commercial and Transportation Documents

These documents support commercial transactions, customs declarations, and the transportation of goods.

• Sales Contract or Purchase Order (PO): Specifies product details, quantities, prices, Incoterms, and payment terms.
• Commercial Invoice: States the value of the shipment and serves as a reference for payment and customs declarations.
• Packing List: Provides details of the number of packages, packaging specifications, gross and net weight, and cargo volume.
• Bill of Lading (B/L) or Air Waybill (AWB): Transportation documents issued by the shipping line or airline, respectively.
• Export Customs Declaration: Submitted by the exporter to declare the shipment to Vietnamese customs authorities.

2. Certificate of Origin Documents

Businesses seeking preferential tariffs under EVFTA must prepare documents demonstrating that their goods meet the applicable rules of origin.

• Certificate of Origin (C/O): Depending on the shipment and applicable EVFTA provisions, exporters may use a Certificate of Origin Form EUR.1 or another permitted origin certification method.
• Alternative proof of origin: Depending on the shipment value, product category, and applicable certification mechanism, an origin declaration or another permitted form of proof may be used.
• Supporting origin records: Businesses should retain documentation concerning raw materials, manufacturing processes, and product origin in case verification is required.

3. Specialized Documents and Inspection Certificates

These documents are required only when the product category, applicable regulations, or delivery terms call for them.

• Cargo insurance certificate: Required when the applicable Incoterms make the exporter responsible for arranging insurance.
• Phytosanitary certificate: Commonly required for agricultural products, plants, and certain plant-derived goods.
• Fumigation certificate: May be required when wooden pallets, crates, or other wooden packaging materials are used.
• Quality certificates and inspection reports: Prepared according to product regulations or buyer requirements, including technical documents, Certificates of Quality (CQ), and laboratory test results.
• Industry-specific documentation: Certain goods may require CE-related documentation, Material Safety Data Sheets (MSDS), or other relevant technical records.

Updated Export Procedures for Goods to Europe in 2026

Export procedures for goods to Europe vary according to the product category, HS code, transportation method, and agreement between the seller and buyer. Businesses should review both Vietnamese regulations and the import requirements of the relevant EU destination before preparing a shipment.

Step 1: Identify the Goods, HS Code, and Commercial Terms

The exporter and buyer should agree on the product description, quantity, selling price, payment terms, and delivery conditions, such as FOB, CIF, or EXW.

The exporter then determines the appropriate HS code to check import and export duties, licensing requirements, and applicable product management policies. Initial documents generally include the sales contract, Commercial Invoice, and Packing List.

Step 2: Verify Product Standards and Labeling Requirements

Businesses must identify the standards applicable to each product because the EU does not impose a single set of requirements on all imported goods.

Depending on the product, the relevant documentation may include CE-related records, REACH or RoHS compliance documents, phytosanitary certificates, or organic certification.

Exporters should also check labeling requirements, the languages required on product labels, and information identifying the responsible economic operator in the EU, where applicable.

Step 3: Obtain Licenses and Prepare Proof of Origin

If the goods are subject to specialized management, the exporter must obtain the necessary licenses or complete the required inspections before export.

For goods that satisfy EVFTA rules of origin, businesses may use a Certificate of Origin Form EUR.1 or another applicable origin certification mechanism, depending on the shipment and the relevant eligibility conditions.

Important 2026 update for distance sales to the EU: Businesses should distinguish distance sales shipments from ordinary commercial export consignments. From July 1, 2026, imported goods valued at no more than EUR 150 and covered by the applicable distance sales arrangements are subject to a temporary customs duty of EUR 3. From November 1, 2026, these consignments will also be required to declare a PID code.

Step 4: Arrange Transportation and Prepare the Goods

The exporter books cargo space with a shipping line, airline, or freight forwarder according to the delivery schedule.

Goods must be packaged appropriately for the selected transportation method and labeled in accordance with applicable regulations. If required under the agreed delivery terms, the exporter must also arrange cargo insurance.

Step 5: Submit the Export Customs Declaration

The exporter or its customs broker submits the export declaration through Vietnam’s VNACCS/VCIS customs system and provides the supporting documents requested by the authorities.

The declaration may be assigned to a customs processing channel requiring document review or physical cargo inspection. Clearance times vary depending on the shipment and the outcome of the inspection process.

Step 6: Hand Over the Goods, Obtain the Transport Document, and Finalize the Paperwork

After customs clearance, the exporter hands the goods over to the transportation provider and checks the details stated on the Bill of Lading or Air Waybill.

The exporter then sends the buyer the documents agreed upon, typically including the Commercial Invoice, Packing List, B/L or AWB, proof of origin, and any applicable specialized certificates.

Truong Thanh Logistics: Professional Support for Export Procedures to Europe

With more than 13 years of experience in international logistics, Truong Thanh Logistics supports businesses throughout the process of shipping goods to European markets. Its team of more than 100 professionals specializing in import and export operations can assist with:

• HS code classification and regulatory checks: Reviewing HS codes, product management policies, and specialized requirements.
• Export documentation and EVFTA consultation: Advising on export documents, Certificates of Origin, and EVFTA rules of origin.
• Customs services: Handling customs declarations, processing documentation, and monitoring clearance progress.
• International freight forwarding: Coordinating international transportation and arranging deliveries to EU markets.

Frequently Asked Questions About Export Procedures to Europe

Can Shipments Worth Less Than EUR 6,000 Use Self-Certification of Origin?

Under applicable trade agreement provisions, eligible exporters may be permitted to self-certify the origin of goods. However, the EUR 6,000 threshold does not automatically grant every exporter the right to use self-certification under EVFTA or UKVFTA.

Eligibility depends on the specific agreement, the applicable origin certification mechanism, and the exporter’s status or authorization. Businesses should verify the relevant requirements before making an origin declaration.

