CHAPTER 2: EXPORT IMPORT DOCUMENTATION

1. Commodity documents

1.1. Commercial invoice

- Issuer: Exporter

- Function:

+ Evidence for the Seller to make payment for the Buyer (The Seller make payment base
on the Commercial Invoice, not base on the contract) -> main function

+ Based on the Commercial Invoice to know the party who chattering the vessel, so that,
that party will pay the freight

+ Based on the value on Commercial Invoice to know the party who buy the insurance,
so that, that party will pay the insurance premium

+ Based on the value on Commercial Invoice to pay tarriff

+ Based on the value on Commercial Invoice to make statistics

- Special note to make

+ If the payment method is T/T, Open account, D/P, D/A, D/OT, CAD => Base on the
information on the contract to get the information to write on the Commercial Invoice

+ If the payment method is L/C => Base on the information in L/C to get the information
to write on the Commercial Invoice

- Content:

(1) Number of invoice => main information

(2) ART no = Product code number => main information

(3) PO no = Purchase order number => reference information

(4) Shipper: Information, Address,…=> main information

(5) Port of loading, Port of discharge, Term of payment => reference information

(6) Description of goods => main information

(7) Packing => reference information

(8) Quantity, Unit Price, Total amount => main information

(9) Seller’s signature => main information

- Step arise: After step 9 - Dispatching goods

1.2. Packing List

- Issuer: Exporter

- Function: Packing list show the packing of the contract to make sure the exporter check
the right quantity based on the contract.

- Special note to make

+ If the payment method is T/T, Open account, D/P, D/A, D/OT, CAD => Base on the
information on the contract to get the information to write on the Packing List.

+ If the payment method is L/C => Base on the information in L/C to get the information
to write on the Packing List.

- Content:

(1) Title => main information

(2) Shipper: Information, Address,… => main information

(3) Description of goods => main information

(4) Packing => main information

(5) Quantity => main information

(6) Container No. => main information

(7) Seller’s signature => main information

(8) B/L no => conference information

(9) Port of loading/ Port of discharge => conference information

(10) Place of delivery => conference information

(11) ART no. => conference information

(12) PO no. => conference information

- Step arise: After step 9 - Dispatching goods

* If the goods need packed => make Packing List

If the goods don’t need packed => don’t need to make Packing List

Detailed Packing List: only apply for some kinds of goods (fabric,…)

1.3. Certificate of Quantity/ Certificate of Quality/ Weight Certificate

* Different between Quatity and Weight

Quantity: use when the measurement unit is box, piece, MT,…

Weight: use when the measurement unit is Metric ton

=> Quantity > Weight

- Issuer: Exporter or Independent Inspection Company (VINACONTROL, SGS, OMK,

…)

- Function: Confirmation the quantity/ quality/ weight is suitable is suitable for the
regulation of the Contract or L/C

- Special note to make

+ If the payment method is T/T, Open account, D/P, D/A, D/OT, CAD => Base on the
information on the contract to get the information to write on the Certificate of Quality/
Certificate of Quantity/ Weight Certificate.

+ If the payment method is L/C => Base on the information in L/C to get the information
to write on the Certificate of Quality/ Certificate of Quantity/ Weight Certificate.

- Step arise: Step 9 – Dispatching goods

2. Transportation documents

2.1. Mate reciept (Biên lai thuyền phó)

- Issuer: Captain
- Only apply for Voyage/ Tramp chattering

- Arised in: Exporter’s Country

2.2. Seaway Bill

- Issuer: The carrier

- Arised in: Exporter’s Country

- Same as B/L but don’t have the function of transfering

2.3. Booking note/ Booking confirmation/ Booking Amendent

- Issuer: The carrier

- Function: Confirmation from carrier for shipment booking -> The Shipper has space
for their cargo

2.4. Cargo list

- Issuer: Exporter

- Function: Show the kind of goods and quantity of goods that suitable with the quantity
of the vessel

- Arised in: Exporter’s Country

2.5. Shipping order

- Issuer: The carrier

- Function: Confirmation the shipment booking of vessel and mention the place that
shipper should deliever goods to the carrier so that the carrier can deliver goods to the
destination.

