The demand for mechanical equipment in the Vietnamese market continues to grow, but the export process is far more complicated than imagined. Additional approvals are required for used equipment, the transportation requirements for special containers are strict, and the customs review of packaging and documents is extremely meticulous. How to avoid having goods detained due to incomplete documents? How to save costs through the tariff preferences of the ASEAN Free Trade Area?

I. Pre - preparation and documents

Equipment classification and compliance

• Distinction between new and old:
  For used equipment, the factory production date, photos of the original factory nameplate, and a description of the use (such as a factory relocation agreement) need to be provided.

Document list

Basic documents	Special documents (for used equipment)
Commercial invoice, packing list, contract	Container loading list (to prevent missing loading), original factory serial number certificate
Bill of lading (marked with HS code)	Fumigation certificate (solid wood packaging requires IPPC marking)
Declaration elements (working principle, parameters)	Import license of the Ministry of Industry and Trade of Vietnam (approval required for used equipment)

Certification and packaging

• Certification Requirements: It is recommended to provide CE or ISO documents to enhance the trust in customs clearance.
• Packaging Reinforcement:
  • Fix the equipment with wooden boxes/wooden frames. Solid wood packaging needs to be fumigated (with IPPC marking).
  • Apply anti - rust oil to exposed metal (liquid oil is prohibited), wrap with plastic wrap + bubble film for moisture protection.

II. Booking space and transportation

Selection of Transportation Solutions

Equipment type	Transportation method	Key operation points
Small - sized equipment	Large - quantity importsMaritime Transportation(20GP/40HQ)	Book space 7 days in advance and check the overweight fee.
Large - sized equipment	Special containers (open - top containers/flat - rack containers)	The lashing and reinforcement cost is about USD 800 - 1200/container.
Urgent small - batch equipment	China - Vietnam land transportation (Pingxiang, Guangxi)	A Chinese - Vietnamese bilingual packing list needs to be provided.

Matters needing attention for container loading

• Take photos of the container loading process: empty container status, half - loaded container status, seal number
• Lithium - battery equipment: Dangerous Goods Packing Certificate (UN3481) is required. Some shipping companies refuse to accept it (such as ONE)

III.Export Clearance

Customs Declaration Process

1. Submit documents: Customs Declaration Power of Attorney, Packing List, Invoice, Contract, Declaration Elements
2. Key inspection points: New or old status of the equipment, packaging compliance (the customs may open the box to check the IPPC mark on the wooden box)
3. Pay the terminal fee (about USD 120/container) after release and obtain the Bill of Lading (B/L)

IV. Vietnam customs clearance and distribution

Customs clearance documents

• Vietnam Import License (the consignee shall handle it for new equipment)
• Vietnamese Packing List and Invoice (must be stamped, electronic version is invalid)
• It is recommended to verify through the following methods:(Enjoy 0 - tariff preference of ASEAN)

Taxes and inspections

• Tariff: 0 - 5% (Old equipment is assessed according to the residual value, and an additional 10% environmental protection tax may be levied)
• Value - added Tax: 10% (Can be deducted with the EAN code)
• Key inspection points: Nameplate information, packaging integrity (Demurrage fee is USD 50/day)

Terminal distribution

• It takes about 2 days from Hai Phong Port to Hanoi, and the freight is USD 200 - 300/truck

V. Precautions

• Time control: OldEquipment ExportReserve 25 - 30 days (including 7 - 10 days for Vietnams approval)
• Risk avoidance:
  • Purchase cargo insurance (premium is about 0.15% of the cargo value)
  • Choose a local customs clearance agent in Vietnam (such as Vinacustoms)
• Cultural adaptation: The Vietnamese customs prefers pre - inspection of goods. Send the equipment photos in advance for pre - review

Reference cases

Shandong exports injection molding machines: 40HQ container + wooden box reinforcement, total time consumption is 18 days, and the tariff reduction reduces the cost by 12%
Old machine tools in Guangzhou were detained: The original factory serial number was not provided, and the demurrage fee was USD 150

The export of mechanical equipment to Vietnam involves complicated document preparation, customs clearance and logistics arrangements, especially the approval process for old equipment is more complex. Through reasonable planning, compliant declaration, and entrusting professional freight forwarders and customs clearance agents (such asZhongShen International Trade), enterprises can effectively reduce export risks and improve customs clearance efficiency.