Do Goods Exported to Europe Require an ICS2 Declaration?

Yes. Goods entering or transiting through the EU may be subject to Import Control System 2 (ICS2) requirements, including the submission of an Entry Summary Declaration (ENS) before arrival.

The party responsible for submitting the declaration depends on the transport mode, contractual arrangements, and applicable regulations. Carriers, freight forwarders, or other designated parties commonly handle this filing.

What Services Does Truong Thanh Logistics Provide for Exports to Europe?

Truong Thanh Logistics provides customs declaration services, assistance with Certificate of Origin applications, export entrustment services, import and export licensing support, and international freight transportation.

Businesses can contact the hotline at 0915 36 38 39 to discuss the specific requirements of their shipments.

Export procedures for goods to Europe involve multiple stages, from identifying the correct HS code and checking regulatory requirements to preparing documentation, proving origin, completing customs declarations, and arranging transportation.

Businesses should carefully review the requirements applicable to each product and destination market to minimize errors, delays, and unexpected costs.

Send your shipment details to Truong Thanh Logistics, and our team will help review the applicable requirements and develop a suitable export plan before your goods are shipped.

Truong Thanh Logistics – Professional and Dedicated Service

Hotline: 0915 36 38 39

Head Office: 5th Floor, Tower A, Song Da Building, Pham Hung Street, Tu Liem Ward, Hanoi, Vietnam.

Email: sale@truongthanhjsc.com / info@truongthanhlogistics.com

Website: https://truongthanhlogistics.com/en/

HAI PHONG BRANCH

Address: Room C103, TTC Building, 630 Le Thanh Tong Street, Hai An District, Hai Phong, Vietnam.

DA NANG BRANCH

Address: 126 Chau Thi Vinh Te Street, Ngu Hanh Son Ward, Da Nang City, Vietnam.

HO CHI MINH CITY BRANCH

Address: Room 41, 4th Floor, Casanova Building, 85 Nguyen Son Street, Phu Thanh Ward, Ho Chi Minh City, Vietnam.

Fanpage: TRUONG THANH LOGISTICS

Bài viết Export Procedures for Goods to Europe: Requirements and Process in 2026 đã xuất hiện đầu tiên vào ngày Trường Thành logistics.

Requirements for Exporting Automotive Spare Parts

In general, automotive spare parts exported from Vietnam are handled as ordinary goods, except for products subject to export bans, temporary suspension, licensing requirements, or specialized management regulations. Businesses need to correctly determine the HS code, whether the goods are new or used, and their origin, while checking requirements on standards, labeling, technical safety, and environmental regulations in the importing country.

HS Codes for Automotive Spare Parts

Automotive spare parts are not classified under a single chapter. These products are classified based on their structure and function and may fall under Chapters 40, 70, 84, 85, or 87 of Vietnam’s List of Imports and Exports. In addition, engines, pumps, filters, and electrical equipment are often classified under Chapter 84 or 85 according to the Notes to Section XVII.

What Documents Are Required for Automotive Spare Parts Export Procedures?

The automotive spare parts export documentation should be prepared based on the characteristics of the shipment, transportation method, and requirements of the destination market. In general, businesses need documents for customs declaration, commercial transactions, and cargo transportation.

Basic Documents

• Export customs declaration: Contains shipment information such as HS code, product description, quantity, value, origin, and other relevant details.
• Commercial Invoice: Shows the value of the goods, unit price, total amount, and delivery terms.
• Packing List: Specifies the number of packages, packing method, weight, dimensions, and distribution of the goods.
• Sales Contract: Sets out the terms and conditions agreed between the exporter and the overseas buyer.
• Bill of Lading (B/L) or Air Waybill: Issued by the carrier to confirm receipt and transportation of the shipment.

Documents Required Depending on the Shipment

• C/O (Certificate of Origin): Certifies the origin of the goods and is often required to obtain preferential tariffs under FTAs or comply with import regulations in the destination country.
• Quality and technical documents: May include CQ/CA, catalogs, technical specifications, or specialized certificates if the goods are subject to specific regulations.
• Insurance documents: Required when the delivery terms or contract require the exporter to purchase insurance for the shipment.
• Fumigation Certificate: May be required when wooden packaging, pallets, or wooden dunnage are used and are subject to treatment requirements in the destination country.

Automotive Spare Parts Export Procedures

The automotive spare parts export process consists of 5 main steps. Businesses should review shipment information from the beginning to minimize the risk of incorrect HS codes, missing documents, or issues after the goods have been delivered to the port.

Step 1: Check the Goods and Prepare Documents

First, businesses need to clearly identify the spare part name, part number, product condition, quantity, and manufacturer information. Based on this information, prepare the sales contract, commercial invoice, packing list, bill of lading, and additional documents such as C/O, technical documents, or specialized certificates if required.

Step 2: Determine the HS Code and Export Policy

Businesses should determine the appropriate HS code based on the product’s structure, materials, and function. At the same time, they should check Vietnam’s export regulations and import requirements in the destination country, particularly for used goods or products subject to specific technical, quality, or environmental requirements.

Step 3: Declare and Submit the Customs Declaration

Once the documents are complete, businesses declare shipment information through the electronic customs system, including the HS code, quantity, value, origin, and other relevant details. After submission, the declaration will be assigned to a green, yellow, or red channel, corresponding to different levels of customs inspection.

Step 4: Complete Customs Clearance

Depending on the channel result, businesses must fulfill customs requirements such as presenting or supplementing documents or submitting the goods for physical inspection. Once the documents and goods meet the requirements, businesses complete the relevant tax and fee obligations to obtain customs clearance.

Step 5: Ship the Goods Overseas

After customs clearance, businesses coordinate with shipping lines, airlines, or logistics providers to move the goods into the customs supervision area and complete the Export Procedures for Goods. Finally, the business provides the necessary documents to the carrier and overseas partner to complete the international delivery process.

