[Vietnam Biz – Part 18] What are the latest regulations and restricted items for importing used machinery into Vietnam? Five practical measures that work in the field (Part 4)

4. Common trouble cases and preventive measures for used machinery imports in Vietnam

When importing used machinery into Vietnam, a lack of understanding of standards, documentation, and local regulations is a major cause of serious issues. In particular, insufficient attention to practical details—such as whether the machinery is subject to import restrictions or which documents are mandatory—can lead to severe risks like customs rejection or forced re-export.

Here, we explain five common failure patterns that frequently occur in practice and organize preventive measures for each. By understanding these key points, you can avoid unnecessary costs and delivery delays, and gain practical insights to ensure machinery is introduced according to plan.

4.1. Import rejection due to failure to meet technical standards

In Vietnam, used machinery that does not meet the national technical standards (QCVN) is, in principle, not allowed to be imported. For example, machinery that does not meet safety or environmental standards in the country of origin, or does not achieve at least 80% of the performance of a new machine, will be stopped at the customs stage.

If non-compliance is identified, on-site modification is not permitted, and in the worst case, a re-export order will be issued. Therefore, it is essential to obtain performance certification and conformity certificates from a third-party inspection body in advance. Failure to do so significantly increases the risk of unexpected costs and delivery delays after arrival.

• ・Always check the national technical standards (QCVN)
• ・Obtain certification proving at least 80% performance from a third-party organization
• ・Prepare conformity certificates from the country of origin
• ・Local modification is generally not allowed
• ・High risk if no pre-shipment inspection certificate is available

4.2. Customs delays and re-export orders due to incomplete documentation

Incomplete documentation—such as import declarations, commercial invoices, sales contracts, and manufacturing year certificates—is a major cause of serious trouble. In particular, the absence of third-party inspection certificates or documents explaining the intended use can lead to customs holds or, in the worst case, re-export orders.

Vietnamese customs authorities are extremely strict regarding documentation. Therefore, it is important to list all required documents in advance and prepare them in accordance with the latest local regulations. When preparing documents, always verify the latest requirements for both content and format.

• ・Create and prepare a list of required documents in advance
• ・Prepare third-party inspection certificates
• ・Attach a document explaining the intended use
• ・Check the latest local regulations
• ・Pay close attention to document format and content accuracy

4.3. Import prohibited due to discovery of falsified manufacturing year

If falsification or incorrect declaration of the manufacturing year is discovered during local inspection, the import will be prohibited, and many cases result in immediate re-export. Examples include inconsistencies between the year on the machine’s nameplate and the certificate, or cases where documents indicate less than 10 years old but the actual nameplate shows an older date.

To avoid such risks, it is crucial to physically verify the manufacturing nameplate and ensure full consistency with all certificates. Taking photos of the nameplate before export and keeping them as evidence is also effective.

4.4. Inadequate content in third-party inspection certificates

If certificates issued by third-party inspection bodies (such as SGS or TÜV) do not meet required criteria, they can become obstacles during customs clearance. For example, missing performance evaluation, lack of conformity statements, or inconsistencies in inspection dates or machine identification details may cause customs to reject the certificate.

To prevent this, it is important to clearly specify required items when requesting inspections and to carefully review the certificate content after issuance. If any deficiencies are found, promptly request reissuance.

4.5. Procedural errors due to inexperienced customs brokers

Selecting a customs broker who lacks experience in importing used machinery in Vietnam often leads to procedural errors and misunderstandings of regulations, causing delays in customs clearance. For example, missing required documents or receiving incorrect advice can result in delays and additional costs.

To avoid this risk, it is essential to choose a broker with extensive experience in used machinery imports in Vietnam and to verify their past cases and track record in advance. Choosing a reliable partner is the key to achieving smooth import operations.

• ・Select brokers with extensive experience in used machinery imports
• ・Verify past cases and track record
• ・Check their knowledge of regulations and documentation
• ・Confirm the specific procedural flow in advance
• ・Choosing a reliable partner is critical