[Vietnam Biz – Part 17] What are the latest regulations and restricted items for importing used machinery into Vietnam? Five practical measures that work in the field (Part 3)

Practical points on required documents and customs procedures for importing used machinery

When importing used machinery into Vietnam, advance preparation of documents and accurate customs procedures are extremely important. In addition to basic documents such as a commercial invoice and packing list, companies must also submit a sales contract, certificate of manufacturing year, and a third-party inspection certificate. Furthermore, providing a written explanation stating that the machinery will be used internally by the importing company, as well as working with an experienced customs broker, are key factors for smooth import procedures. Failure to properly prepare these documents may lead to customs delays or complications, so it is essential to fully understand the requirements and important points for each document.

3.1. Preparing the commercial invoice and packing list

In the process of importing used machinery, preparing a commercial invoice and packing list is mandatory. The commercial invoice must accurately state detailed transaction information such as product name, model number, quantity, price, and trade terms. The packing list must clearly indicate the contents of each package, weight, and the number of packages. If these documents contain errors or missing information, there is a risk of significant delays during customs inspections or import declarations. When preparing them, always prioritize accuracy by verifying the information against the actual goods.

• ・Pay close attention to price and quantity errors on the commercial invoice
• ・Ensure packing list contents match the actual goods
• ・Incomplete documents may cause customs delays or additional inspections
• ・Conduct double checks by multiple staff members
• ・Prepare both electronic files and paper copies

3.2. Preparing the sales contract and certificate of manufacturing year

In addition to the commercial invoice and packing list, submission of a copy of the sales contract is mandatory. This document serves to prove the legitimacy and details of the transaction. In addition, a certificate of the manufacturing year and photographs of the manufacturing plate attached to the machine are also required. In Vietnam, there are age restrictions such as “within 10 years from the manufacturing date” and “within 5 years for certain industries.” If the proof is insufficient, there is a risk that the machinery will not be permitted for import or may be ordered to be re-exported. Therefore, supporting documents should be fully prepared in advance, and the information contained in them should be carefully checked to ensure nothing is missing.

• ・The sales contract must include the contract date and detailed machine specifications
• ・Pay attention to the issuing authority and format of the manufacturing year certificate
• ・Clear photographs of the manufacturing plate are required
• ・Check for any exceptions to the age restriction rules in advance
• ・Prepare both the original certificates and copies together

3.3. Third-party inspection certificate is mandatory

For customs clearance of used machinery, an inspection certificate issued by a third-party inspection organization (Certificate of Inspection) is essential.

Internationally recognized inspection companies such as SGS, TÜV, and Bureau Veritas issue these certificates. They verify that the machinery’s performance and condition meet Vietnamese standards. If the inspection certificate is missing, the import itself will not be approved. If the certificate contains deficiencies, customs may suspend clearance or require re-export. Inspections must be conducted before shipment, and careful attention must be paid to ensure that the certificate details match the actual machine.

3.4. Submission of a statement explaining internal use

When importing used machinery into Vietnam, the general principle is that the equipment must be used for the company’s own production or project implementation. Therefore, it is necessary to submit a written explanation to customs clearly stating that the machinery is intended for internal company use. The document should describe in detail the factory where the machinery will be installed, the production process in which it will be used, and the specific usage plan, and must demonstrate that the machinery is not intended for resale or transfer to third parties. If the explanation is vague or raises suspicion that the equipment may be sold or leased to another company, import permission may be denied. For this reason, it is important to coordinate closely within the company and prepare a clear and well-structured document.

• ・The specificity of the intended use is an important review criterion
• ・Clearly state the factory name and the production process where the machine will be installed
• ・Explicitly confirm there is no intention of resale or transfer
• ・Include the company’s approval seal and the name of the responsible person
• ・Prepare a template for the explanation document in advance

3.5. Working with an experienced customs broker

If you are not familiar with importing used machinery, it is safer to work with an experienced customs broker or freight forwarder. The import of used machinery into Vietnam often encounters problems due to frequent changes in regulations and issues with incomplete documentation. Experienced service providers can prepare documents based on the latest regulatory requirements and handle coordination with customs and inspection authorities smoothly. Especially if this is your first time going through the procedures, it is advisable to consult with a specialized service provider early to avoid potential risks.

Common trouble cases and preventive measures when importing used machinery into Vietnam

When importing used machinery into Vietnam, many problems arise due to insufficient understanding of standards, documentation, and local regulations. In particular, failing to confirm practical details such as whether the machinery falls under import restrictions or which documents are mandatory can lead to serious risks, including customs rejection or re-export.

Below are five common failure patterns that frequently occur in practice, along with preventive measures for each. By understanding these points, you can avoid unnecessary costs and delivery delays and gain practical guidance to ensure that machinery can be imported according to plan.