Enterprises should pay close attention to the following key points to ensure smooth customs clearance and minimize the risk of cargo delays or administrative penalties.

1. Applicable Legal Basis

Currently, Customs authorities conduct customs procedures, inspections, and supervision for imported and exported chemicals based on a strict legal framework, including:

This shows that chemical declaration is no longer merely an administrative procedure but is now being managed under stricter requirements for transparency and enterprise accountability.

2. Enterprise Responsibilities in Customs Declaration

Under the new guidelines, the customs declarant is the party fully and solely responsible before the law for the truthfulness and accuracy of all declaration documents.

Even minor discrepancies in chemical names, concentrations, or technical descriptions may result in additional explanations, intensive inspections, or reclassification of HS codes by Customs authorities.

3. Regulations on Confidentiality of Chemical Composition Information

Many enterprises often encounter difficulties in providing detailed chemical composition information due to concerns about protecting proprietary technology or commercial formulas.

However, according to Official Letter 16292/CHQ-GSQL, certain technical information is NOT considered confidential information.

This means enterprises cannot refuse to provide MSDS or SDS documents on the grounds of protecting product formulas or technology confidentiality.

4. Obligation to Provide Technical Documents for Inspection

Since the above information is not considered confidential, enterprises are obligated to proactively provide all relevant technical documents to Customs authorities during customs procedures.

Providing these documents is mandatory for Customs authorities to:

• Inspect and accurately determine HS codes
• Apply the correct specialized management policies for the shipment
• Determine requirements related to quality inspection, import permits, or chemical declaration procedures

5. Recommendations from THT Cargo Logistics

The new regulations strongly emphasize enterprise accountability and the transparency of technical documentation in chemical import and export activities.

Proper preparation from the beginning will help enterprises:

• Reduce customs clearance delays
• Minimize warehouse and container storage costs
• Avoid risks of administrative penalties
• Improve stability in chemical import and export operations

6. Conclusion

Official Letter 16292/CHQ-GSQL demonstrates that chemical import and export management in Vietnam is becoming increasingly stricter, particularly regarding chemical composition declarations and transparency of technical documentation.

In this context, enterprises should proactively:

• Standardize chemical documentation
• Carefully review MSDS/SDS and COA documents
• Verify chemical compositions and HS codes accurately
• Coordinate closely with logistics providers and customs brokers

Comprehensive preparation from the beginning will significantly reduce risks arising during chemical customs clearance procedures.

I. PROCEDURE FOR RESETTING VNACCS PASSWORDS & UPDATING DIGITAL SIGNATURES

Applicable to businesses in the following situations:

• Forgotten or lost VNACCS administrator account passwords
• Need to update new Digital Signature information for customs declarations

1. Required Electronic Documents

2. Submission Process

Processing time: Within 03 working days from the date Customs receives complete and valid documents.

II. PROCEDURE FOR RESETTING NATIONAL SINGLE WINDOW ACCOUNTS

Depending on the status of the registered email account, businesses may follow one of the two methods below:

Case 1: Registered Email Is Still Accessible

Businesses can quickly recover their password by:

Case 2: Registered Email Is No Longer Active or Accessible

Businesses must follow a support process similar to the VNACCS password reset procedure.

Processing time: Within 03 working days from the date Customs receives complete and valid documents.

III. TECHNICAL SUPPORT INFORMATION

During the implementation process, if businesses require direct support from Vietnam Customs, please contact:

Conclusion

Understanding the procedures for resetting VNACCS passwords and National Single Window accounts can help businesses minimize disruptions in import-export operations.

Businesses should:

• Closely manage account information and Digital Signatures
• Prepare complete electronic documentation from the beginning
• Proactively handle any system or account changes when issues arise

One important point businesses should understand is: securing vessel booking does not necessarily mean the shipment will arrive smoothly. For imports from China to Vietnam, the biggest risks often do not come from transportation itself, but from the preparation stage before shipping, including:

• HS codes
• Product descriptions
• Commercial documents
• Specialized inspection requirements
• Consistency among Invoice, Packing List, B/L, and C/O

1. Incorrect HS Codes or Overly Generic Product Descriptions

This is one of the most common issues for first-time importers. Many shipments are delayed not because of the products themselves, but because product descriptions are too vague, lack technical specifications, or use incorrect HS codes based on assumptions.