- Arised in: Exporter’s Country

2.6. Shipping note

- Issuer: The carrier

- Function: To inform information related to cargos so that carrier will have some special
care during transportation for the cargo.
- Arised in: Exporter’s Country

2.7 Shipping instruction

- Issuer: Exporter

- Function: The carrier based on the information on the Shipping Instruction to issue the
B/L

- Arised in: Exporter’s country

2.8. Manifest

- Issuer: The carrier or agent of carrier (Forwarder and Logistic Company)

-> Declare manifest to custom office related to information of cargo in 2 cases”

 Cargoes are going to depart from Exporter’s Country

 Cargoes are going to reach te discharge port in Importer’s Country

-> Declare for Export cargo and Import cargo

- Arised in: Exporter country and Importer country

2.9. Stowage plan (Sơ đồ xếp hàng lên tàu)

- Issuer: The carrier

- Function: Show the vessel drawing to know the name of goods and quantity contains in
each hold/ hatch in the vessel.

- Arised in: Exporter’s country

2.10. Statement of fact (Bảng kê sự kiện)

- Issuer: The carrier

- Only apply for voyage chattering

- Function: Show the problems effect during the perid of loading and unloading the
cargoes (bad weather, broken crain,…) because under voyage chattering, it takes many
days to finish loading and unloading the cargoes.

- Arised in: Exporter’s country and Importer’s country

2.11. Layday statement (Bảng tính toán thưởng phạt bốc dỡ hàng)

- Issuer: The carrier

- Only apply for vayage chattering

- Function: Based on Layday Statement to calculate the bonus payment or fine payment

 If the time of loading/ unloading cargoes finish on time -> have bonus payment
 If the time of loading/ unloading cargoes doesn’t finish on time -> have fine
payment

- Arised in: Exporter’s Country and Importer’s Country

 Trong cước phí thuê tàu chuyến không bao gồm phí bốc dỡ hàng, phí bốc dỡ hàng
sẽ do người thuê tàu và chủ tàu đàm phán
 Thông thường, bonus payment = ½ fine payment

2.12. Arrival notice

- Issuer: The carrier

- Function: To inform the consignee that the cargoes are going to reach the discharge
port so that the consignee can prepare to take the goods.

- Arised in: Importer’s country

2.13. Delivery order

- Issuer: The carrier

- Arised in: Importer’s country

2.14. Equipment Intercharge Receipt

- Issuer: The port

- Function: To mention the status of container when port deliver the containers to the
shipper or receive the container from the consignee.

- Arised in: Exporter’s country and Importer’s country

2.15. Report on receipt of cargo (Biên bản kết toán nhận hàng lên tàu)
- Issuer: The port and The carrier

- Arised in: Importer’s country

2.16. Cargo outturn report (Biên bản hàng đổ vỡ hư hỏng)

- Issuer: The port and The carrier

- Function: To show some cargoes problems in case the port receive the cargo from
carrier.

- Arised in: Importer’s country

2.17. Certificate of short landed cargo (CSC)

- Issuer: The agent of the carrier

- Function: To confirm that there are some shortage of cargoes (lacking of cargoes)

- Arised in: Importer’s country

2.18. VGM (Verified Gross Mass)

- Appy when goods are loaded in containers

* In your opinion, which documents is the most important?

Bill of Lading (B/L) is the most important document because the most important function
of B/L is document of title. B/L shows the ownership of the cargoes

=> Bill of Lading is the soul of cargo

3. Insurance documents

* In which case is the payment document has the insurance document?

=> In CIF, CIP Incoterms Rule

* In D group, The Seller doesn’t need to send insurance to The Buyer because in D
group, The Seller will bear risks.