0% VAT and Invoicing for Exported Automotive Spare Parts

Exported automotive spare parts may be subject to 0% VAT if the conditions under Article 18 of Decree No. 181/2025/ND-CP are satisfied.

Businesses need to have a contract, non-cash payment documents, and a completed customs declaration. All relevant records, invoices, and supporting documents should be retained to demonstrate eligibility for the 0% VAT rate and to declare or claim input VAT refunds where applicable.

Truong Thanh Logistics Provides Comprehensive Automotive Spare Parts Export Services

For businesses that are not yet able to directly act as exporters or do not have dedicated export personnel, Trường Thành Logistics provides comprehensive support for each shipment, from checking applicable policies to customs clearance and international transportation.

• HS code consultation: Review spare part information, determine the appropriate HS code, and check export policies.
• Export Entrustment Services: Handle export procedures on a shipment-by-shipment basis for businesses that cannot directly act as the exporter.
• Customs declaration: Guide document preparation, submit customs declarations, handle channel assignment, and coordinate physical inspection when required.
• C/O support: Advise on the appropriate C/O form and prepare the application documents when required.
• International transportation: Coordinate multimodal transportation to Japan, Singapore, Malaysia, China, the United States, France, and other markets.
• Shipment tracking: Coordinate the process from receiving shipment information and customs clearance to transportation and document handover.

Frequently Asked Questions About Automotive Spare Parts Export Procedures

Do Automotive Spare Parts Require an Export License?

New automotive spare parts (100% new) generally do not require an export license when exported from Vietnam, except for certain special cases involving military-controlled goods or restricted exports.

What Procedures Are Required to Export Automotive Spare Parts to China?

Exporting automotive spare parts from Vietnam to China requires standard commercial export procedures, including preparing the sales contract, completing customs declaration procedures in Vietnam, preparing transportation documents, and coordinating with the importer to complete import customs clearance procedures in China.

Is a C/O Required When Exporting Automotive Spare Parts to Japan?

A C/O (Certificate of Origin) is not generally mandatory when exporting automotive spare parts to Japan, unless the Japanese importer requires it to claim preferential tariff treatment under applicable Free Trade Agreements (FTAs).

What Should Businesses Consider Regarding Labeling and Standards When Exporting Automotive Spare Parts to the US?

When exporting automotive spare parts to the US, labels should generally be in English and include the product name, country of origin, manufacturer, product code, and safety instructions. Businesses should check the requirements of CBP, NHTSA, and applicable FMVSS standards. Parts related to vehicle emissions may also be subject to EPA requirements.

Businesses that properly follow automotive spare parts export procedures can take greater control of document preparation and the process of shipping goods overseas.

If your business does not yet have dedicated export personnel, you can choose Trường Thành Logistics to receive support with document preparation, customs declaration, and international transportation on a shipment-by-shipment basis.

Truong Thanh Logistics – Professional and Dedicated

Hotline: 0915 36 38 39

Head Office: 5th Floor, Tower A, Song Da Building, Pham Hung Street, Tu Liem Ward, Hanoi.

Email: sale@truongthanhjsc.com / info@truongthanhlogistics.com

Website: https://truongthanhlogistics.com/en/

HAI PHONG BRANCH
Address: Room C103, TTC Building, 630 Le Thanh Tong Street, Hai An, Hai Phong

DA NANG BRANCH
Address: 126 Chau Thi Vinh Te Street, Ngu Hanh Son Ward, Da Nang City

HO CHI MINH CITY BRANCH
Address: Room 41, 4th Floor, Casanova Building, 85 Nguyen Son Street, Phu Thanh Ward, Ho Chi Minh City

Fanpage: TRUONG THANH LOGISTICS

Bài viết Automotive Spare Parts Export Procedures: Requirements, Documents and Process đã xuất hiện đầu tiên vào ngày Trường Thành logistics.

Requirements to Check Before Proceeding with Entrusted Export Procedures

Before signing an entrusted export agreement, businesses should review the following five key areas:

• Check product-specific export regulations: Determine whether the goods are prohibited or temporarily suspended from export, require an export license, or are subject to specialized inspections. If the goods are subject to specific conditions, all applicable legal requirements must be met before proceeding with the entrusted export arrangement.
• Verify the status and capabilities of the entrusted export service provider: Check the provider’s legal status as a trader, registered business activities, and experience in customs clearance and import-export procedures. For specialized goods, businesses should prioritize providers with relevant experience handling the same product category.

• Clarify tax and documentation responsibilities: Agree in advance on which party is responsible for taxes, invoices, supporting documents, and related financial obligations. This helps prevent missing documentation during tax declarations or post-export reconciliation.
• Agree on service fees and additional costs: The contract should clearly specify the entrusted export service fee, freight charges, port fees, insurance, specialized inspection fees, and how additional expenses will be handled. Businesses should not agree to a single lump-sum fee without defining the scope of services.
• Clearly define responsibilities in the event of risks: Determine which party is responsible if goods are held, documents contain errors, customs clearance is delayed, goods are damaged, or unexpected costs arise. These provisions provide a basis for cooperation when problems occur during shipment processing.

Reviewing these areas in advance helps businesses determine whether the goods are eligible for export, whether the service provider is suitable, and how to minimize potential issues involving documentation, taxes, and customs clearance.

>>> Read more: Entrusted export: Procedures, Required Documents and Invoicing in 2026.

Updated Entrusted Export Procedures for 2026

According to Official Letter No. 15467/CHQ-GSQL dated April 20, 2026, issued by the Customs Department, entrusted export procedures are carried out in accordance with the applicable regulations on entrusted exports, customs procedures, and documentation requirements. The process can be summarized in the following steps:

Step 1: Prepare and Sign the Entrusted Export Agreement

Both parties review the product name, HS code, product-specific regulations, and export requirements before proceeding. The entrusting party and the entrusted export service provider then sign an agreement specifying the scope of work, costs, and each party’s responsibilities.