For FDI enterprises, this issue often happens because purchasing teams focus mainly on quotations and delivery schedules without conducting technical reviews before confirming orders.

Companies should verify HS codes and product descriptions as early as the stage when suppliers provide catalogues or technical specifications.

2. Failure to Verify Vietnam Import Regulations

A very common oversight is that businesses only check whether goods can be exported from China, without fully reviewing Vietnam’s import requirements.

In reality, many products may require:

• Specialized inspections
• Conformity declarations
• Quarantine procedures
• Import permits

Without early verification, cargo may arrive at the port without being eligible for customs clearance, resulting in storage costs and production delays.

3. Inconsistent Information Across Shipping Documents

A very common issue in first shipments is inconsistency between:

• Invoice
• Packing List
• Bill of Lading (B/L)
• Certificate of Origin (C/O)

Even small discrepancies in:

• Product names
• Model numbers
• Units of measurement
• Weight details
• Product descriptions

can cause customs documents to be held for verification and clarification.

For new FDI companies in Vietnam, this issue often occurs because Chinese suppliers prepare documents based on export practices, while Vietnam customs requires documentation aligned with local clearance standards.

4. Underestimating Actual Leadtime

Many first-time importers calculate schedules based only on vessel transit time or estimated ETA, without including sufficient buffer for situations such as:

• Missing documents
• HS code verification
• Specialized inspections
• Port congestion

As a result, factory production schedules may be delayed by only a few days of customs-related issues.

5. Waiting Until Cargo Arrival to Start Customs Preparation

This is one of the biggest causes of unexpected logistics costs.

When cargo has already arrived at the port and businesses only then begin to:

• Review documents
• Reconfirm information with suppliers
• Research import regulations

they lose the advantage of proactive preparation.

Each day of delay may lead to:

• Container detention charges
• Port storage costs
• Delays in supplying materials for factory operations

Therefore, first shipments should be carefully reviewed before cargo departure together with logistics providers and customs brokers in Vietnam.

6. Focusing Only on Freight Rates Instead of Customs Handling Capability

A forwarder offering low pricing may not be the best choice if they lack experience handling Vietnam customs procedures.

For FDI companies, a single documentation error can easily cost more than the freight savings.

7. What Should Businesses Prepare Before the First Shipment?

To minimize risks from the very first shipment, FDI manufacturers should prepare:

Conclusion

For FDI enterprises importing into Vietnam for the first time, the biggest risks often do not come from transportation itself, but from preparation before cargo departs from the origin port.

When businesses:

• Understand Vietnam import regulations correctly
• Standardize shipping documents
• Review HS codes early
• Coordinate closely with logistics partners in Vietnam

the import process becomes more stable, more predictable, and better aligned with factory operation planning.

1. Enterprise Rights When Customs Valuation Has Not Been Finalized

According to the new guidance, for shipments that have already been customs cleared or conditionally released but are still pending final customs valuation determination, enterprises are still allowed to proactively continue their business operations.

This guidance helps businesses avoid unnecessary delays in business operations while customs authorities continue the valuation review process.

2. Time Limits for Temporary Release of Goods

Enterprises should pay close attention to the following timelines in order to avoid procedural violations or delays:

Proper timeline management is critical to ensure compliance with customs procedures and avoid additional administrative risks.

3. Responsibilities of Enterprises

To facilitate a smooth customs clearance and valuation process, the Customs Department requires enterprises to maintain active and transparent cooperation throughout the review process.

Failure to provide sufficient supporting documentation may result in extended review timelines or additional customs inspections.

4. Why This New Guidance Matters for Businesses

Official Dispatch No. 15808 provides significant support for enterprises by allowing faster circulation of goods and reducing warehouse congestion risks while customs valuation is still under review.

A well-prepared valuation dossier helps enterprises:

• Reduce the risk of prolonged customs explanations
• Avoid delays in business operations
• Improve customs compliance transparency
• Minimize unexpected logistics and storage costs

5. Conclusion

The latest guidance under Official Dispatch No. 15808/CHQ-NVTHQ reflects a more flexible and business-supportive approach in customs valuation management.

While enterprises are now allowed to continue business operations before final customs valuation is completed, proactive preparation of customs documents and valuation evidence remains essential to ensure compliance and avoid future risks.

For businesses engaged in import-export activities, especially FDI enterprises and manufacturers with high-volume shipments, effective customs valuation management is increasingly becoming a critical part of supply chain stability and operational efficiency.