2 kinds of insurance documents:

 Insurance policy
 Insurance certificate
Different between Insurance policy and Insurance certificate

- Insurance policy including:

 General regular: mention rights and obligations of insurance company and the
party who buy insurance.
 Special condition: mention the information related to goods that buy insurance.

- Insurance certificate: not including the general regular, just mention the special
condition about the cargoes should be insured.

Ways to buy insurance: 2 ways

- Signing the principle contract (Hợp đồng nguyên tắc) yearly with the insurance
company

=> So if the person who sign this contract want to buy insurance for their goods, the
insurance company will issue insurance certificate.

- Don’t signing the principle contract yearly with the insurance company

=> So if the person who sign this contract want to buy insurance for their goods, the
insurance company will issue insurance policy

* In reality, if you sign the principled contract, you can ask the insurance company to
issue insurance policy => Depends on your parter.

* If the payment method is L/C

 If the consignee ask to send insurance policy, the shipper only can send the
insurance policy.
 If the consignee ask to send insurance certificate, the shipper only can send the
insurance policy or insurance certificate.

Documents need to submit to insurance company

- Application form

- Invoice

- Packing List

- Draft B/L
4. Customs documents

4.1. Entry, Customs declaration

4.2. Export/ Import license

- Issuer: Specific ministry

- Function:

 Approval to export/ import specific products from the Ministry of Goods

Management
 Customs clearance.

- Content: Issuer, doc. Name, no., date, lagal base. Business information, Cargo
information, Declare point of exit/ entry, export/ import purchase, license validity,…

- Procedure to obtain:

+ License file: application, business registration certificate, relevant documents as law

regulation

+ Procedure:

 Submit license fiel directly or online

 Add lacking documents (if any) as request
 Receive the result

Regualtion in details is different, depends on each Ministry.

- Step to obtain: After signing the contract (obtaining export/ import license)

4.3. Certificate of origin

4.4. Phytosanitary/ Veterinary/ Animal product sanitary inspection/ Health

Certificate

4.4.1. Phytosanitary Certificate

- Issuer: Plant Protection Department (Ministry of Agriculture & Rural Development)

- Function:
  Confirmation of products have been inspected and are free from quarantine pests,
injuriuos pests
 Customs clearance

- Content:

(1) Exporter name, adress

(2) Importer name, adress

(3) Number & description of packages

(4) Distinguishing marks

(5) Place of origin

(6) Declared means of conveyance

(7) Declared point of entry

(8) Name of produce and quantity declared

(9) Botanical name of plants, Certifying statement, Additional declaration, Disinfestation

and/ or disinfection treatment

(10) Date

(11) Treatment

(12) Chemical (active ingredient)

(13) Concentration

(14) Duration and temperature

(15) Additional information

(16) Stamp of organization

(17) Place of issue

(18) Date issued

(19) Name of authorized officer, date and signature

- Step to obtain:

 For export cargo

- Register an account to do plant quarantine (PQS software)

Step 1: Register the shipment to need quarantining ( 1-2 days before the ship departures)

 Log in the software and declare information for registration form

 Attach to: Sale contract, invoice, packing list, B/L, Fumi (If any)

Step 2: Quarantinep agency recieves and checks documents. Shipper pay quarantine fee

Step 3: Quarantine agency inspects the object

Step 4: Quarantine agency issues Physanitary Certificate

 For import cargo

- Register an account to do plant quarantine (PQS software)

Step 1: Register the shipment to need quarantining

 Log in the software & declare information for registering form

 Attach to: Phytosanitary Certificate, Import plant quarantine permit (if required),
sale contract, invoice, packing list, B/L, Fumigation (If any)

Step 2: Quarantine agency recieves and checks documents. Consignee pay quarantine fee.

