Procedures for declaring imported cosmetics – Detailed instructions

Procedures for declaring imported cosmetics is a mandatory legal procedure that businesses and organizations importing cosmetics must carry out to be allowed to circulate cosmetic products in the Vietnamese market. This process is managed by the Ministry of Health and requires importers to provide all relevant records and documents. The following article will explain in detail the steps, conditions, and requirements of this procedure.

Current regulations on cosmetic declaration

According to the provisions of Article 3 of Circular 06/2011/TT-BYT and related legal documents, the declaration of imported cosmetics is an important procedure to ensure quality and safety for consumers. These regulations apply to all types of cosmetics imported into Vietnam, from skin care products, makeup to specialized cosmetics.

To ensure transparency and effective management, import businesses must comply with specific requirements:

• Provide full documentation on product origin;
• Prove the legal capacity of the importer;
• Meets quality standards as prescribed.

When granted a cosmetic product announcement receipt number, organizations and individuals must take full responsibility for the safety, effectiveness and quality of the product. Competent state agencies will conduct post-sale inspection when products circulate on the market.

Note: Organizations and individuals responsible for bringing products to market must have the function of trading cosmetics in Vietnam.

Competent authority dealing with declaration of imported cosmetics

According to the provisions of Clause 1, Article 7, Circular 06/2011/TT-BYT, the Drug Administration of Vietnam – Ministry of Health is the only agency with authority to receive and approve dossiers announcing imported cosmetics in Vietnam.

Current procedures for declaring imported cosmetics

In order for the process of declaring imported cosmetics to take place quickly, effectively and legally, businesses need to pay attention to the following contents.

Document components need to be prepared

According to the provisions of Article 4 of Circular 06/2011/TT-BYT amended and supplemented in Clause 1, Article 1, Circular 29/2020/TT-BYT, cosmetic product announcement dossiers include the following documents:

1. Cosmetic product announcement sheet (02 copies) accompanied by announcement data (soft copy of the announcement sheet), cosmetic announcement sheet is prepared according to the form Appendix No. 01-MP Circular 06/2011/TT-BYT;

Note: How to prepare a detailed product announcement form is specified in detail in Article 5 of Circular 06/2011/TT-BYT.

>>> Download: Appendix No. 01-MP Circular 06/2011/TT-BYT.

2. Original or duly certified copy of Power of Attorney from the manufacturer or product owner authorizing the organization or individual responsible for bringing the product to market to distribute cosmetic products in Vietnam (applicable to imported cosmetics and domestically produced cosmetics where the organization or individual responsible for bringing the product to market is not the manufacturer).

Note: The power of attorney must be a copy with a certified signature and consular legalization according to the provisions of law, except in cases where consular legalization is exempted under international treaties to which Vietnam is a member. The power of attorney must meet the requirements specified in Article 6 of Circular Circular 06/2011/TT-BYT.

3. Certificate of free circulation (CFS) (except for cases exempted from CFS, specifically specified in Point a, Clause 1, Article 1 of Circular 29/2020/TT-BYT).

Steps to carry out declaration of imported cosmetics

According to the provisions of Clause 2, Article 7 of Circular Circular 06/2011/TT-BYT, the implementation process includes the following detailed steps:

Step 1: Prepare complete documents according to regulations

Enterprises carrying out the announcement of imported cosmetics prepare documents according to current regulations, ensuring completeness and accuracy.

Step 2: Submit application to the Drug Administration – Ministry of Health

Cosmetic product declaration dossiers are made into 01 set, submitted directly or by post to the competent state management agency.

Step 3: Wait for the application to be received and processed

Within 03 working days from the date of receiving the valid announcement dossier and the announcement fee according to regulations, the competent state management agency is responsible for issuing the receipt number of the Cosmetic Product Announcement Form.

In case the published dossier does not meet the regulations, within 05 working days from the date of receiving the dossier, the agency receiving the dossier shall notify the publishing organization or individual in writing of the unsatisfactory contents to amend and supplement the dossier (specifically stating the unsatisfactory contents).

Additional records of the unit include:

• Written explanation of amendments and supplements by the organization or individual making the announcement;
• Cosmetic product proclamation form accompanied by proclamation data (soft copy of the proclamation form) or other amended and supplemented documents.

Within 05 working days from the date of receiving additional documents that meet the regulations, the competent state management agency is responsible for issuing the receipt number of the Cosmetic Product Announcement Form.

In case the amended or supplemented dossier does not meet the regulations, within 05 working days from the date of receiving the additional dossier, the agency receiving the dossier will notify in writing that it will not issue a cosmetic product announcement receipt number for this product.

Note: Within 03 months from the date of issuance of the notification document, if the organization or individual named in the announcement does not submit additional documents, the announcement document is no longer valid. In this case, if the organization or individual wants to continue publishing, they must submit a new application and pay a new fee according to regulations.

Step 4: Receive the product announcement receipt number.

Consulting and support services for announcing imported cosmetics at Long Phan Consulting Company

Implementing the declaration of imported cosmetics plays an extremely important role in helping businesses conduct business effectively and avoid legal risks. We, with a team of experienced experts in consulting and supporting businesses in carrying out procedures for declaring imported cosmetics, will provide your business with the most professional and quickest service.

Long Phan Consulting Company provides comprehensive support services in the process of declaring imported cosmetics including:

• In-depth consultation on conditions and procedures for declaring imported cosmetics;
• Support in preparing documents announcing imported cosmetics;
• Representing customers in submitting applications and monitoring the approval process;
• Receive a cosmetic announcement receipt number, helping businesses qualify to import and circulate legal products in Vietnam;
• Consulting on issues arising during the publication process;
• Consulting on activities after declaring imported cosmetics.

Long Phan Consulting Company’s services help businesses complete procedures for declaring imported cosmetics quickly, saving time, ensuring compliance with legal regulations, and facilitating business and product distribution in the Vietnamese market.

Frequently asked questions

Below are frequently asked questions about procedures for declaring imported cosmetics.

How long does it take to process a dossier declaring imported cosmetics?

Within 03 working days from the date of receiving all valid documents and fees, the Drug Administration of Vietnam will issue a receipt number. If additional documents are needed, the time may be longer.

What requirements does a Certificate of Free Circulation (CFS) need to meet?

CFS must be issued by a competent authority of the manufacturing country, valid, and consular legalized. CFS must have information according to the provisions of Vietnamese law.

Is consular legalization required for all documents in the file?

Power of attorney and CFS need to be consular legalized, unless exempted by international treaties or the principle of reciprocity between Vietnam and the issuing country.

In what form can businesses submit applications for declaration of imported cosmetics?

Applications can be submitted directly or sent by post to the Drug Administration of Vietnam – Ministry of Health.

What happens if the records declaring imported cosmetics are incomplete?

The receiving agency will notify you in writing of the contents that need to be supplemented within 05 working days.

How much is the fee for declaring imported cosmetics?

The fee for declaring imported cosmetics will be specifically regulated by the Ministry of Finance, and will change from time to time.

What quality standards do imported cosmetics need to meet?

Imported cosmetics must meet quality standards according to ASEAN regulations and other provisions of Vietnamese law.

What content does a power of attorney need to contain?

The power of attorney needs to have information about the manufacturer, product, and authorized unit in Vietnam, along with the authorization term.

Conclude

Correct and complete implementation of procedures for declaring imported cosmetics is a key factor for businesses to be able to bring their products into the Vietnamese market legally and smoothly. If you need in-depth advice and support on imported cosmetics declaration, you can immediately contact Long Phan Consulting Company via the hotline: 0906735386 for support and advice today.