1. Policies Applicable to Goods Stored in Bonded Warehouses

According to the Law on Foreign Trade Management and Decree 167/2025/ND-CP, the management policies are regulated as follows:

2. Important Compliance Notes for Enterprises

To ensure legal compliance throughout the operation process, businesses must strictly comply with the following requirements:

3. Practical Recommendation for Businesses

During actual operations, if technical issues or procedural complications arise, enterprises should proactively work directly with the Customs Sub-Department managing the bonded warehouse where the goods are stored.

Early coordination with customs authorities can help businesses:

• Clarify operational procedures
• Avoid compliance risks
• Ensure proper documentation handling
• Prevent delays in re-export operations

4. THT Cargo Logistics’ Perspective

As bonded warehouse operations continue to expand alongside regional transshipment activities, compliance management for used equipment and machinery is becoming increasingly important.

Many enterprises currently use bonded warehouses as a flexible logistics solution to:

• Optimize international cargo movement
• Reduce temporary storage pressure
• Support project cargo and oversized equipment handling
• Facilitate cross-border re-export operations

At THT Cargo Logistics, we support businesses with:

5. Conclusion

Used machinery and equipment that are not listed as prohibited imports may legally be stored in bonded warehouses in Vietnam for the purpose of re-export to third countries.

However, enterprises must ensure that:

• The goods are maintained for re-export purposes only
• No domestic consumption occurs in Vietnam
• All customs and bonded warehouse regulations are fully complied with

Proper preparation and early consultation with customs authorities and logistics partners will help businesses minimize operational risks and ensure smooth cross-border logistics activities.

In the context of global supply chains continuously being affected by Red Sea conflicts, port congestion, blank sailings, container equipment shortages, and changing customs regulations, traditional logistics operations are exposing businesses to increasing levels of risk.

Especially for projects involving:

• Production line imports
• Factory setup projects
• Factory relocation projects
• High-value industrial equipment imports

a delayed shipment is no longer simply a transportation issue. It can trigger a chain reaction across the entire operational process.

That is why logistics technology in 2026 is rapidly transforming how enterprises manage machinery imports and global supply chains.

1. The Biggest Change Is No Longer “Tracking”

Many businesses still believe that logistics technology simply means container tracking or more accurate ETA updates.

However, the biggest transformation today is that enterprises are shifting from “shipment tracking” to “real-time logistics risk management.”

This is becoming the key difference in an increasingly volatile global supply chain environment.

Businesses today no longer only need to know:

• Where the container is
• What the ETA is

More importantly, they need the capability to:

• Detect disruptions early
• Forecast delay risks
• Proactively adjust operational timelines
• Minimize impacts on production planning

2. Many Enterprises Detect Problems Too Late

Today, many companies only realize logistics issues after operations have already been impacted.

Common situations include:

• Last-minute vessel schedule changes
• Container rollovers to later sailings
• Congestion at transshipment ports
• Shortages of chassis and port handling equipment

However, most businesses only recognize the seriousness of the issue when:

• The actual ETA becomes significantly delayed
• Installation schedules must be postponed
• Onsite engineers are left waiting for equipment
• Factories begin lacking materials for operations

At that stage, businesses are often forced into “firefighting mode,” leading to substantial additional costs such as:

• Demurrage and detention fees
• Warehouse storage costs
• Emergency transportation expenses
• Overtime labor costs
• Production disruptions

For FDI enterprises, the largest losses are often not transportation costs themselves, but rather the cascading impact on factory operations and project timelines.

3. Prepare Compliance From the Planning Stage

One of the most common mistakes businesses make is only reviewing documentation after cargo has already been loaded or is about to arrive at port.

In reality, compliance-related issues should be reviewed from the planning and sourcing stages.

Businesses should prepare and confirm early:

• HS codes
• Technical documents
• Applicable import regulations
• CO/CQ certificates
• Machine specifications

Early preparation significantly reduces risks such as:

• Incorrect customs declarations
• Missing documentation
• Customs clearance delays
• Additional container and warehouse storage costs

4. Real-Time Visibility Is Becoming Mandatory

For machinery import projects with strict installation and operational timelines, real-time ETA visibility is no longer a competitive advantage — it is gradually becoming a mandatory requirement.

