Consulting on procedures for quickly issuing Certificates of Origin

Article overview

Certificates of origin of goods is an important document that helps businesses confirm the origin and quality of their products, thereby increasing their reputation in the international market. Having this certification not only helps to easily access export markets but also facilitates participation in trade agreements. To better understand the regulations as well as procedures for quickly issuing Certificates of Origin, customers are invited to refer to the following article by Long Phan.

Current procedures for issuing Certificates of Origin
Current procedures for issuing Certificates of Origin

What is a Certificate of Origin?

Certificate of origin of goods, according to the provisions of Clause 4, Article 3 of Decree 31/2018/ND-CP, is a document or form with equivalent legal value issued by an agency or organization of a country or group. The country or territory exporting the goods is issued based on relevant regulations and requirements on origin, clearly indicating the origin of the goods.

Current application for a Certificate of Origin

Traders applying for a Certificate of Origin for the first time must register their trader profile with the agency or organization issuing the Certificate of Origin. At this time, the trader will prepare a set of trader registration documents, according to the provisions of Clause 1, Article 13 of Decree 31/2018/ND-CP, including:

  • Signature sample: It is necessary to register the signature sample of the legal representative or authorized person.
  • Seal sample: Need to prepare the trader’s seal sample (according to Form No. 01 attached to Decree 31/2018/ND-CP).
  • Copy of Business Registration Certificate: Must have a copy stamp from the trader. This proves that your business has been licensed to operate legally.
  • List of production facilities: If the trader has many facilities producing goods, this list needs to be prepared accordingly Form No. 02 attached to Decree 31/2018/ND-CP.

Regarding the application for a Certificate of Origin, according to the provisions of Article 15 of Decree 31/2018/ND-CP, traders need to prepare the following documents:

  1. Documents for issuance of Certificate of Origin for the first time or for new products exported for the first time:
  • Application: Application for issuance of Certificate of Origin (according to Form No. 04 Decree 31/2018/ND-CP).
  • Certificate form: Completely declared Certificate of Origin form.
  • Customs declaration: Printed copy of the export customs declaration (if any).
  • Commercial invoice: Copy of commercial invoice (with copy stamp).
  • Bill of lading: Copy of bill of lading or equivalent transport document (with stamp of true copy), unless bill of lading is not used.
  • Goods declaration: Detailed declaration of exported goods that meet origin criteria (according to the prescribed form).
  • Declaration of origin: Declaration of origin of the manufacturer or raw material supplier (if any).
  • Production process: Copy of the goods production process (with copy stamp).
  • Additional documents (if necessary): Additional customs declarations, raw material purchase contracts, export licenses, and other documents can be requested if there is any doubt.
  1. Dossier for issuance of Certificate of Origin for traders producing and exporting fixed products:
  • First-time application: Need to prepare all documents as above.
  • Documents from the second time onwards: Only need to submit documents from points a to dd of Clause 1, Article 15 of Decree 31/2018/ND-CP.
  1. Dossier for issuance of Certificate of Origin for goods stored in bonded warehouses:
  • Copy of goods declaration: Copy of declaration of goods imported and exported, certified by the customs authority (with stamp as true copy).
  • Contract or document: Copy of the contract or document specifying the Vietnamese trader to deliver the goods to the importer (with a certified copy).
  1. Application for issuance of Certificate of Origin for goods from export processing enterprises, export processing zones, bonded warehouses: Includes documents specified in Clause 1, Article 15 of Decree 31/2018/ND-CP as listed above.

Specific instructions for the goods declaration:

  • When declaring goods: Use declaration forms that match the origin criteria such as:
  • Pure origin (with or without invoice).
  • Origin according to CTC, De Minimis, LVC, RVC, and PE criteria (according to specific prescribed forms).

Instructions for origin declaration:

  • Domestic raw materials: Manufacturers or suppliers should be required to declare and commit to origin according to the prescribed form.

General note:

  • All documents must be stamped as true copies if required.
  • Declaration forms and declarations of origin can be found on the electronic origin certification and management system of the Ministry of Industry and Trade.
Documents need to be prepared to carry out procedures for issuance of Certificate of Origin
Documents need to be prepared to carry out procedures for issuance of Certificate of Origin

Procedure for issuance of Certificate of Origin of goods

Competent authority

The competent authority to issue Certificates of Origin is the Ministry of Industry and Trade, according to the provisions of Clause 1, Article 16 of Decree 31/2018/ND-CP.

