DETAILED PROCEDURE FOR DECLARATION OF CONFORMITY FOR IMPORTED GOODS

The trend of importing goods from abroad, particularly from China, into Vietnam is increasing rapidly. However, imported products are required to comply with quality regulations before being distributed in the market. To ensure this, individuals and businesses must carry out the procedure for declaring the conformity of imported goods. So, what is a conformity declaration? What are the procedures for declaring conformity? Let Smart Link guide you through the article below.

1. What is a Conformity Declaration?

A conformity declaration refers to the self-certification by an organization or individual that their products or goods meet the relevant technical standards (as defined in Clause 9, Article 3, Law on Standards and Technical Regulations). This is a mandatory procedure to ensure that products meet the necessary standards for quality, environmental safety, and consumer health.

Understanding the procedure for conformity declarations helps importers prepare in advance, avoiding unnecessary complications during the business process.

2. Imported Goods Subject to Conformity Declarations

Before starting the conformity declaration process, importers need to determine whether their products fall into the category of goods requiring a conformity declaration. Specifically:

For goods that pose potential safety risks (group 2), relevant ministries will clearly define the mandatory technical standards that must be applied. Importers of group 2 products must perform a conformity declaration as required.
For products without safety risks (group 1), manufacturers or importers can voluntarily declare their products’ conformity, but it is not mandatory.

If the imported goods require a conformity declaration, you should proceed early to avoid delays at the port, which could lead to additional costs and time.

3. Documentation Required for Declaring Conformity of Imported Goods

To declare the conformity of imported goods, businesses must prepare the following documents:

A notarized copy of the Business Registration Certificate of the product distributor in Vietnam.
A CA license, along with a test report from the manufacturer or an independent certification body in the country of origin.
Secondary product labels.
Product formula, including the composition ratio and the function of each component.
A product quality test report from the country of origin.
A quality certificate from the country of origin.

Additionally, depending on the specific category of goods, additional quality inspection documents may be required.

4. Procedures for Declaring Conformity of Imported Goods

Below is a summary of the steps to complete the conformity declaration process:

Assessment of conformity: Businesses can self-assess their products or hire a designated certification body to conduct the assessment.
Prepare documents: After the assessment, businesses prepare the certification registration documents and submit them to the certification body.
Issuance of certificate: The certification body will review and issue the conformity certification, and provide guidance on the use of the conformity mark.
Submit documents: Submit the conformity declaration documents to the relevant specialized agency, as designated by the Ministry of Industry or the Provincial or City People’s Committee.
Notification of receipt: The specialized agency will issue a notification of receipt for the conformity declaration documents.

Note:

Within 15 working days from the date of receipt of complete and valid documents, the competent authority must issue a confirmation of the declaration. If they do not, they must notify the reasons and request supplementary documents within 2 months. If not completed within this timeframe, the documents will be canceled.

Conclusion

We hope that the information shared by Smart Link helps readers gain a better understanding of Conformity Declaration. Thank you for taking the time to follow this article! We hope that the insights provided will be helpful to both individuals and exporting companies.

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If you require assistance with international import and export of goods, please contact our team at Smartlink Logistics. We are available to provide you with professional guidance on our services and the necessary customs procedures.

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