When enterprises gain better supply chain visibility, departments such as:

• Purchasing
• Import-export
• Warehouse
• Production planning
• Onsite engineering

can coordinate more proactively during project execution.

This helps businesses:

• Reduce delay risks
• Limit emergency costs
• Minimize last-minute schedule changes
• Optimize production planning efficiency

5. Always Prepare Backup Logistics Plans

As global supply chains continue facing congestion, blank sailings, and geopolitical risks, businesses should avoid relying on a single fixed logistics scenario.

For critical shipments, companies should prepare:

• Buffer timelines
• Alternative transportation routes
• Backup trucking solutions
• Split shipment plans when necessary

This helps businesses:

• Reduce operational disruption risks
• Minimize impacts on installation schedules
• Avoid being caught unprepared during sudden disruptions

6. Insights From THT Cargo Logistics

The year 2026 marks a major transformation period for the logistics industry.

Technology today is no longer focused solely on container tracking or providing more accurate ETA updates. The more significant shift is that businesses are moving from passive operations to real-time logistics management.

As global supply chains continue facing volatility related to vessel schedules, congestion, geopolitical risks, compliance requirements, and lead times, companies with stronger supply chain visibility, faster disruption response capabilities, and better compliance management will gain major operational and production stability advantages.

At THT Cargo Logistics, we focus on supporting businesses through:

• Logistics risk management
• Operational timeline optimization
• Import-export compliance support
• Enhanced supply chain visibility

to help enterprises become more proactive in an increasingly complex global logistics environment.

As import-export activities continue to face stricter regulatory oversight, exporting controlled chemicals has become one of the highest legal risk areas for businesses.

Recent actions from regulatory authorities indicate that compliance enforcement is no longer limited to licensing procedures but is now expanding into retrospective reviews and traceability assessments of past export activities.

A recent case in Ho Chi Minh City clearly reflected this trend when authorities reviewed an FDI company’s chemical export license application while cross-checking compliance with Vietnam’s Chemical Law, related decrees, and implementing circulars.

Notably, the review process focused not only on current documentation but also required the company to provide historical export shipment data.

This highlights an important issue: many businesses still approach chemical exports as a simple administrative procedure, while in reality this sector requires end-to-end compliance covering business conditions, production management, technical documentation, and declared end-use purposes.

1. Increasingly Strict Licensing Reviews for Chemical Exports

During licensing reviews, authorities identified cases where businesses had not yet obtained the required licenses for producing or trading conditional chemicals but were still conducting export activities.

This is one of the most common compliance risks, especially among companies operating under combined manufacturing and processing models.

These issues may appear minor but can result in rejected applications or lengthy clarification requests.

More importantly, authorities are now requesting businesses to provide complete historical export records to assess overall compliance performance.

This means past compliance mistakes may be re-examined, potentially leading to tax reassessments and administrative penalties.

2. Legal Risks Go Beyond Licensing

Failure to fully comply with import-export regulations for controlled chemicals may not only delay customs clearance but can also expose businesses to administrative penalties and mandatory re-export requirements under applicable regulations.

Another frequently overlooked risk is the loss of document transparency and traceability.

When compliance data is not centrally managed, businesses may struggle significantly during audits or inspections, especially for shipments completed several years earlier.

3. What Should Businesses Do to Reduce Compliance Risks?

Given the tightening regulatory environment, businesses can no longer approach chemical import-export operations reactively.

Instead, companies should proactively establish a structured compliance management system from the outset.

3.1. For Businesses Importing Chemicals for Manufacturing Use

If the chemical mixture contains substances classified as specially controlled chemicals, businesses must:

• Declare the intended usage purpose
• Apply for the required import license for controlled chemicals

3.2. For Businesses Importing Chemicals for Commercial Trading

Businesses must comply with the following legal requirements:

• Obtain a conditional chemical trading certificate if the chemical mixture contains substances listed under Appendix II
• Apply for a controlled chemical import license if the mixture contains substances under Appendix III
• In cases where the mixture falls under both Appendix II and III categories, authorities will review licensing requirements based on controlled chemical regulations

These compliance requirements are increasingly being enforced through real-world inspections and audits conducted by authorities.

4. Insights from THT Cargo Logistics

Based on practical customs and logistics experience, THT Cargo Logistics believes that stricter regulatory oversight for controlled chemicals will continue in the coming years.

This trend is driven not only by domestic regulatory requirements but also by international commitments regarding chemical safety and control standards.