Step 3: Quarantine agency inspects the object

Step 4: Quarantine agency issues Phytosanitary Certificate for import cargo

* Export cargo

- It is not required by customs office (except…)

- Before shipment if the goods doesn’t required Phyto. Cert by customs office

- Before customs clearance if the goods required Phyto. Cert by customs office

* Import cargo

- It is required by customs office for goods on regulated list

- Before the step of customs declaration

 Goods need to be issued Phytosanitary Certificate

- Circular 04/2023

- Circular 30/2014

4.4.2. Veterinary/ Animal product sanitary inspection certificate

- Issuer: Department of Animal Health

- Function:

 Confirmation of products that are animals, animal orgin, animal products have
been tested to not carry disease-causing germs or have been vaccinated against
diseases and treated against epidemics.
 Customs clearance

In case the importing country or goods owner does not require quarantine: The goods
owner must carry out quarantine for transportation out of the provincial area

- Step to obtain

+ Terrestrial animals and animal products

 Animal Health Certificate for Export

 Health Certificate for Export of Animal Products
 For Export Cargo
- Register the shipment to need quarantining

(08/VBHN-BNNPTNT, Article 6, 7)

 For Import Cargo

(08/VNHN-BNNPTNT, Article 8, 9)

+ Aquatic animals and animal products

 Health Certificate for Export of Aquatic Animal, Aquatic Animal’s Products

5. Financial documents
6. Contract performance for international sale of goods

6.1 Export contract performance

Step 1: Obtaining export license

Những nội dung về hàng cấm xuất khẩu, cấm nhập khẩu. Hàng hóa xuất khẩu,
nhập khẩu ….

- Với mỗi mặt hàng cụ thể, ở từng thời điểm cụ thể, sẽ phải tuân theo những quý
định cụ thể của Nhà nước / cơ quan hữu trách về Giấy phép/ thủ tục xuất khẩu

VD: Bộ Hồ sơ xin giấy phép xuất khẩu về mặt hàng gạo (Quyết định số
13/QĐ/HHLTVN ngày 30/07/2009 của Hiệp hội lương thực thực phẩm)

+ Hợp đồng ngoại thương, 1 bản gốc

+ Giấy chứng nhận đăng kí kinh doanh, 1 bản sao

+ Giấy đăng kí mã số thuế

+ Giấy giới thiệu của doanh nghiệp

Document arise: Export license (If any)

-> Chỉ xuất hiện khi xuất khẩu các mặt hàng đặc biệt như máy móc, thiết bị, hóa chất,…

Step 2: Requesting initial steps of payment

 Nếu thanh toán bằng L/C

Người bán cần nhắc nhớ người mua yêu cầu ngân hàng mở L/C theo đúng thoả
thuận

Người bán cần kiểm tra nội dung trên L/C

Step 3: Sourcing goods for export

Step 4: Packing and marking

Step 5: Making pre-shipment inspection

- Certificate of quality

- Certificate of quantity/ Weight Certificate

- Veterinary/ Animal product sanitary inspection certificate

- Health Certificate

- Phytosanitary certificate

- Fumigation Certificate

Step 6: Reserving shipping space

Step 7: Getting goods insured

- Depends on Incoterms Rule (If any)

 CIF, CIP: Insurance Certificate/ Insurance Policy

Step 8: Making documents

- Certificate of quality

- Certificate of quantity/ Weight Certificate

- Veterinary/ Animal product sanitary inspection certificate

- Health Certificate

- Phytosanitary certificate

- Fumigation Certificate

Step 9: Dispatching goods

- Commercial invoice

- Packing List

- Bill of Lading

 For voyage chattering

- Time sheet/ Layday statement

- Statement of fact

- Mate reciept

Step 10: Obtaining Customs Clearance

- Certificate of Origin

- Custom clearance sheet

Step 11: Receiving payment

- Bill of exchange ( if it is deffered payment)

Step 12: Claiming or solving claiming

6.2. Import contract performance

Step 1: Obtaining import license

Only have when the Importer import some special goods (equipment, chemical,…)

Step 2: Taking initial steps of payment

Step 3: Reserving shipping space

Step 4: Getting goods insured

 Depend on Incoterms Rule

- Insurance policy/ Insurance certificate (if any)

