Importer of Record (IOR) Services in Vietnam: Full Guide for Foreign Companies

Entering the Vietnamese market offers significant growth potential for international businesses. However, understanding and complying with Vietnam import regulations can be complex—especially for companies without a local presence. This is where an Importer of Record (IOR) in Vietnam becomes essential. Whether you’re in e-commerce, technology, or the cosmetics industry, using a professional IOR service in Vietnam helps streamline your import process, ensure regulatory compliance, and avoid costly delays or legal issues. In this guide, we explain what an IOR is, when you need one, and how to choose the right IOR partner for seamless imports into Vietnam.

Table of Contents

• What is an Importer of Record (IOR)?
• When Do You Need an Importer of Record in Vietnam?
• Benefits of Using an Importer of Record Service
• Step-by-Step Import Process with an IOR
• Green NRJ – Your Trusted Partner for Importer of Record (IoR) Services in Vietnam
• Conclusion

What is an Importer of Record (IOR)?

An Importer of Record (IoR) is the official legal entity responsible for ensuring that all imported goods comply with the laws, regulations, and import procedures of the destination country. In Vietnam and many other countries, the IoR plays a crucial role in managing both the logistics and compliance aspects of the import process.

The key responsibilities of an IoR include:

• Preparing and submitting all required import documentation, such as the Commercial Invoice, Packing List, Bill of Lading, and Customs Declaration;

• Paying all applicable taxes and import duties, including Value-Added Tax (VAT), special consumption tax (if applicable), and other fees as required by Vietnamese law;

• Ensuring compliance with local regulations, including product registration, labeling requirements, and certifications for regulated goods such as electronics, cosmetics, food, or medical devices;

• Liaising with customs authorities to resolve any issues, attend inspections, and manage post-clearance audits or verifications.

In practice, the Importer of Record in Vietnam is often a licensed customs broker, freight forwarder, or a local business entity authorized by the foreign exporter or end user to act on their behalf. The IoR must be legally registered in Vietnam and hold a valid Enterprise Registration Certificate (ERC), tax code, and customs e-declaration account.

By working with a qualified IoR service provider, businesses can simplify the import process, avoid costly delays, and ensure full compliance with Vietnamese import regulations. This is especially important when importing regulated goods or navigating complex customs clearance procedures.

When Do You Need an Importer of Record in Vietnam?

Using an Importer of Record (IOR) service in Vietnam is essential in many business scenarios—especially when navigating complex customs procedures, regulatory requirements, or cross-border logistics. Below are common situations where engaging an IOR service provider in Vietnam is highly recommended:

1. Foreign Companies Selling in Vietnam

If your business is based overseas and does not have a registered legal entity in Vietnam, you are not permitted to directly import goods under Vietnamese law. In this case, a licensed Vietnamese Importer of Record can legally import products on your behalf, enabling you to sell within the country without establishing a local branch or subsidiary.

2. Importing Regulated or Restricted Goods

Certain product categories—such as consumer electronics, cosmetics, medical devices, food supplements, and chemical substances—are subject to specialized import regulations in Vietnam. These may include obtaining:

• Import permits or licenses;

• Safety or quality certificates;

• Product declarations or registrations;

• Specialized labeling and documentation.

A qualified IOR in Vietnam will understand the legal requirements for each product type and ensure all procedures are handled correctly to prevent customs delays or fines.

3. E-Commerce Businesses Importing to Vietnam

If you’re running an e-commerce business and plan to sell products directly to Vietnamese consumers via online platforms, using an IOR service allows you to:

• Import products legally for local distribution;

• Ensure customs clearance is completed correctly;

• Comply with labeling, safety, and packaging regulations.

This is particularly important if you’re shipping goods in bulk for local warehousing or fulfillment.

4. Temporary Imports for Projects or Events

Foreign businesses often need to temporarily import items such as IT equipment, machinery, construction tools, exhibition materials, or demo products for short-term use in Vietnam. An Importer of Record is essential in:

• Managing temporary import declarations;

• Securing duty exemptions (if applicable);

• Ensuring the goods are re-exported or declared according to Vietnamese customs rules.

Using an IOR in these cases helps prevent compliance issues, especially when working on government projects, industrial installations, or trade shows.

By identifying these scenarios early and working with a reliable Vietnam IOR service, companies can enter the Vietnamese market faster and avoid common import pitfalls. Whether you’re a manufacturer, distributor, or e-commerce retailer, the Importer of Record is a key partner for legal, compliant, and efficient importation into Vietnam.

Benefits of Using an Importer of Record Service

Partnering with a professional Importer of Record (IOR) service in Vietnam offers significant advantages for international businesses looking to expand into this fast-growing market. From accelerating market entry to ensuring compliance with complex import laws, an IOR can streamline the entire importation process.

1. Faster Market Entry Without Setting Up a Local Entity

One of the biggest benefits of using an IOR in Vietnam is the ability to import goods legally without needing to establish a local company. This allows foreign businesses to test the market, fulfill orders, or distribute products in Vietnam immediately—saving time, administrative effort, and costs related to setting up a business presence.

2. Guaranteed Regulatory Compliance

Vietnam has strict and often product-specific import regulations, including:

• Labeling standards (under Decree 111/2021/NĐ-CP);

• Safety or quality declarations (for food and cosmetics);

• Import licenses and technical regulations (for medical devices or electronics).