In contrast, reactive problem-solving after issues arise often results in significantly higher costs in both time and operations.

5. Conclusion

Exporting controlled chemicals is no longer just a standalone licensing procedure. It has become a continuous compliance process covering production, technical documentation, customs declarations, and logistics operations.

As regulatory authorities continue strengthening inspections and traceability reviews, businesses must proactively standardize their entire compliance process to ensure safe, stable, and legally compliant export operations.

Early preparation not only helps reduce operational risks but also creates a sustainable competitive advantage in import-export and supply chain management activities.

The new Circular focuses on:

• Increasing the use of electronic customs documentation
• Standardizing customs declaration data
• Enhancing system connectivity between businesses and customs authorities
• Reducing dependency on traditional paper-based documentation

This is considered an inevitable trend to improve customs clearance efficiency, optimize supply chains, and strengthen the competitiveness of import-export businesses.

In particular, FDI enterprises, manufacturing factories, and businesses operating with strict delivery timelines are expected to experience significant impacts during this transition period.

1. New Trend: Preparing Customs Documentation Earlier Than Before

For many years, numerous businesses have continued handling customs documentation only after cargo arrival at port.

However, with the rise of digital customs systems and electronic data processing, early document preparation is becoming almost mandatory to ensure smooth customs clearance timelines.

For industries with highly sensitive supply chains such as electronics, semiconductors, automotive, machinery, and pharmaceuticals, document delays can directly affect production schedules and delivery commitments.

2. Key Electronic Documents Businesses Should Prepare

To ensure smooth customs declaration and processing, businesses should standardize the following electronic documentation in advance:

Verifying consistency between invoices, packing lists, and HS codes before submission is especially important to minimize inspection risks and amendment requests.

3. Business Sectors Most Affected by the New Regulation

3.1 Electronics And Semiconductor Industry

This sector requires extremely high standards regarding:

• Customs clearance speed
• Document accuracy
• International compliance standards
• Supply chain traceability

Any delay in importing components may directly impact factory production schedules.

3.2 Machinery And Automotive Industry

Machinery shipments often involve:

• Complex technical documentation
• Specialized inspections
• Complicated HS code verification

As a result, early document preparation allows businesses to proactively handle potential customs or regulatory requirements.

3.3 Pharmaceutical And Chemical Industry

These industries are heavily regulated and require:

• Import permits
• Inspection certifications
• Quality certificates
• Chemical safety documentation

Missing or inaccurate documentation can significantly prolong customs clearance timelines.

4. Common Risks Businesses Face During Electronic Customs Declaration

4.1 Suppliers Sending Documents Late

This remains one of the most common reasons businesses struggle with import customs processing.

Common situations include:

• Invoices adjusted close to vessel departure date
• Packing list quantity changes
• Missing original C/O documents
• Incorrect Bill of Lading information

These issues can delay the entire customs declaration and cargo delivery process.

4.2 Inconsistencies Between HS Codes And Supporting Documents

Inconsistencies between:

• Invoice
• Packing List
• HS code
• Product description

may lead to:

• Customs inspection channel assignment
• Requests for additional documents
• Customs clearance delays
• Additional storage and warehouse costs

4.3 Lack Of Coordination Across The Logistics Chain

In many cases, delays are caused more by poor coordination between:

• Shippers
• Forwarders
• Customs declaration providers
• Importing businesses

than by transportation itself.

Businesses should establish clear document coordination processes and aligned operational timelines from the beginning.

5. Checklist Businesses Should Prepare Before Cargo Arrival

6. How Digital Customs Will Impact Businesses In The Future

The customs digitalization trend is not limited to Vietnam — it is becoming a global standard across international supply chains.

In the coming years, import-export businesses will need to:

• Standardize logistics data
• Strengthen electronic document management
• Improve coordination between suppliers and forwarders
• Invest more in compliance and risk management

7. Conclusion

Circular 121/2025/TT-BTC clearly demonstrates Vietnam’s direction toward digital customs and modernization of import-export procedures.

As supply chains increasingly require higher speed and transparency, businesses need to proactively:

• Standardize documentation
• Coordinate documents earlier
• Upgrade logistics processes
• Work closely with forwarders and customs declaration partners

Early preparation not only helps reduce operational risks but also creates sustainable competitive advantages in import-export and manufacturing operations.