Step 5: Checking documents

- Commercial Invoice

- Packing List

- Bill of Lading

- Certificate of Origin

- Quality Certificate

- Quantity Certificate/ Weight Certificate

- Phytosanitary Certificate

- Fumigation Certificate

- Veterinary/ Animal product sanitary inspection certificate

- Health Certificate
Step 6: Obtaining Customs clearance

- Custom declaration sheet

Step 7: Taking delivery of goods

- Delivery order

- Notice of Arrival

Step 8: Inspecting import products

- Quality Certificate

- Quantity Certificate/ Weight Certificate

- Phytosanitary Certificate

- Fumigation Certificate

- Veterinary/ Animal product sanitary inspection certificate

- Health Certificate

Step 9: Claiming or solving claim

Step 10: Making payment

- Bill of lading
 SUMMARY TABLE OF EXPORT ACTIVICTY

No. Step arise Arisen document Issuers Main function

- Approval to export/ import specific

products from The Ministry of Goods
1 Export license Specific Ministry
Management
- Customs clearance

Evidence for the Importer to make payment

2 Commercial Invoice Exporter
to the Exporter

Show Detailed packaging information of the

goods to make sure the Exporter check the
3 Packing List Exporter right quantity of goods base on the contract
and detailed information on how the
packaged goods will be transported.
Confirm the booking with the shipping line,
normally incorporates the provisions of the
Booking note/ Booking carrier's standard bill of lading, adding only
4 Carrier
confirmation (Liner) the cargo and shipment details such as
description of goods, voyage name, voyage
number,
 VGM (Verified Gross Confirm the gross weight of international
5 Carrier
Mass) (Liner) shipping containers

SI (Shipping Instruction) To provide information should be showed in

6 Carrier
(Liner) B/L.

Exporter or
To prove the accordance between the real
Indepent Inspection
7 Quanlity Certificate quality and the one stipulated in the contract
Company (Third
or L/C
party)
Exporter or
To prove the accordance between the real
Quantity Certificate/ Indepent Inspection
8 quantity/weight and the one stipulated in the
Weight Certificate Company (Third
contract or L/C
party)
Plant Protection
Department - Approval to export/ import specific
(Ministry of products from the Ministry of Goods
9 Phytosanitary Certificate
Agriculture & Management
Rural - Customs clearance
Development)

Fumigation Confirmation that goods have been

10 Fumigation Certificate
Company fumigated
 Department of - Confirmation of products that are animals,
animal health animal origin, animal products have been
Veterinary/ Animal
(Ministry of tested
11 product sanitary
Agriculture & to not carry disease-causing germs or have
inspection certificate
Rural been vaccinated against epidemics.
Development) - Customs clearance
Confirmation that the goods are free form
Department of
Health Certificate disease or pests (insects), and that products
12 Agriculture Rural
(Sanitary Certificate) have been prepared in such a way that they
and Development
reach prescribed standards.
- A receipt of goods for shipment
13 Bill of Lading Carrier - An evidence of contract of carriage
- A document of title
Manufacturer, - Indicates that the goods, which are being
exporter or exported, are actually manufactured in a
14 Certificate of Orgin
authorized specific country mentioned therein for
authority applying tarriff rates.
Insurance policy/
15 Insurance certificate (CIP, Insurance company To insured a specific consigment
CIF)
To calculate the bonus payment or fine
Time sheet/ Layday
16 Carrier payment
statement (Voyage)
 If the tine of loading/ unloading goods
 finishes on time => have bonus payment
 If the time of loading / unloading doesn’t
finish on time => have fine payment
Show the problems effect the period of
Statement of fact
17 Carrier loading and unloading the cargoes (bad
(Voyage)
weather, broken crain,…)

