[Vietnam Biz – Part 16] What are the latest regulations and restricted items for importing used machinery into Vietnam? Five practical measures that work in the field (Part 2)

2. Preparations and key considerations to meet technical standards and quality requirements

When importing used machinery into Vietnam, it is not sufficient to simply select the equipment and arrange transportation. Accurately understanding the latest regulations and quality requirements is essential for a smooth import process. In particular, preparing the necessary certificates and documentation in advance helps prevent problems at the local level. Below are five key points, explained step by step, to help avoid common practical mistakes.

2.1. Confirm compliance with safety standards in the country of origin and obtain certification

The first important step is to confirm that the used machinery intended for import complies with the safety and environmental standards of its country of origin. Documentation proving compliance with the standards and technical requirements applied at the time of manufacture is mandatory. Examples include the European CE marking, Japanese JIS standards, and various safety certifications. Since these certificates must be obtained from official issuing authorities, early preparation is crucial. If the documentation is insufficient, there is a high risk that the shipment will be held during customs inspection. Thorough prior verification is therefore essential.

• ・Investigate safety and environmental standards in the country of origin
• ・Confirm applicable certifications and marks
• ・Obtain official certificates from the issuing authorities
• ・Internally verify the contents of the certificates
• ・Check for any deficiencies in documentation before customs clearance

2.2. Thoroughly obtain a third-party inspection certificate in advance

After proving compliance with the country-of-origin standards, it is also necessary to obtain certification from a third-party inspection body. In Vietnam, inspection reports from internationally recognized organizations such as SGS and TUV are mandatory. These reports objectively verify the machinery’s performance and year of manufacture.

If such documentation is missing or contains unclear information at the time of customs clearance, the import may be rejected in the worst-case scenario. Be sure to conduct the inspection prior to export and carefully review the issued certificate internally.

• ・Select reliable inspection organizations such as SGS (one of the world’s largest Swiss certification and inspection bodies) or TÜV (German Technical Inspection Association)
• ・Plan in advance to obtain the inspection report
• ・Confirm that performance data and year of manufacture are clearly stated
• ・Verify that the document complies with local regulations
• ・Obtain the original certificate prior to export

2.3. Prepare documentation proving manufacturing year and performance

Next, prepare documentation that clearly demonstrates the manufacturing year and specifications of the machinery. Typically, this includes photographs of the manufacturing plate (nameplate) attached to the machine and a manufacturer-issued certificate of the year of manufacture. If these are not available, customs procedures may be delayed due to unclear manufacturing year information, and there is also a risk of violating the “within 10 years” regulation. Regarding performance, preparing catalogs or specification sheets that contain concrete numerical data helps ensure consistency with third-party inspection certificates. Incomplete documentation often leads to trouble. Creating a checklist of required documents for each machine is highly recommended.

2.4. Machinery must maintain at least 80% of new performance

For importing used machinery into Vietnam, a clear criterion is that the machine must maintain at least 80% of its original (new) performance. Documentation such as third-party inspection certificates or manufacturer-issued performance test reports is essential to prove performance retention. Be sure that comparable numerical items – such as operating speed, output, and accuracy – are clearly stated. If performance falls below the required standard, import approval may not be granted even if other documents are complete. In addition, visible deterioration discovered during physical inspection may also raise concerns.

• ・At least 80% of new performance must be maintained
• ・Clearly state numerical data in performance test reports and inspection certificates
• ・Confirm comparable items such as operating speed, output, and accuracy
• ・Pay attention to deterioration or damage during physical inspection
• ・Risk of import rejection if standards are not met

2.5. Regularly obtain the latest information on local regulations

Regulations and operational standards are frequently revised annually or periodically, making it important to stay up to date. Regularly checking official announcements from Vietnam’s Ministry of Science and Technology and Ministry of Industry and Trade, as well as understanding practical on-site implementation, helps prevent unexpected issues. It is advisable to coordinate with experienced local forwarders, customs brokers, and consultants to maintain a real-time information update system.