Essential Export Documents When Shipping from Vietnam

Exporting from Vietnam brings great opportunities, but it also requires careful preparation—especially when it comes to export documents. Understanding which documents are essential and how to prepare them properly is crucial to ensuring your shipment clears customs quickly and reaches its destination smoothly.

Even though each shipment may have specific requirements depending on the goods and destination country, there are core documents that most exporters must prepare. These documents not only prove the legality of your shipment but also help avoid unnecessary delays or penalties.

Core Documents You’ll Need

1. Commercial Invoice

   This document is the official bill for your shipment. It must clearly state the products you’re shipping, their quantities, prices, and the terms of sale (like Incoterms). Customs authorities rely heavily on this invoice to assess duties and verify shipment details.

2. Packing List

   The packing list details how your goods are packed, including the number of packages, their dimensions, and weight. This helps freight companies and customs officials inspect and handle your shipment efficiently.

3. Bill of Lading (for sea freight) or Air Waybill (for air freight)

   Issued by the carrier, these documents serve as proof that your goods have been handed over for transportation. They are critical for tracking your shipment and claiming it upon arrival.

4. Export Customs Declaration

   Before goods can leave Vietnam, exporters must submit a customs declaration through the VNACCS/VCIS system. This process ensures your shipment complies with all export regulations.

5. Certificate of Origin (C/O)

   The certificate of origin proves that your goods were produced in Vietnam. It’s especially important if you want to take advantage of trade agreements such as the ASEAN Free Trade Area or the Regional Comprehensive Economic Partnership (RCEP), which can lower import tariffs in the destination country.

6. Additional Certificates and Permits

   Depending on your product, you might need extra documents, such as health certificates for food items, fumigation certificates for wood products, or safety certificates for electronics. These requirements vary widely by product type and importing country.

7. Business and Tax Documents

   While not always required for customs, exporters must maintain valid business licenses, tax codes, and sometimes proof of electronic invoicing compliance to process shipments smoothly.

How ZendEase Helps Simplify Export Documentation

At ZendEase, we have hands-on experience managing shipments and export documentation across Southeast Asia. Our strength lies in coordinating with customs brokers, freight carriers, certification authorities, and government agencies to ensure all paperwork is accurate and timely.

We guide you through the complexity, advising which documents you need based on your product and destination. From preparing commercial invoices and packing lists to securing certificates of origin and submitting customs declarations, ZendEase handles the details so you don’t have to worry.

Our goal is to make exporting from Vietnam straightforward and reliable, helping you avoid common pitfalls that cause delays or extra costs.

In Summary

Export documents form the foundation of successful international shipping. Proper preparation protects your goods and business reputation by ensuring smooth customs clearance and on-time delivery.

ZendEase is here to support you with professional advice, thorough coordination, and hands-on management of your export documentation. Let us help you make exporting from Vietnam easier, so you can focus on growing your business.

Ready to start your export journey with confidence? Contact ZendEase today for expert guidance and seamless logistics support.