Shows exact details of a shipment that has

18 Mate reciept (Voyage) Captain of vessel
been loaded onto a vessel

A requisite for seeking the permission of

19 Custom declaration sheet Exporter
customs to export/import goods

An order in writing addressed by one person

(the seller of goods) to another (the buyer)
requiring the latter to pay on demand (a sight
20 Bill of exchange Exporter
draft) or at a fixed or determinable future
time (a time draft) a certain sum of money to
a specified person or to the bearer of the bill.
 SUMMARY TABLE OF IMPORT ACTIVICTY

Step arise
No. Arisen document Issuers Main function

Step 1. - Approval to export/ import specific

products from The Ministry of Goods
1 Import license (If any) Specific Ministry
Management
- Customs clearance
Confirm the booking with the shipping line,
normally incorporates the provisions of the
Booking note/ Booking carrier's standard bill of lading, adding only
2 Carrier
confirmation (Liner) the cargo and shipment details such as
description of goods, voyage name, voyage
number,
 VGM (Verified Gross Confirm the gross weight of international
3 Carrier
Mass) (Liner) shipping containers

SI (Shipping To provide information should be showed in

4 Carrier
Instruction) (Liner) B/L.

Insurance policy/
5 Insurance company To insured a specific consigment
Insurance certificate

Evidence for the Importer to make payment

6 Commercial Invoice Exporter
to the Exporter

Show Detailed packaging information of the

goods to make sure the Exporter check the
7 Packing List Exporter right quantity of goods base on the contract
and detailed information on how the
packaged goods will be transported.
- A receipt of goods for shipment
8 Bill of Lading Carrier - An evidence of contract of carriage
- A document of title
Manufacturer, - Indicates that the goods, which are being
exporter or exported, are actually manufactured in a
9 Certificate of Orgin
authorized specific country mentioned therein for
authority applying tarriff rates.
 Exporter or
To prove the accordance between the real
Indepent Inspection
10 Quanlity Certificate quality and the one stipulated in the contract
Company (Third
or L/C
party)
Exporter or
To prove the accordance between the real
Quantity Certificate/ Indepent Inspection
11 quantity/weight and the one stipulated in the
Weight Certificate Company (Third
contract or L/C
party)
Plant Protection
Department - Approval to export/ import specific
Phytosanitary (Ministry of products from the Ministry of Goods
12
Certificate Agriculture & Management
Rural - Customs clearance
Development)

Fumigation Confirmation that goods have been

13 Fumigation Certificate
Company fumigated

Department of - Confirmation of products that are animals,

animal health animal origin, animal products have been
Veterinary/ Animal
(Ministry of tested
14 product sanitary
Agriculture & to not carry disease-causing germs or have
inspection certificate
Rural been vaccinated against epidemics.
Development) - Customs clearance
15 Health Certificate Department of Confirmation that the goods are free form
 disease or pests (insects), and that products
Agriculture Rural
(Sanitary Certificate) have been prepared in such a way that they
and Development
reach prescribed standards.

Custom declaration A requisite for seeking the permission of

16 Importer
sheet customs to export/import goods

Permit the consignee can clear the cargo with

customs and take delivery of the cargo from
17 Delivery order Carrier
the port or terminal or depot or wherever it is
stored.
Inform by the carrier to the consignee that
the cargoes are going to reach the discharge
18 Notice of Arrival Carrier
port so that the Importer can prepare to take
the goods.
An order in writing addressed by one person
(the seller of goods) to another (the buyer)
requiring the latter to pay on demand (a sight
19 Bill of exchange Exporter
draft) or at a fixed or determinable future
time (a time draft) a certain sum of money to
a specified person or to the bearer of the bill.
 CHAPTER 3: RISK IN EXPORT IMPORT ACTIVITY

