For businesses new to international trade, the import process is often a complex maze with many complicated procedures. Even a small mistake in documentation can lead to delays or unnecessary warehousing costs.
This article by Searoad will outline 6 core steps to give you an overview and ensure the smoothest possible import process.
Step 1: Negotiating and Signing the Foreign Trade Contract (Sales Contract)
This is the most important legal basis. Besides price and quality of goods, you need to pay special attention to:
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Incoterms conditions: Clearly define responsibilities, costs, and the point of risk transfer (e.g., EXW, FOB, CIF…).
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Payment terms: T/T, L/C, D/A, or D/P.
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Delivery time: To proactively plan for domestic sales.
Step 2: Check the import documents.
After the goods are loaded onto the transport vehicle, the exporter will send you the set of documents. You need to check the consistency of the data on them:
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Bill of Lading: Confirms ownership of the goods.
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Commercial invoice: The basis for calculating taxes.
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Packing List: Details of product specifications and weight.
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Certificate of Origin (C/O): To qualify for preferential tariffs if a trade agreement is in place.
Step 3: Hire transportation and track the schedule.
If you purchase goods under E or F terms (such as FOB, EXW), you will be the one directly chartering the ship or aircraft.
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At Searoad: We will contact overseas agents on your behalf, arrange loading schedules, and provide continuous updates on the shipment status until it arrives at a Vietnamese port.
Step 4: Electronic customs declaration
When the goods are about to arrive at the port (usually with an Arrival Notice), you need to declare them on the ECUS/VNACCS system.
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Note the HS Code: This is the step where errors are most common. Applying the correct HS code helps you determine the correct tax rate and avoid penalties from customs authorities.
Step 5: Pay taxes and clear goods through customs.
After the declaration form is submitted, the system will process it as follows:
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Green Channel: Immediate customs clearance.
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Yellow Lane: Paperwork review.
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Red Channel: Physical inspection of goods. After fulfilling tax obligations (import tax, VAT, etc.), the goods will be released from the port.
Step 6: Transport goods to the warehouse and archive records.
Use trucks or container vehicles to transport goods from the port to your warehouse. Don’t forget to carefully check the seals and the condition of the container before accepting the goods.
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Note: According to regulations, businesses are required to retain customs documents for 5 years for post-clearance inspection purposes.
Why should you use Searoad’s comprehensive import services?
Performing the entire process yourself can be time-consuming and expose businesses to legal risks. With Searoad ‘s service , we guarantee:
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Cost optimization: We advise on the most advantageous shipping options and apply the most favorable tax codes.
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Save time: Fast customs clearance, same-day cargo release.
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Absolute safety: A team of experienced experts closely monitors every stage of the shipment.