Step 2: Transfer Goods from the Entrusting Party to the Service Provider

The entrusting party hands over the goods and necessary supporting documents to the entrusted export service provider. Appropriate handover records should be prepared to support goods management and subsequent export procedures.

Step 3: Submit Customs Declarations and Complete Customs Procedures

The entrusted export service provider submits the customs declaration and prepares the required documents in accordance with current regulations. If the shipment is selected for a physical inspection, the goods must be presented to customs authorities for inspection before customs clearance can be completed.

Step 4: Issue Invoices and Complete Payment

After the goods have completed export customs for goods and received customs clearance confirmation, the entrusting party and the entrusted export service provider issue invoices and supporting documents in accordance with applicable regulations. Both parties then reconcile the value of the goods, entrusted export service fees, and related expenses before completing payment.

Step 5: Finalize and Retain Documentation

After the export is completed, both parties reconcile and retain the entrusted export agreement, customs declaration, invoices, shipping documents, payment records, and other relevant paperwork. A complete set of records helps businesses with tax declarations, transaction reconciliation, and explanations when required.

Common Mistakes in Entrusted Export Procedures

Errors in entrusted export procedures can occur at various stages, from contract signing and document preparation to customs declarations and tax reporting. Carefully checking each step from the beginning helps minimize document amendments and unexpected costs.

1. Missing Important Clauses in the Entrusted Export Agreement

If the agreement does not clearly specify service fees, additional expenses, or responsibilities in the event of customs clearance delays or other incidents, disputes may arise between the two parties.

What businesses should do: Clearly agree on service fees, related expenses, each party’s responsibilities, and risk management procedures before signing the contract.

2. Inaccurate Customs Declaration Information

Common errors include incorrect HS codes, product descriptions, quantities, or information about the parties involved. Inconsistencies may require document amendments or result in additional inspections.

What businesses should do: Cross-check the contract, commercial invoice, packing list, and actual goods before submitting the customs declaration. Carefully verify the HS code and applicable product regulations.

3. Inconsistent Information Across Documents

Discrepancies in product descriptions, quantities, or values between the entrusted export agreement, export contract, invoices, customs declaration, and shipping documents can complicate document reconciliation.

What businesses should do: Establish a consistent set of shipment information and cross-check all documents before starting the export procedures.

4. Confusion Regarding Invoices and Value-Added Tax (VAT)

Businesses may confuse the value of the goods with the fees for Export Entrustment Services, resulting in incorrect invoice issuance or tax declarations.

What businesses should do: Clearly distinguish each transaction, determine the appropriate invoice issuance timing and tax obligations of both the entrusting party and the service provider, and retain sufficient supporting documents evidencing the export transaction.

5. Failure to Retain Complete Post-Export Documentation

After the goods have been exported, retaining only the customs declaration while omitting the entrusted export agreement, invoices, payment records, or other supporting documents can make subsequent reconciliation and explanations more difficult.

What businesses should do: Compile a complete post-export file and retain all documents related to both the entrusted export transaction and the shipment. This facilitates inspections, tax declarations, and tax finalization when necessary.

When Should Businesses Use Entrusted Export Services?

Businesses may consider using entrusted export services when:

• They lack experience handling international trade contracts, shipping documents, customs declarations, and related procedures.
• They do not have specialized import-export personnel to oversee the entire process, from document preparation to delivery to overseas partners.
• They are unfamiliar with preparing commercial invoices, packing lists, customs declarations, Certificates of Origin (C/O), or other documents required for specific shipments.
• Their goods require export licenses, specialized inspections, or compliance with specific regulatory requirements and may need support from an experienced service provider.
• They are exporting to a new market for the first time and are unfamiliar with its documentation requirements, shipping and delivery arrangements, and relevant regulations.
• They want to outsource part or all of their export operations to a specialist under an agreed scope of work, reducing the workload associated with documentation, customs procedures, and logistics.

For manufacturing, trading, and distribution businesses, entrusted export services can reduce the operational workload. However, businesses must still carefully control product information, contracts, documentation, and related tax obligations.

Truong Thanh Logistics Provides End-to-End Entrusted Export Services for Individual Shipments

Businesses exporting for the first time often encounter difficulties checking product regulations, preparing documents, and completing customs procedures, particularly when they do not have dedicated personnel.

Truong Thanh Logistics supports businesses with Entrusted Import-Export, including:

• Checking product-specific regulations and requirements.
• Advising on and preparing documents and supporting paperwork.
• Submitting customs declarations and completing customs procedures.
• Coordinating international transportation and finalizing post-export documentation.

Frequently Asked Questions About Entrusted Export Procedures

Question 1: Is a Separate License Required for Entrusted Exports?

A separate “entrusted export license” is not required solely because an export is conducted through an entrusted arrangement. However, either the entrusting party or the entrusted export service provider must hold the required license if the goods fall under a category subject to export licensing or specific export conditions.

Question 2: Whose Name Appears on the Customs Declaration, and Who Pays the Taxes?

The entrusted export service provider is listed as the exporter on the customs declaration, while the goods owner is identified in the section for the entrusting party. Under Article 3 of Vietnam’s 2016 Law on Export and Import Duties, both the goods owner and the entrusted organization are considered taxpayers.

Question 3: How Long Do Entrusted Export Procedures Take?

Entrusted export procedures typically take 1–3 working days for preparation and customs clearance, provided the goods meet all applicable requirements and are not subject to specialized inspections.

Completing entrusted export procedures correctly from the outset helps businesses minimize potential issues during shipment processing while clearly defining the responsibilities of the entrusting party and the entrusted export service provider. Each product and destination market may involve specific requirements that should be reviewed before implementation.