3.1. RISK IN EXPORT ACTIVITY

Step Name of step Risk Solution

- Protracted approval processes or - Engage in proactive planning, allocate
administrative inefficiencies can impede the adequate lead time for obtaining licenses, and
timely acquisition of export licenses, foster effective relationships with the relevant
delaying the planned export activities and regulatory bodies to expedite the licensing
Obtaining export
1 impacting revenue streams. process.
license (If any)
- Failure to comply with the intricate and - Stay informed about the latest export control
evolving export regulations can lead to regulations, seek legal counsel, and ensure
delays, fines, or even the revocation of the meticulous adherence to documentation and
export license. reporting requirements.
2 Taking initial step of  Importer have to make deposit (T/T) - Exporters should clearly stipulate and detail
payment The Importer doesn’t make deposit the information about deposit terms and clearly
amount stipulated in the contract while the stipulate penalty and compensation terms if
Exporter have already prepare for goods. the importer does not make a deposit in
 Importer have to make deposit (L/C) advance to the exporter after signing the
The Exporter doesn’t check the L/C contract.
carefully. The contents in the L/C may not - The exporter needs to carefully and
be consistent with the contents agreed in carefully check the information on the L/C to
 the contract. If the exporter makes mistakes match the information on the contract to
in the L/C, the issuing bank will refuse to avoid the exporter making mistakes and the
pay the exporter. issuing bank refusing to pay the exporter.
- Require the buyer to choose an issuing bank
with a good reputation to avoid the bank
going bankrupt and the seller losing all
documents and suffrage.
- Diverse suppliers, have good relationships
- The exporter did not promptly prepare a
with many suppliers, not dependent on one
sufficient quantity of goods and the quality
Sourcing goods for supplier.
3 of the goods did not comply with the
export - Sign annual principal contracts with
provisions of the contract.
suppliers to get fixed prices and quality of
- Market price of the good fluctuate
goods.
- Express the content of packaging terms in
The exporter's packaging of goods does not
the contract in detail and clearly.
Packing and conform to the packaging content specified
4 - Training staff about the standard exporting
marking in the contract or L/C => The importer can
packing to help them decrease errors during
complain.
packaging.
5 Making pre- - Exporters choose a disreputable inspection - Choose a reputation inspection organization
shipment inspection organization- result in dissatisfaction and such as Vinacontrol, Quatest 3,...
potential import rejections or stringent - Check carefully and in detail information
control measures. about inspection standards to avoid errors.
- Information about inspection criteria may
be erroneous, leading to compensation by
 the exporter or complaints by the importer.
- Exporters choose a reliable carrier with
- Exporters face risks if they choose a good service to ensure that the goods are not
carrier with poor or unreliable service, damaged during transportation.
Reserving shipping
causing damage to the goods during - Exporters establish multiple relationships
6 space (C và D
transportation to the importer. with multiple carriers to diversify their
groups)
- Exporters may face the risk of fluctuating options.
freight rates. - Continuously update the carrier's charges to
avoid unnecessary fees.
- The exporter is at risk in case the exporter
purchases inadequate insurance, leading to
- The exporter chooses to purchase
potential financial loss if the risk of the
appropriate insurance clause and ensures that
goods occurring during transportation is not
the insurance clause purchased provides
within the scope of insurance. For example:
adequate coverage to protect the goods from
Getting goods Exporters buy insurance in clause C but
7 any potential risks during transportation.
insured risks happened to goods in clause A or B.
- Speed up the process of buying insurance
- Exporters who buy insurance after the
before the ship’s departure date to ensure
ship's departure date may be at risk if
risks are covered at all times during the
during the period from the ship's departure
transportation process.
date to the effective date of insurance,
damage to the goods occurs.
8 Making documents - The exporter does not promptly prepare - Checking in detail and thoroughly each
the necessary number of documents required document to ensure that all
specified in the contract or L/C. necessary documents are prepared accurately
 and completely.
- Investing in a digital document management
system to centralize the secure storage of all
- Documents prepared by the exporter are
export documents to reduce errors and be
incorrect and inaccurate, leading to
more complete in the documentation process.
difficulties in customs clearance or even
- Training staff involved in the
refusal to receive goods in the importing
documentation process to minimize errors
country.
and improve staff understanding of export
regulations and appropriate documentation
procedures.
9 Dispatching goods - In terms of FOB, CIF, CFR delivery, the - The exporter chooses FCA, CPT, CIP
exporter may bear risks during the process delivery terms instead because the risks in the
of goods being transported from CY to the above delivery conditions will be transferred
ship even though this process will be when the exporter delivers the goods to the
performed by the carrier. first carrier.
- Loading and unloading goods multiple - Taking care of the quality’s goods during
times onto the board of the vessel can affect loading steps such as providing all parties
the quality of the goods, leading to the carefully involved in the loading process with
importer refusing to accept the goods due to clear instructions in loading process.
inconsistent quality. - Closely monitor the transportation process
- The exporter delays in transporting goods from warehouse to port to early detect and
from the warehouse to the port of loading, resolve problems that may arise during this
leading to a delay in delivery to the process or ask for help from
importer. - Accurately and thoroughly verify container
 - The exporter was confused about the
drop-off port in the SI and ensure that goods
container drop-off port, leading to delays in
are delivered to the port on time
delivery to the importer.
Goods may be at risk in channeling, goods
The seller need to comply well with customs
Obtaining Customs can be classified into the yellow lane or the
10 laws and prepare detailed documents to avoid
clearance red lane, which may take time to check,
mistakes.
which also affects the quality of goods.
- Discrepancies in documents, such as - Exporters should thoroughly check
spelling errors, mismatched information documents for errors and completeness before
between documents, missing originals or submitting them.
copies, or documents that do not meet the - Consulting a trade expert and spending
requirements of the L/C (due to the bank's plenty of time preparing time can further
suspicion of forgery or inaccuracy), can minimize the risk of rejection.
11 Receiving payment lead to the bank refusing to pay. This can - Exporters can consider using forward
result in delayed payment and additional contracts or currency options to hedge against
costs for correcting or resending exchange rate fluctuations.
documents.
- Fluctuations in exchange rates can affect
the actual receipt of funds in the exporter's
home currency.
3.1. RISK IN IMPORT ACTIVITY

