To expand business on an international scale, companies need to fully understand official import procedures to legally and efficiently bring goods into the Vietnamese market. Official import not only ensures full legal compliance but also opens up sustainable business opportunities for small and medium-sized enterprises seeking global import-export platforms.
This article provides a detailed guide on official import documents, the complete process, and how to manage the entire import operation effectively.
Officially imported goods and unofficially imported goods
What Is Official Import?
Definition and Basic Characteristics
Official import is a fully legal form of international trade in which businesses transport large quantities of goods through border gates, seaports, or airports in strict compliance with the law. This method requires complete adherence to official import procedures and full payment of taxes before the goods are cleared.
The key difference is that official import goods must have complete, clear legal documents, invoices, and paperwork with no restrictions on value or volume.
Official Import vs Informal Import
Informal import involves small-scale imports with limited quantity and value, simpler procedures, but limited legal protection. In contrast, official import procedures are more complex but guarantee absolute transparency, protect business interests, and build long-term credibility in the market.
Benefits of Official Import
High Legal Safety & Security
Official import provides a high level of legal safety. Goods have clear origin, complete legal documentation, and undergo thorough inspection by authorities. This significantly reduces the risk of seizure or unexpected checks by regulatory agencies.
No Value or Volume Restrictions
Unlike informal import, businesses can import large-value shipments according to actual business needs without any limits.
Building Credibility & Long-term Relationships
Officially imported goods are widely recognized in the market, helping businesses build trust with customers, partners, and authorities.
Required Documents for Official Import
To complete official import documents, the full set must include:
- Foreign Trade Contract (Sales Contract): Agreement between buyer and seller regarding goods, delivery terms, and payment
- Commercial Invoice: Document clearly stating unit price, total value, and payment method
- Packing List: Detailed declaration of number of packages, weight, and volume
- Bill of Lading: Proof of the signed transport contract
- Certificate of Origin: Verification of legal origin
- Specialized Quarantine/Inspection Certificate: Required if the goods are subject to specialized inspection
9-Step Official Import Process
| Step | Task Description | Details |
| 1 | Prepare Documents | Carefully check and collect the full set: contract, commercial invoice, packing list, bill of lading, customs declaration form, etc. |
| 2 | Customs Declaration | Register and submit electronic customs declaration via VNACCS/VCIS system to receive channel classification result (Green, Yellow, Red) |
| 3 | Pay Taxes & Receive Delivery Order | Complete tax obligations (import tax, VAT, etc.) through the bank and receive the Delivery Order (D/O) from the shipping line |
| 4 | Customs Clearance Procedures | Present documents at the Customs Sub-department for verification and clearance according to the assigned channel |
| 5 | Print Barcode & Receive Goods | Liquidate the customs declaration, print the barcode, and collect goods from the port/warehouse |
| 6 | Return Empty Container | Return the empty container to the shipping line and receive deposit refund (if applicable) |
| 7 | Bank Settlement | Submit payment documents to the bank for confirmation and complete settlement |
| 8 | Transport Goods to Warehouse | Organize internal transportation from port/warehouse to the company’s storage facility |
| 9 | Post-Import Procedures | Complete tax declaration, accounting entry, inventory update, and any required reporting |
The most common form of import is through official channels
Customs Channel System
- Green Channel – Immediate Clearance Goods are cleared immediately without detailed inspection. This is the ideal case when all documents are accurate and goods carry no risk.
- Yellow Channel – Document Inspection Customs requires inspection of paper documents before allowing clearance. Processing time may take 1- 3 days.
- Red Channel – Physical Inspection Goods must undergo both document and physical inspection at the port. Processing time is longer and incurs additional storage costs.
Common Challenges & Solutions
| Challenge | Cause | Solution |
| Complicated procedures | Documents do not match or are incomplete | Thoroughly check all documents before declaration |
| High costs | Taxes, customs fees, storage fees | Use GMAJOR platform to optimize costs |
| Long processing time | Yellow or Red channel | Prepare perfect documents from the beginning |
| Legal risks | Prohibited goods or items requiring special permits | Check prohibited/conditional lists before importing |
Two Forms of Official Import
Direct Import
The business directly appears on the customs declaration, independently negotiates, buys/sells, and bears full responsibility for all legal and tax risks.
Entrusted Import
The business hires a professional B2B logistics service provider (such as GMAJOR) to appear on the customs declaration and handle all official import procedures. This method saves time, effort, and reduces risks.
Important Notes When Implementing
- Check Prohibited Goods List Before importing, businesses must check whether the goods are on the prohibited list to avoid legal risks.
- Accurately Determine HS Code The HS Code (Harmonized System Code) determines the import tax rate. An incorrect HS Code may lead to incorrect tax calculation or customs requesting amendment.
- Ensure Document Consistency All information (product name, quantity, value) must match exactly across the contract, invoice, and packing list.
The Safe & Optimal Path for Businesses Expanding Internationally
Official import is the optimal path for businesses wanting to expand internationally with high legal compliance and low risk. Although official import procedures are complex, with professional support from platforms like GMAJOR, small and medium-sized enterprises can manage the entire process efficiently.
Opportunities and challenges in the official import industry
GMAJOR – B2B Platform Supporting All Businesses
GMAJOR is the ideal platform to help Vietnamese small and medium-sized enterprises overcome these challenges, connect with reputable international partners, and expand global business opportunities.
GMAJOR provides comprehensive accompanying service packages:
- Operating personnel support: Professional expertise and hands-on accompaniment, delivering high-quality potential partners each month
- Negotiation commitment: Connect up to 2 partners + organize real negotiation sessions every month
- Internal training: Comprehensive program covering everything from partner sourcing to staff training
- Advertising on the GMAJOR platform: Boost global visibility, prioritize product display, and reach international B2B customers.
GMAJOR is currently offering a 20% discount for new businesses.
📞 Contact GMAJOR now: Hotline 036 300 3831 | Email support@gmajor.biz
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