Send your shipment details to Truong Thanh Logistics so our team can discuss and agree on a suitable solution with your business before proceeding.

Truong Thanh Logistics – Professional and Dedicated Service

Hotline: 0915 36 38 39

Head Office: 5th Floor, Tower A, Song Da Building, Pham Hung Street, Tu Liem Ward, Hanoi, Vietnam.

Email: sale@truongthanhjsc.com / info@truongthanhlogistics.com

Website: https://truongthanhlogistics.com/en/

HAI PHONG BRANCH

Address: Room C103, TTC Building, 630 Le Thanh Tong Street, Hai An District, Hai Phong, Vietnam.

DA NANG BRANCH

Address: 126 Chau Thi Vinh Te Street, Ngu Hanh Son Ward, Da Nang, Vietnam.

HO CHI MINH CITY BRANCH

Address: Room 41, 4th Floor, Casanova Building, 85 Nguyen Son Street, Phu Thanh Ward, Ho Chi Minh City, Vietnam.

Fanpage: TRUONG THANH LOGISTICS

Bài viết Entrusted Export Procedures: How Can Businesses Minimize Errors? đã xuất hiện đầu tiên vào ngày Trường Thành logistics.

What Is an Export Entrustment Company?

An export entrustment company is a service provider (the entrusted party) that carries out part or all of the export process on behalf of a business or individual (the entrusting party), including transactions with foreign customers, customs declarations, obtaining C/O and specialized permits (if required), international transportation, and payment document processing.

For a deeper understanding of the process and how to issue invoices, you can also refer to: Entrusted export: Procedures, Required Documents and Invoicing in 2026.

Benefits of Hiring an Export Entrustment Company

When a business does not have a dedicated import-export department, hiring an export entrustment company can reduce the burden of procedures and staffing.

• Minimize legal risks: Entrusted service providers have experience in customs declarations, documentation, taxes, and import-export regulations, helping reduce errors and ensure compliance with applicable requirements.
• Shorten processing time: Support throughout transportation, document preparation, and customs clearance helps businesses complete shipments more quickly, especially when they have limited experience.
• Provide legal entity status: Individuals or businesses that are not yet eligible to conduct foreign trade transactions directly can work through an entrusted service provider to carry out import-export activities.
• Leverage partner networks: Entrusted service providers often have established networks of transportation partners, shipping lines, airlines, and logistics agents, providing more options for transportation solutions and costs.
• Save resources: Businesses do not need to invest in additional personnel or establish a dedicated import-export department, making this option suitable for businesses that are new to international trade, have a limited number of shipments, or are testing a new market.

Which Businesses Should Hire an Export Entrustment Company?

Export Entrustment Services are suitable for businesses that do not yet have sufficient resources or experience to independently carry out export activities.

• No experience or dedicated import-export department: Businesses that are new to international markets and do not yet have specialized personnel handling documentation, customs procedures, and export processes.
• Individuals and household businesses that are not eligible to conduct international transactions directly: Those who want to bring goods to foreign markets but do not yet meet the necessary conditions to conduct export transactions independently.
• Exporting specialized goods: Goods that require permits, specialized inspections, certifications, or are subject to specific regulations in the importing market.
• First-time exports to a new market: Businesses that are unfamiliar with documentation requirements, product standards, and customs clearance procedures and need support from an experienced service provider.

7 Criteria for Choosing the Right Export Entrustment Company

Not every export entrustment provider has experience handling all types of goods and markets. Before signing a contract, businesses should review the following criteria to choose a provider that fits their needs and minimize risks during the export process.

1. Check Legal Status

Check the company’s name, tax identification number, trader status, and scope of operations to ensure that the provider is legally qualified to offer export entrustment services.

2. Understanding of Products and Export Markets

Prioritize providers that have handled similar products and markets, as each country has its own requirements regarding labeling, quarantine, certifications, and import conditions.

Example: A business exporting agricultural products to the EU should choose a provider that has experience handling agricultural goods and understands the market’s requirements for quarantine, C/O, traceability, and labeling.

3. Transparent Pricing and Contracts

The quotation should clearly separate entrustment service fees, transportation charges, port fees, C/O fees, taxes, and other additional costs so that the business can easily control the total expenses.

4. Experience in Handling C/O and Specialized Permits

If the goods require a C/O, quarantine certificates, CITES, or other specialized permits, businesses should verify the provider’s capabilities and experience in handling each type of documentation in advance.

5. International Agent and Partner Network

Businesses should choose a provider with a network of agents and partners in export markets to ensure smooth coordination from Vietnam to the importing country.

Example: If a business regularly exports to the United States, it may prioritize a provider with agents in the US to facilitate coordination when a shipment requires additional documents or encounters issues during delivery.

6. Clearly Defined Responsibilities in Case of Incidents

The contract should clearly define each party’s responsibilities in cases of delayed delivery, issues at the destination port, damage during transportation, or situations involving compensation and cargo insurance.

7. Consulting and Support Capabilities

Businesses should choose a provider that can provide clear consultation and support throughout the export process, from checking HS codes and product policies to preparing documents and meeting the requirements of the importing market.

Risks of Choosing the Wrong Export Entrustment Company

• Delayed customs clearance: Missing or incorrect documentation, or goods subject to licensing requirements for which the necessary permits have not been properly prepared.
• Unexpected additional costs: Non-transparent quotations may result in additional service, transportation, documentation, or shipment-related charges.
• Disclosure of partner and selling price information: Since the entrusted party conducts transactions under its name, foreign customer information and selling prices may be disclosed if the contract does not include confidentiality provisions.
• Disputes over responsibilities: The parties may disagree over responsibility for taxes, additional costs, or the handling of goods when incidents occur.

Why Should Businesses Choose Trường Thành Logistics as Their Export Entrustment Company?

