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Complete Guide to Letter of Authorization (LOA) for Cosmetic Product Notification in Vietnam 2025 | Avoid Costly Import Mistakes
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When importing cosmetics into Vietnam, one of the most important documents in the notification dossier is the Letter of Authorization (LOA). This document legally confirms the relationship between a foreign manufacturer or brand owner and the Vietnamese entity authorized to carry out the cosmetic notification process.
In this 2025 guide, Green NRJ explains what the LOA is, why it’s required, how to draft a compliant version, and how to avoid costly mistakes.
What Is a Letter of Authorization (LOA)?
A Letter of Authorization (LOA), also known as a Power of Attorney (POA), is an essential legal document issued by the foreign manufacturer, brand owner, or product owner. This document authorizes a Vietnamese company to act on behalf of the foreign entity in Vietnam. The LOA/POA plays a crucial role in the cosmetic importation process and is typically required for:
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Submitting the cosmetic product notification to the Drug Administration of Vietnam (DAV)
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Representing the foreign company in all communications and procedures with Vietnamese regulatory authorities
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Ensuring compliance with local regulations regarding product safety, quality, and labeling throughout the product’s circulation in Vietnam
Having a valid LOA or POA is mandatory for any foreign cosmetic brand looking to legally import and distribute products in the Vietnamese market.
Legal Basis
The LOA is required by Vietnamese law and is aligned with regional standards. Its legal foundation includes:
| Legal Document | Description |
| ASEAN Cosmetic Directive (ACD) | Regional framework adopted by Vietnam to regulate cosmetic products |
| Circular No. 06/2011/TT-BYT | Issued by the Ministry of Health, this governs the management of cosmetics in Vietnam |
| Appendix No. 01-MP | Lists the required documents for cosmetic product notification — including the Letter of Authorization (LOA) |
These legal references ensure that the LOA/POA is not only a procedural formality but a legally binding document essential for foreign cosmetic brands seeking to import and distribute cosmetics in Vietnam.
Required Information in a Valid LOA
To comply with Vietnamese cosmetic import regulations, a valid Letter of Authorization (LOA) — also known as a Power of Attorney (POA) — must include specific details to be legally accepted by the Drug Administration of Vietnam (DAV). A complete and compliant LOA should contain the following information:
| Section | Required Details |
|---|---|
| Authorizing Entity | Full legal name and registered address of the foreign manufacturer, brand owner, or product owner |
| Authorized Party in Vietnam | Legal name and address of the Vietnam-based company authorized to submit the cosmetic product notification |
| Scope of Authorization | A clear and specific statement granting authority to submit the product notification, act as the local representative, and handle distribution and regulatory compliance in Vietnam |
| Product or Brand Information | Exact brand name(s) or product name(s) that the LOA/POA covers for authorization purposes |
| Validity Period | Defined start and end date of the LOA; or a statement indicating unlimited or indefinite validity |
| PIF Commitment | A formal declaration that the Product Information File (PIF) will be prepared and maintained as required under Vietnam’s cosmetic regulations |
| Legal Signature | Full name, job title, and signature of the legal representative of the foreign entity issuing the LOA |
Legalization and Translation Requirements
For the LOA to be considered valid for cosmetic product registration and submission in Vietnam, it must undergo specific legalization and certification procedures, including:
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Consular Legalization: The LOA/POA must be notarized in the country of origin and then legalized by the Vietnamese diplomatic mission or consulate in that country.
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Certified Vietnamese Translation: A licensed translator in Vietnam must translate the LOA into Vietnamese. The translation must be certified and stamped to ensure legal acceptance.
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Signature Certification: The document must be signed by the legal representative of the foreign company, and the signature must be officially recognized or notarized in accordance with the law.
Common Mistakes to Avoid
Submitting an incorrect or incomplete Letter of Authorization (LOA) — also known as a Power of Attorney (POA) — is one of the leading causes of cosmetic product notification rejection in Vietnam. To ensure a smooth approval process by the Drug Administration of Vietnam (DAV), it is essential to avoid the following common LOA mistakes:
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Uncertified or unauthorized signatures: The LOA must be signed by the legal representative of the foreign company and officially notarized or legalized.
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Missing or unclear validity period: The document must clearly state the start and end date, or include a declaration of indefinite validity.
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Incomplete or outdated company details: Ensure both the foreign brand owner’s and the Vietnamese authorized representative’s information are up to date and match business registration records.
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Lack of product or brand listing: If applicable, the LOA must include a specific list of brand names or product names it covers.
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Failure to legalize or translate the LOA properly: The LOA must be consular legalized in the country of origin and certified translated into Vietnamese by a licensed translator.
Making any of these errors can result in delays in the cosmetic product registration process, increased administrative costs, or even outright rejection by Vietnamese authorities.
To avoid setbacks and ensure compliance with Vietnam cosmetic import requirements, it is strongly recommended to work with experienced consultants or legal professionals who understand the LOA requirements for Vietnam’s cosmetic industry.
Frequently Asked Questions
Is the LOA mandatory for all imported cosmetics in Vietnam?
Yes. Every cosmetic product notification dossier must include a valid LOA.
Can one LOA cover multiple products or brands?
Yes, provided they are clearly listed in the document.
Can the authorized party be any local company?
Yes, but it must be legally registered in Vietnam and agreed upon by the brand owner.
Can Green NRJ act as the authorized party in Vietnam?
Yes. Green NRJ provides local representation and handles the full notification process.
How Green NRJ Supports Cosmetic Businesses
Green NRJ offers end-to-end services to ensure your product is registered efficiently and in compliance with Vietnamese law:
| Service | Description |
| LOA Drafting & Review | Ensure your LOA meets regulatory standards |
| Legalization & Translation | Manage the consular legalization and certified Vietnamese translation |
| Dossier Submission | Handle preparation and submission of the cosmetic notification |
| Authorized Representation | Act on behalf of your business in Vietnam if needed |
Our team supports international cosmetic brands entering Vietnam’s growing market with clarity, accuracy, and strategic compliance.
Contact Green NRJ Today
Looking to import cosmetic products into Vietnam? Let Green NRJ help you get your LOA and registration right from the start.
Contact us today to speak with our consultants and receive expert support tailored to your business goals.
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