Implementation steps

The steps to carry out procedures for issuing a Certificate of Origin are guided in Article 16 of Decree 31/2018/ND-CP, specifically including the following steps:

Step 1: Prepare documents

Traders need to declare their application for a Certificate of Origin according to the electronic form on the Ministry of Industry and Trade’s Electronic Certificate of Origin Management and Issuance System at www.ecosys.gov.vn or the website authorized person.

HS code: Make sure the HS code of the declared goods is the HS code of the exporting country. If it is different from the HS code of the importing country, traders can use the HS code of the importing country and are responsible for the accuracy.

Step 2: Submit application

  • Submit application via electronic system:

Attach documents: Traders attach documents to the application in electronic form, authenticated with a digital signature issued by a competent authority.

No need for paper copies: No need to submit paper copies of these documents to the agency or organization issuing the Certificate of Origin.

  • Document processing time:

Notification of results: Within 6 working hours from receipt of complete documents, the agency issuing the Certificate of Origin will notify the results on the system.

Issuance of Certificate: Within 2 working hours of receiving the paper copy of the completed application, the agency will issue a Certificate of Origin.

  • Submit application directly:

Submitting paper copies: Traders submit documents of the application in paper form at the headquarters of the Certificate-issuing agency.

Time to return results: The agency issuing the Certificate of Origin will return results within 8 working hours from receipt of complete documents.

  • Submit application by post:

Submit documents: Traders send documents to request a Certificate of Origin by post.

Time to return results: Certificate issuance results will be returned within 24 working hours from the time the agency receives the dossier.

Step 3: Check records (if necessary)

If the documents are unclear or show signs of fraud, the Certification agency will conduct an inspection at the production facility according to the provisions of Article 28 of the Decree.

Note:

Traders need to monitor notifications from the Certification agency to promptly supplement or explain if required.

All processes and processing times must be carried out in accordance with current legal regulations to ensure legality and efficiency.

Implementation time

From the provisions of Article 16 of Decree 31/2018/ND-CP, the time to carry out procedures for issuing a Certificate of Origin depends on the method of submission, specifically:

1. Submit application via electronic system:

  • Notification of results: Within 6 working hours from receipt of complete and valid documents.
  • Issuance of Certificate: Within 2 working hours from receipt of completed declaration.

2. Submit application directly:

  • Issuance of Certificate: Within 8 working hours from receipt of complete and valid documents.

3. Submit application by post:

  • Issuance of Certificate: Within 24 working hours from the time the agency receives complete and valid documents (according to the date on the envelope).

Summary of time:

  • Minimum: 8 working hours (if submitted directly).
  • Maximum: 24 working hours (if submitted by post).

If the documents are unclear or need physical inspection, the time may be longer depending on the inspection requirements of the authorities.

Time to carry out procedures for issuance of Certificate of Origin of goods
Time to carry out procedures for issuance of Certificate of Origin of goods

Quick service for applying for a Certificate of Origin in Long Phan

Certificate of origin is a key factor that helps businesses confirm the origin of their products and enhance their reputation in the international market. At Long Phan, we provide quick Certificate of Origin application services to help you. These services include:

  • Detailed advice on the requirements and necessary documents to apply for a Certificate of Origin.
  • Support in drafting dossiers and necessary documents.
  • Check, evaluate and check the validity of documents before submission.
  • Customer representative submits documents to the competent authority.
  • Tracking the processing progress provides updated information on the status of documents during processing and supports customers if additional documents are required.
  • Delivery and receipt of Certificate of Origin of goods after completing procedures, in Ho Chi Minh City.

Applying for a Certificate of Origin is an important step to help businesses enhance their value and compete in the international market. From consulting, drafting documents to monitoring processing progress, these services not only save time but also minimize risks for customers. With the support of professional consulting services at Long Phan, this process becomes simpler and more effective than ever. Please contact Long Phan immediately via hotline: 0906735386 for advice and support from our experts.