Trường Thành Logistics has been operating in the logistics industry since 2012, with a team of more than 100 employees who have extensive experience in import-export, customs, and international transportation.

• Experienced team: Support with checking product policies, preparing documentation, and handling export procedures for goods from A to Z.
• Experience handling specialized goods: Experience with products requiring permits or specialized regulatory management, such as handicrafts, consumer goods, wood products, and many other product categories.
• International agent network: As a member of WCA – World Cargo Alliance, Trường Thành Logistics has access to a network of more than 200 agents, facilitating transportation and delivery coordination overseas.
• Comprehensive export entrustment services: Support from document consultation, foreign trade transactions, permit applications, and customs clearance to transportation and completion of shipment documentation.

Frequently Asked Questions When Choosing an Export Entrustment Company

Question 1: How Are Export Entrustment Service Fees Calculated?

Export entrustment service fees are typically calculated at a rate of 1%–3% of the shipment value. Some providers may apply a fixed fee per shipment, depending on the agreement and scope of services.

Question 2: Who Is Responsible When Goods Are Exposed to Risks?

Responsibility when goods are exposed to risks mainly depends on the entrustment contract. Objective risks are generally borne by the entrusting party (as it remains the owner of the goods), while risks caused by the entrusted party’s fault are the responsibility of the entrusted party, which must provide compensation.

Question 3: What Information Should Businesses Provide When Requesting a Quotation?

To receive an accurate quotation, businesses should prepare the product name and description, expected HS code, quantity, weight, shipment value, pickup location, port of departure, destination port, foreign company information, applicable Incoterms, expected export date, and any existing permits or documents.

Question 4: What Types of Goods Does Trường Thành Logistics Handle for Export Entrustment?

Trường Thành provides export entrustment services for various product categories, depending on specialized regulatory requirements. Typical products include wood products (wooden pallets, pet toys), textiles and garments, agarwood, precision mechanical products, and many other goods.

In summary, before choosing an export entrustment company, businesses should clearly identify their needs, assess the provider’s capabilities, scope of support, costs, and each party’s responsibilities.

Do you have a shipment that needs to be exported? Send your shipment details to Trường Thành Logistics – our team of specialists will review them and advise on a suitable solution.

Trường Thành Logistics – Professional and Dedicated

Hotline: 0915 36 38 39
Head Office: 5th Floor, Tower A, Song Da Building, Pham Hung, Tu Liem Ward, Hanoi.
Email: sale@truongthanhjsc.com / info@truongthanhlogistics.com
Website: https://truongthanhlogistics.com/en/

HAI PHONG BRANCH
Address: Room C103, TTC Building, 630 Le Thanh Tong, Hai An, Hai Phong

DA NANG BRANCH
Address: 126 Chau Thi Vinh Te, Ngu Hanh Son Ward, Da Nang City

HO CHI MINH CITY BRANCH
Address: Room 41, 4th Floor, Casanova Building, 85 Nguyen Son, Phu Thanh Ward, Ho Chi Minh City

Fanpage: TRUONG THANH LOGISTICS

Bài viết Export Entrustment Company: What Should Businesses Consider When Choosing One? đã xuất hiện đầu tiên vào ngày Trường Thành logistics.

What Are Import Entrustment Services?

Import entrustment is a form of service in which a business or individual (the entrusting party) hires another company (the entrusted party) to carry out the necessary procedures to import goods from overseas into Vietnam.

Depending on the agreement and scope of services, the entrusted party may handle transactions with foreign suppliers, sign contracts, make international payments, arrange transportation, complete customs declarations, process relevant licenses and documents, carry out customs clearance, and hand over the goods to the entrusting party.

The parties involved in import entrustment include:

• Entrusting party: A business or individual that needs to import goods, provides product information, pays the agreed costs, and receives the goods.
• Entrusted party: The service provider responsible for import transactions, customs documentation, and other tasks specified in the contract.
• Foreign supplier: The seller responsible for providing the goods and documents in accordance with the foreign trade contract.

When Should Businesses Use Import Entrustment Services?

Import entrustment services are suitable for:

• Businesses that are new to importing and lack experience in handling documents, customs procedures, or establishing their own import-export department.
• Individuals and household businesses that do not have sufficient conditions or capacity to directly conduct international import transactions.
• Businesses importing goods subject to special management requirements, including licensing, specialized inspections, or specific standards.
• Businesses importing goods from a new market for the first time and unfamiliar with the procedures, documentation, and customs clearance requirements.
• Businesses looking to minimize errors related to product policies, tax obligations, and legal procedures during the import process.

How Much Do Import Entrustment Services Fees Cost?

Currently, import entrustment fees generally range from 1% to 3% of the shipment value. The specific fee is agreed upon by both parties, as there is no mandatory standard fee schedule.

For example, if a business imports a shipment worth VND 800 million with an entrustment fee of 2%, the service fee payable is: VND 800 million × 2% = VND 16 million. This amount does not include import duties, import VAT, transportation costs, port fees, or other additional expenses.

Businesses should clearly determine the value used as the basis for calculating the fee and the costs included in the quotation before signing the contract.

Import Entrustment Process

The import entrustment process generally consists of 6 steps, from checking import conditions to delivering the goods and completing the documentation. The specific scope of work may vary depending on the type of goods, transportation route, and service agreement.

Step 1: Check Product Information and Import Policies

The business provides information about the product name, composition, uses, origin, quantity, estimated value, and technical specifications.

The import entrustment company uses this information to determine the expected HS code, import policy, applicable taxes, and requirements for licenses, specialized inspections, or conformity certification, if applicable.

>>> See Also: Conveyor import procedures: HS codes and key considerations

Step 2: Quotation and Entrustment Contract Signing

After evaluating the shipment, both parties agree on the import plan, service fees, scope of work, and responsibilities through a contract. Businesses should request a quotation that clearly separates the entrustment fee, transportation costs, taxes, and other expenses to maintain better budget control.

