Starting Import–Export Operations: What Does a Company Need?

“What license do I need to start import–export?” is the first question many business owners ask. For a Vietnamese company without foreign investment capital, the answer is usually: there is no single general “import-export license.” What needs to be prepared lies in the goods, the documents and the electronic customs-declaration system.

Short answer: to start import–export, a company needs five things — import–export rights appropriate to its type, an electronic customs-declaration tool, information on the goods’ policy, the correct set of documents, and a way of accounting for tax and invoices. Each has its own responsible party.

Does the company already have import-export rights?

A Vietnamese company without foreign investment capital. May conduct export and import business regardless of its registered business line, except for goods on the list of banned or suspended export/import goods (clause 1, Article 3 of Decree 292/2026/ND-CP, effective 5 September 2026, replacing Decree 69/2018/ND-CP). The list of banned goods is in Appendix I of this decree.

A company with foreign investment capital. The rights to export, import and distribute are governed by separate regulations on goods trading activities of foreign investors: Decree 09/2018/ND-CP, to be replaced by Decree 342/2026/ND-CP from 18 October 2026. Some activities require a Business License. An FDI company should review its project objectives and licenses before signing a sale contract. See also Setting up a foreign-invested company.

What to prepare before the first shipment

What documents make up a shipment’s documentary set?

Under Article 24 of the 2014 Law on Customs, a customs dossier comprises the customs declaration and accompanying documents depending on the case. In practice, a commercial shipment usually has:

• Sale contract (or an equivalent document): describing the goods, quantity, price, delivery and payment terms.
• Commercial invoice: the basis for value.
• Bill of lading or transport document.
• Packing list: helps with physical inspection and reconciliation.
• License or notice of a specialized inspection result: if the goods are subject to it.
• Certificate of Origin (C/O): when preferential tax treatment under a trade agreement is sought, or when required by the importing country.

The customs declarant self-declares and is responsible for the content declared. Customs declaration is carried out primarily by electronic means (Article 29 of the Law on Customs).

Commodity policy: the part that determines whether a shipment clears smoothly

For the same company, one shipment clears quickly while another is held up for a long time — usually because of the goods’ policy. Before signing a contract, four questions need answers:

1. Are the goods on the list of banned or suspended export/import goods?
2. Is a license or a condition from the managing ministry required?
3. Is specialized inspection required (quality, food safety, quarantine, etc.) before clearance?
4. Does the goods’ label already meet the mandatory content requirements?

The HS code is the key to answering these four questions and to determining the tax rate. Declaring the wrong HS code can lead to the wrong tax rate and the wrong policy being applied. When uncertain, a company may request customs to issue an advance classification ruling (Article 28 of the Law on Customs).

For food products, besides customs procedures, facility conditions and product declaration are also relevant — see Food Safety Eligibility Certificate for Establishments.

Tax and invoices in import–export

• Export and import duties are calculated under the Law on Export and Import Duties No. 107/2016/QH13 and the current tariff schedule; the tax rate depends on the HS code and origin.
• Import-stage VAT and other taxes (if any) are paid together with the customs procedure.
• Invoices: exported goods must still have an invoice issued under Decree 254/2026/ND-CP (effective 1 July 2026).
• Bank payment documents help prove the transaction for accounting and tax finalization. If your company is newly established, see What a newly established company needs to do about tax and accounting.

Who does what?

Common issues and how to handle them

• Signing the contract first, checking policy later. How to handle it: check the HS code and the goods’ policy before finalizing delivery terms.
• Descriptions of goods inconsistent across documents. The contract, invoice and packing list describe the goods differently. How to handle it: use one standard description table for all documents.
• Labels missing mandatory content. How to handle it: review the label with a specialist before packing.
• An FDI company unclear about import or distribution rights. How to handle it: compare the project’s objectives and licenses against current regulations, noting the 18 October 2026 date when Decree 342/2026/ND-CP takes effect.

What Thái Tín can help with

Thái Tín takes in information about the goods and the business plan, works with the company to draw up a list of tasks to prepare (legal, commodity policy, documents, accounting) and connects it with a suitable customs broker, logistics unit and specialized inspection unit. Thái Tín coordinates and tracks progress within the agreed scope; the company remains the exporter/importer and owner of the goods, while clearance is decided by the customs authority. FDI companies receive additional advice on import, export and distribution rights under the separate regulations.

Costs comprise the fees of the broker and logistics provider, third-party fees (specialized inspection, C/O if any), and tax under the declaration; a quote is given once the goods, route and frequency are clear. See also import-export services.

Preparing so later shipments are easier

• Build a product profile: HS code, policy, tax rate, required documents — reusable for every shipment.
• Keep a complete documentary set for each shipment, including payment documents.
• Assign one contact person to track new regulations: 2026 brings new foreign-trade decrees (Decree 292/2026/ND-CP, Decree 342/2026/ND-CP) and amended customs procedures. Law 11/2026/QH16 amending the Law on Customs (including Article 20 on brokers, Article 24 on customs dossiers, clause 4, Article 29 on supplementary declaration) takes effect from 1 March 2027; shipments before that date are still handled under current regulations.

If you want to know what your goods need, send the product name, description, exporting/importing country and your company type so we can check the status.

Questions and answers

Related articles

ISO What Should a Company Prepare to Obtain ISO 9001 Certification?