Step Name of step Risk Solution

1 Obtaining export - Protracted approval processes or - Engage in proactive planning, allocate

license (If any) administrative inefficiencies can impede the adequate lead time for obtaining licenses, and
timely acquisition of import licenses, foster effective relationships with the relevant
delaying the planned import activities and regulatory bodies to expedite the licensing
impacting revenue streams. process.
- Failure to comply with the intricate and - Stay informed about the latest import
evolving import regulations can lead to control regulations, seek legal counsel, and
delays, fines, or even the revocation of the ensure meticulous adherence to
import license. documentation and reporting requirements.
2 Taking initial step of
payment

3 Reserving shipping - Importers face risks if they choose a - Importers choose a reliable carrier with
space (E and F carrier with poor or unreliable service, good service to ensure that the goods are not
groups) causing damage to the goods during damaged during transportation.
transportation - - Importers may face the - Importers establish multiple relationships
 with multiple carriers to diversify their
options.
risk of fluctuating freight rates.
- Continuously update the carrier's charges to
avoid unnecessary fees.
4 Getting insured - The importer is at risk in case the exporter
purchases inadequate insurance, leading to
- The importer chooses to purchase
potential financial loss if the risk of the
appropriate insurance clause and ensures that
goods occurring during transportation is not
the insurance clause purchased provides
within the scope of insurance. For example:
adequate coverage to protect the goods from
Importers buy insurance in clause C but
any potential risks during transportation.
risks happened to goods in clause A or B.
- Speed up the process of buying insurance
- Importers who buy insurance after the
before the ship’s departure date to ensure
ship's departure date may be at risk if
risks are covered at all times during the
during the period from the ship's departure
transportation process.
date to the effective date of insurance,
damage to the goods occurs.
5 Checking documents - Nhà nhập khẩu

6 Obtaining Customs -
clearance
7 Making payment

8 Taking delivery of
goods

9 Inspecting import
products

10 Obtaining Customs
clearance

11 Claiming or solving
claiming