Step 3: Placing Orders and Making International Payments

The entrusted party communicates with the foreign supplier, places orders, and makes payments. Both parties agree on the required documents, including the contract, Commercial Invoice, Packing List, and bill of lading. If preferential tariffs apply, the business should check the applicable rules of origin and C/O requirements.

Step 4: Transportation and Customs Documentation Preparation

The goods are transported to Vietnam by sea, air, or another suitable method. During this process, the Entrusted Import-Export prepares the customs documentation, including the contract, Invoice, Packing List, bill of lading, C/O, and specialized licenses, if applicable. Depending on the type of goods, customs authorities may request additional documents.

Step 5: Customs Declaration and Clearance

The entrusted party submits the customs declaration and handles document inspections and physical inspections of the goods. Import duties, VAT, and other taxes are determined based on the HS code, customs value, origin, and applicable tax policies. After completing financial obligations and customs clearance procedures, the goods are transported to the warehouse.

Step 6: Goods Handover and Final Settlement

After customs clearance, the entrusted party delivers the goods according to the agreement, hands over the relevant documents, and reconciles the costs. The business checks the quantity, condition of the goods, invoices, and payment documents. All documentation should be properly retained for accounting, tax declaration, and post-clearance inspection purposes.

Benefits and Risks of Import Entrustment

Import entrustment helps businesses save resources and simplify the import process. However, to minimize unexpected costs and disputes, businesses should consider both the benefits and risks before choosing an entrustment service.

Import Entrustment Services at Trường Thành Logistics

For businesses without a dedicated import-export department or those facing difficulties when importing goods from overseas, choosing an experienced logistics provider can make shipment implementation more convenient and proactive.

Trường Thành Logistics is one of the companies operating in the logistics sector in Vietnam. We provide transportation solutions and support for Comprehensive Customs Services for businesses.

When using services at Trường Thành, businesses receive consultation and support for the following services according to their actual needs:

• Consultation on import policies, required documents, and supporting paperwork.
• Support with customs procedures, licenses, and certificates of origin within the agreed scope of services.
• Integration of international transportation, freight forwarding, and delivery to the warehouse.
• Consultation on implementation plans, cost estimates, and shipment progress monitoring.

With branches in Hanoi, Hai Phong, Da Nang, and Ho Chi Minh City, Trường Thành Logistics aims to help businesses handle import-export operations efficiently, reduce operational pressure, and take greater control of their business plans.

Frequently Asked Questions About Import Entrustment Services

Does Import Entrustment Apply to All Types of Goods?

No. Goods included in the list of prohibited imports under Appendix I of Decree 292/2026/ND-CP cannot be imported through an entrustment arrangement. Goods subject to licensing or conditions under Appendix III must still obtain the required licenses or satisfy the relevant conditions before signing the contract.

How Can Businesses Prevent Foreign Supplier Information from Being Disclosed When Using Import Entrustment?

To minimize the risk of foreign supplier information being disclosed, businesses should include confidentiality provisions (NDA), control access to documents, and choose a reputable entrustment service provider.

Which Markets Does Trường Thành Logistics Provide Import Entrustment Services For?

Trường Thành Logistics provides import entrustment services from various markets. We regularly handle routes from Japan, South Korea, Singapore, Malaysia, China, the United States, France, and others. The company flexibly accepts orders based on actual requirements without limiting services to specific markets.

Overall, import entrustment services help businesses take greater control over their import operations, optimize resources, and minimize difficulties related to procedures and documentation. However, the effectiveness of the service depends on choosing an experienced entrusted party with a clearly defined scope of work and transparent costs from the outset.

Are you planning to import goods from overseas? Contact Trường Thành Logistics to develop a suitable import plan, optimize costs, and proactively manage every step of your shipment.

Trường Thành Logistics – Professional and Dedicated

Hotline: 0915 36 38 39

Head Office: 5th Floor, Tower A, Song Da Building, Pham Hung, Tu Liem Ward, Hanoi.

Email: sale@truongthanhjsc.com / info@truongthanhlogistics.com

Website: https://truongthanhlogistics.com/en/

HAI PHONG BRANCH

Address: Room C103, TTC Building, 630 Le Thanh Tong, Hai An, Hai Phong

DA NANG BRANCH

Address: 126 Chau Thi Vinh Te, Ngu Hanh Son Ward, Da Nang City

HO CHI MINH CITY BRANCH

Address: Room 41, 4th Floor, Casanova Building, 85 Nguyen Son, Phu Thanh Ward, Ho Chi Minh City

Fanpage: TRUONG THANH LOGISTICS

Bài viết Import Entrustment Services: From Costs to Implementation Process đã xuất hiện đầu tiên vào ngày Trường Thành logistics.

In this article, Truong Thanh Logistics analyzes the costs of handling exports in-house versus using export entrustment services, with examples of cost calculations per shipment to help businesses make a suitable choice.

What Are Export Entrustment Services?

Export entrustment is a method in which an individual or business (the entrusting party) hires an intermediary (the entrusted party) to carry out all or part of the process of exporting goods to foreign markets on its behalf.

Depending on the agreed scope of work, the entrusted party may handle tasks such as preparing documents, carrying out export procedures, making customs declarations, and coordinating the resolution of issues that arise during the shipment.

Businesses can also refer to Truong Thanh Logistics’ article “Entrusted export: Procedures, Required Documents and Invoicing in 2026” to better understand the concept and when this solution may be appropriate.

Comparing In-House Exporting and Export Entrustment Services

Example of Comparing Costs Per Shipment

Note: The figures below are for illustrative purposes only and do not represent fixed market rates or quotations from Truong Thanh Logistics. For an actual calculation, businesses should replace these figures with their own personnel, software, training, and operating costs, while also checking which costs are included in the entrustment service quotation.

