Vietnam Certificate of Origin (C/O) application: Mandatory documents & Preferential tariff procedure

In today’s global market, saving costs and operating efficiently are key priorities for any business. For Vietnamese companies exporting goods, the Certificate of Origin (C/O) is a powerful document you absolutely need. It’s the official proof, issued by the competent authority in Vietnam, that confirms exactly where your product was produced.

The C/O is an essential part of your full set of export documents. Its main purpose is to act as your entry pass, allowing your business to benefit from preferential tariff rates set under various Free Trade Agreements (FTAs). Simply put, with a valid and correct C/O, your consignee in the importing country can enjoy reduced duty rates, sometimes even 0%. Without this important document, you risk your buyer having to pay standard, much higher tariffs, which immediately makes your products less competitive globally.

Why C/O is crucial for Vietnamese exporters?

Vietnam has strategically signed and implemented numerous Free Trade Agreements (FTAs) worldwide, ensuring your goods benefit from the most competitive tax rates available. These agreements are a crucial asset, offering massive trade opportunities:

– Preferential Tariff Advantage: A valid Certificate of Origin (C/O) acts as the key, allowing your business to unlock preferential tariff rates, often as low as 0%, in the destination market. This directly leads to substantial cost savings for the buyer and significantly boosts your product’s global competitiveness

– Key FTA Forms and Agreements: Vietnam is a key signatory to major FTAs, including EVFTA (Vietnam – EU), CPTPP, RCEP, ATIGA (ASEAN internal bloc), AIFTA (ASEAN-India), ACFTA (ASEAN – China), and AKFTA (ASEAN – South Korea). It is important to remember that each agreement requires a specific C/O form and adheres to its own unique rules of origin

Required Documents for C/O Application

1. Core Application Forms

– Application Form for C/O: This is an electronic form that you fill out and print from the online C/O management system: https://ecosys.gov.vn/

– Export Customs Declaration: This is your official customs clearance document, printed from the VNACCS system. It proves that your goods have been legally exported and is a mandatory item in your file

2. Trade and Shipping Documents

– Commercial Invoice (Invoice): This document must clearly display the information for both the buyer and the seller, the trade terms (Incoterms), the quantity, the unit price, and the total value of the goods. A photocopy, signed and stamped with your company’s round seal, is required

– Packing List: This lists detailed information like the number of packages, the total weight, how the goods are packaged, their dimensions, and product codes. It helps connect your physical cargo to the details on your C/O application

– Bill of Lading (B/L) or Air Waybill (AWB): This serves as proof of shipment, confirming that the carrier has taken possession of your goods. The final version must clearly show the vessel/flight name, the voyage/flight number, the departure and arrival ports, and the planned departure time

3. Origin and Manufacturing Proof

– Bill of Materials (BOM) / List of Raw Materials: This document is paramount. It must clearly record the name, quantity, unit, warehousing code, and origin of all materials used in production

– Manufacturing Process: This clearly describes how the raw materials are transformed into the final product. It’s essential when you are claiming origin based on HS code change or specific processing steps

– Input Proof Documents: These are the documents that verify where you got your raw materials. They can be either domestic purchase invoices or import customs declarations (if the materials were imported). They must clearly state the name of the goods, quantity, unit, and origin

Expert Tip: Always double-check your origin criteria, especially for manufactured or processed items, to ensure you comply with the requirements of the specific C/O form you need (e.g., Form EUR.1, B, D, E, AK, AJ, CPTPP, RCEP, etc.).

C/O Application Procedure and Timeline in Vietnam

Competent Authority

In Vietnam, the authorized body for issuing C/O is the Export-Import Management Department in various regions, under the Ministry of Industry and Trade.

Application Process and Timeline

The application is typically submitted online via the Ecosys system, allowing enterprises to declare, track, and monitor the approval results directly on the platform.

Processing Time: If the dossier is complete and valid, the C/O is generally issued within 8 to 16 working hours.

Timing Requirement: The application for C/O must be made before or immediately after the goods are exported.

Essential C/O Application Checklist & Notes

To ensure a smooth process and avoid costly delays, follow these expert guidelines:

1. Consistency is important: Ensure all data across all documents is identical and logically consistent
   
2. Signature and Stamp: Sign and apply the company’s round stamp consistently on all required documents
   
3. Full Compliance: Prepare the complete dossier strictly according to the specific requirements for the C/O form required by your trade agreement
   
4. Record Retention: The original C/O file must be archived for at least five years to facilitate any potential post-clearance audits by the authorities

Fastrans: Your C/O and Logistics Partner

A well-managed C/O process is integral to your overall supply chain efficiency. Incorrect or late documentation can negate all the advantages gained from competitive pricing and timely delivery.

As your trusted logistics partner, Fastrans goes beyond simple freight forwarding. We offer end-to-end support for your export documentation, including:

1. Origin Review and Consulting: Our experienced specialists help review your manufacturing process and documentation to accurately determine origin criteria
   
2. Dossier Completion: We assist in preparing and completing the application dossier quickly and accurately, in the correct format, to ensure smooth approval
   
3. End-to-End Service: We are committed to supporting you from the origin review stage all the way through to the successful receipt of the C/O, ensuring no errors, saving you valuable time and cost

By partnering with Fastrans, you can confidently focus on your core business, knowing that your critical customs documentation, including the complex C/O application, is in expert hands.