As demand for accessing international sources grows, many Vietnamese businesses are considering establishing an import company to proactively control their supply chain and optimize input costs. However, amid numerous legal regulations and industry-specific procedures, many companies feel confused right from the first step: not knowing what to prepare, where to register, and which conditions must be met.
This article compiles comprehensive information on import company procedures, import company conditions under current law, and core operational practices, helping businesses prepare thoroughly from the start.
Supply chain control and cost optimization effectively
What Is an Import Company? Common Business Models
An import company is a business specializing in international trade, focusing on purchasing goods from abroad to serve domestic business or production. It directly owns and bears responsibility for the goods, unlike logistics companies that only provide transportation and customs clearance services.
The three most common import company models in the market are:
- Direct import company: Proactively transacts with foreign suppliers and handles the entire process of bringing goods into Vietnam.
- Trading import company: Acts as an intermediary connecting international suppliers with the domestic market without direct production.
- Import service company: Specializes in supporting other businesses with customs procedures, tax declaration, and import policy consulting for import goods companies.
Import Company Conditions to Meet Before Establishment
Under the Foreign Trade Management Law 2017 and Decree 69/2018/ND-CP, import company conditions in Vietnam are determined based on three core factors.
Regarding legal status: Domestic enterprises have the right to engage in import business without being restricted by their initially registered business lines, except for prohibited or temporarily suspended items. For foreign-invested enterprises, compliance with the Ministry of Industry and Trade roadmap and international commitments Vietnam has joined is required, along with obtaining an Investment Registration Certificate (IRC) before business registration.
Regarding charter capital: The law does not specify a minimum charter capital for ordinary import companies. However, businesses should register a capital level suitable for their scale of operations and the types of goods planned for import to ensure actual financial capacity.
Regarding business goods: Goods must not belong to prohibited import categories. For special groups such as food, pharmaceuticals, chemicals, medical equipment, or high-tech machinery, the import company must obtain specialized permits from the relevant ministry and ensure goods meet technical standards, quarantine, and safety requirements before clearance.
Import Company Procedures: Step-by-Step Registration Process
The table below summarizes the standard import company procedures, distinguishing between domestic enterprises and foreign-invested enterprises.
| Step | Task Description | Domestic Enterprise | Foreign-Invested Enterprise |
| 1 | Obtain Investment Registration Certificate (IRC) | Not required | Mandatory – submit to DPI |
| 2 | Prepare registration dossier | Application, company charter, member/shareholder list, ID copies | Add IRC, passport, capital confirmation |
| 3 | Submit business registration dossier | Business Registration Office – DPI or online via National Portal | Same as domestic after obtaining IRC |
| 4 | Receive Business Registration Certificate | Processing time: 3–5 working days | Same as domestic |
| 5 | Post-registration procedures | Make seal, publish information, open bank account, initial tax declaration | Add foreign investment capital account registration |
| 6 | Obtain specialized permits (if applicable) | Submit to relevant ministry per goods category | Same as domestic |
Import company registration process
Import Goods Company: Core Operational Practices
After completing legal registration, an import goods company needs to build standardized operational processes to operate efficiently and control risks.
Sourcing and negotiating with foreign partners is the first and most decisive step for the entire supply chain quality. Businesses should analyze markets, identify suitable suppliers through trade fairs or B2B platforms, then negotiate clearly on price, Incoterms, payment methods, and packaging standards.
Preparing and verifying document sets is the critical stage determining clearance speed. A complete set for an import goods company includes foreign trade contract, commercial invoice, bill of lading, packing list, certificate of origin (C/O), and specialized permits depending on goods category. Any missing document can result in goods held at port and significant storage costs.
Carry out customs procedures through the electronic declaration system VNACCS/VCIS, complete channel classification, and pay full import tax, VAT, and any special taxes depending on goods.
Manage transportation and warehousing: select appropriate transport modes (sea, air, road), monitor shipment progress, and organize storage meeting standards after goods arrive.
Setup and Maintenance Costs for an Import Company
| Cost Item | Reference Amount | Notes |
| Business registration fee | 500,000 – 1,000,000 VND | Paid to DPI |
| Specialized permit fee | 2,000,000 – 5,000,000 VND | Varies by goods category |
| Monthly accounting service | 1,000,000 – 10,000,000 VND/month | Depends on transaction scale |
| Management software (ERP, CRM) | Flexible by package | Recommended investment from start |
| Logistics cost per shipment | Varies by route and season | Reserve 10–15% budget |
| Customs fee | 20,000 VND/declaration | Fixed rate per regulation |
Criteria for Evaluating an Efficient Import Company
In an increasingly competitive environment, an import company’s professionalism is evaluated by four core criteria: fast and accurate handling of legal and customs procedures; stable and reputable international transportation partner network; transparency in cost disclosure and work processes; and strong internal management capability including cash flow control, inventory management, and ensuring goods quality before market release.
Especially with the growing trend of ESG integration and strict origin traceability requirements from international partners, import companies in Vietnam should invest early in standardized data management systems to maintain long-term competitive advantage.
Criteria for establishing an import company
GMAJOR Accompanies Small B2B Businesses in Accessing Global Supply Chains
Establishing an import company is the first step. But to find the right international suppliers, negotiate effectively, and maintain sustainable partnerships, businesses need a deep B2B connection ecosystem. That is why GMAJOR was built – a global online B2B connection platform that eliminates language and geographic barriers for Vietnamese SMEs to access international supply chains fairly.
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- Internal training: Comprehensive program from partner sourcing to team training.
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