Costs of Handling Exports In-House

Suppose a business needs one import-export employee with a monthly salary of VND 15 million. This is only the basic personnel cost and does not include software, digital signatures, training, recruitment, or management time.

If the business handles only 2 shipments per month, the personnel cost allocated to each shipment would already be:

VND 15 million ÷ 2 shipments = VND 7.5 million/shipment

If the volume increases to 10 shipments per month, the average personnel cost decreases to:

VND 15 million ÷ 10 shipments = VND 1.5 million/shipment

This shows that for businesses with a low export frequency, maintaining dedicated personnel can result in relatively high costs per shipment. At the same time, fixed costs still have to be paid even when there are only a small number of orders.

In addition to salaries, in-house operations may involve costs for professional software, digital signatures, staff training, recruitment, management time, and expenses arising from documentation errors. Therefore, when comparing in-house operations with outsourced services, businesses should consider the total actual cost rather than looking only at salary expenses.

Costs of Using Export Entrustment Services

With export entrustment services, businesses do not need to maintain dedicated personnel solely to handle shipments that occur irregularly. Costs may be calculated per shipment or based on the value of the goods, depending on the service provider’s pricing policy.

For example, suppose the illustrative service fee is 1.5% of the shipment value. For a shipment worth VND 300 million:

VND 300 million × 1.5% = VND 4.5 million/shipment

If the business handles only 2 shipments per month, the service cost would be:

VND 4.5 million × 2 shipments = VND 9 million/month

Meanwhile, the salary cost alone for one import-export employee is VND 15 million per month, excluding other operating expenses. With a low order frequency, outsourcing may allow businesses to shift from a fixed-cost model to a demand-based cost structure, thereby reducing the need to invest in a dedicated import-export department.

>>> Read more: What Is Export Entrustment? When Should You Choose It Instead of Handling Exports Yourself?

When Can Handling Exports In-House Be More Cost-Effective?

Handling exports in-house may offer cost advantages when a business has a stable shipment volume and an experienced import-export team.

Businesses may consider handling exports themselves when:

• They export multiple shipments regularly each month.
• They already have experienced import-export personnel.
• Documentation and customs declaration processes have been standardized.
• They have long-term export plans.
• They have sufficient resources to maintain an import-export department.
• Fixed costs can be reasonably allocated across a large number of shipments.

As shipment volume increases, personnel and infrastructure costs can be spread across more shipments. At this point, building an in-house team may become more efficient in the long term.

When Can Export Entrustment Services Be More Cost-Effective?

Export entrustment services are often suitable for businesses that do not want to immediately invest in a dedicated import-export department or do not yet have a sufficiently stable shipment volume.

Businesses may consider entrusting their exports when:

• They do not have dedicated personnel or experience handling documentation and customs procedures.
• Their products are subject to specific requirements regarding licenses, documentation, or specialized regulatory management.
• They do not yet have an appropriate business registration code for the goods they need to import or export.
• Individuals or household businesses do not have sufficient legal status to conduct international transactions under their own name.
• They are importing/exporting a specialized product for the first time and need an experienced party to provide support, act as the entrusted party, and share responsibility for the shipment.
• They want to reduce the time and operating costs associated with import-export activities.

At this stage, businesses can avoid the initial investment required for personnel and systems while only incurring service costs when there is an actual need, within the agreed scope of work.

Truong Thanh Logistics Provides Transparent Export Entrustment Services

Truong Thanh Logistics provides comprehensive export entrustment services, supporting businesses with tasks within the agreed scope and providing quotations based on the actual characteristics of each shipment.

Service fees are determined based on factors such as the type of goods, export market, shipment value, documentation requirements, and scope of work. This gives businesses a basis for comparing the cost with the option of building and maintaining their own import-export department.

Frequently Asked Questions About Export Entrustment Services

Is There a Mandatory Fixed Percentage for Export Entrustment Fees?

No. There is no legally mandated fixed percentage for export entrustment fees applicable to all transactions. The fee and calculation method are agreed upon by the parties based on the scope of work and the characteristics of the shipment.

Do Export Entrustment Service Fees Include Taxes and Shipment-Related Charges?

Not necessarily. The entrustment fee is the payment for services provided by the entrusted party. Taxes, fees, and other costs related to the shipment are handled and allocated in accordance with applicable regulations and the terms agreed upon in the contract.

How Are Export Entrustment Service Fees Calculated?

Depending on the service provider and the agreement between the parties, fees may be calculated as a percentage of the shipment value, a fixed fee, or based on the scope of work. Businesses should request a quotation that clearly separates service fees from other shipment-related costs before signing a contract.

Export entrustment services are suitable for businesses that want to reduce initial investment costs, do not yet have a dedicated import-export team, or do not have a sufficiently stable shipment volume to operate independently.

Rather than comparing service fees alone, businesses should calculate the total actual cost per shipment for both options. Send your shipment details to Truong Thanh Logistics for advice on a suitable export entrustment solution and a quotation based on your actual requirements.

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.

Email: sale@truongthanhjsc.com
info@truongthanhlogistics.com

Website: https://truongthanhlogistics.com

HAI PHONG BRANCH
Address: Room C103, TTC Building, 630 Le Thanh Tong Street, Hai An Ward, Hai Phong City, Vietnam.

DA NANG BRANCH
Address: 126 Chau Thi Vinh Te Street, Ngu Hanh Son Ward, Da Nang City, Vietnam.

HO CHI MINH CITY BRANCH
Address: Room 41, 4th Floor, Casanova Building, 85 Nguyen Son Street, Phu Thanh Ward, Ho Chi Minh City, Vietnam

Fanpage: TRƯỜNG THÀNH LOGISTICS

Bài viết Export Entrustment Services: Cost Comparison with Doing It Yourself đã xuất hiện đầu tiên vào ngày Trường Thành logistics.