A qualified Vietnam IOR provider ensures your products comply with all relevant laws and regulations, helping you avoid shipment delays, penalties, or customs rejections.

3. Significant Cost Savings

By outsourcing import responsibilities to a professional IOR, businesses can avoid:

• Hiring in-house compliance or logistics personnel;

• Investing in warehouse infrastructure or customs software;

• Managing complex documentation and regulatory updates.

This results in lower overhead costs and a more efficient import strategy—especially valuable for startups, e-commerce sellers, and seasonal or project-based shipments.

4. Minimized Legal and Operational Risk

Importing into Vietnam without proper documentation or licensing can lead to:

• Fines and administrative sanctions under Decree 128/2020/NĐ-CP;

• Seizure or confiscation of goods;

• Suspension of import rights.

An IOR service helps mitigate these risks by ensuring every step of the import process—from customs declaration to product registration—is handled correctly and in full legal compliance.

Using a trusted Importer of Record in Vietnam enables companies to focus on sales, marketing, and growth, while leaving the complex customs and compliance work to local experts. It’s a smart, scalable solution for global businesses entering Vietnam’s dynamic and regulated import environment.

Step-by-Step Import Process with an IOR

Successfully importing goods into Vietnam with the help of an experienced Importer of Record (IOR) involves a clear, structured process. Below is a detailed step-by-step guide to ensure your imports comply with all Vietnam customs regulations and reach the market smoothly:

1. Select a Reliable Importer of Record Service Provider

Choose a reputable IOR service provider in Vietnam with proven expertise in your product category and a thorough understanding of local import laws, customs procedures, and licensing requirements. Verify their legal registration, customs system access, and track record.

2. Confirm Product Classification and Import Requirements

Work with your IOR to accurately classify your goods according to Vietnam’s Harmonized System (HS) codes. This step determines applicable tariffs, import licenses, and any special regulatory requirements, such as product registration or certifications.

3. Prepare and Submit Necessary Documentation

Provide all required import documents to your IOR, including:

• Commercial Invoice;

• Packing List;

• Bill of Lading or Airway Bill;

• Import licenses or permits (if applicable);

• Certificates of Origin (if needed for preferential tariffs).

Accurate and complete documentation is essential to avoid customs clearance delays.

4. IOR Submits Customs Declaration and Manages Clearance

Your IOR will submit the electronic customs declaration (eCD) through the VNACCS/VCIS system and coordinate all customs clearance procedures. This includes paying attention to inspections, audits, or any customs inquiries.

5. Payment of Import Duties and Taxes

The IOR is responsible for calculating and paying all applicable fees, including:

• Import duties;

• Value-Added Tax (VAT);

• Special consumption tax (if applicable).

This ensures your goods comply with Vietnam’s tax regulations under the Law on Tax Administration and related decrees.

6. Receive Goods in Vietnam with Full Legal Compliance

Once customs clearance is completed and all payments settled, your goods can be legally released and delivered within Vietnam. Your IOR will provide necessary documents confirming compliance, enabling you to distribute or sell your products on the Vietnamese market confidently.

Green NRJ – Your Trusted Partner for Importer of Record (IoR) Services in Vietnam

With extensive experience in Vietnam’s import market, Green NRJ is a leading service provider specializing exclusively in Importer of Record (IoR) services for domestic and international businesses. We help companies navigate the complex landscape of Vietnam import regulations, ensuring smooth and fully compliant customs clearance for a wide range of products.

Our expertise covers diverse product categories including:

• Information Technology Equipment: Servers, network devices, software licenses, data storage systems, civil cryptography products, and spare parts.

• Telecommunications Devices: Communication equipment, electronic components, transceivers, mobile phones, desktops, surveillance cameras, laptops, and tablets.

• Cosmetics and Personal Care Products: Makeup items such as cleansing oils and lipsticks, along with body care essentials like body wash, shampoo, toothpaste, and other beauty products.

By choosing Green NRJ’s Importer of Record services, your business benefits from:

• Full Compliance with Vietnam Import Regulations: We ensure all shipments meet customs laws, product registration, licensing, and labeling requirements, minimizing risks of delays or fines.

• Efficient Customs Clearance Management: Green NRJ handles all import documentation, electronic customs declaration via VNACCS/VCIS, and timely payment of import duties and taxes.

• Cost-Effective Import Solutions: Outsourcing your import compliance to Green NRJ reduces overhead costs and prevents costly penalties or shipment rejections.

• Tailored IoR Services to Match Your Industry Needs: Whether in IT, telecommunications, cosmetics, or other sectors, we provide customized support to help you import goods legally and efficiently into Vietnam.

Partner with Green NRJ for trusted, professional Importer of Record services that simplify your Vietnam import process, allowing you to focus on growing your business and capturing new opportunities in this dynamic market.

Conclusion

Using a professional Importer of Record (IOR) service is the key to successfully importing goods into Vietnam without setting up a local entity. An experienced IOR ensures full compliance with Vietnam’s import regulations, smooth customs clearance, and faster market entry.

For reliable and expert IoR support in Vietnam, contact Green NRJ today to simplify your import process and grow your business with confidence.

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