The procedure for issuing certificates for exported foods

Issuing certificates for exported foods is the procedure for applying for a certificate issued by a competent state agency, certifying that the food shipment meets Vietnam’s food safety standards and complies with the requirements of the importing country. This article will provide detailed information about procedures, documents, and issues related to issuing certificates for exported foods.

What is a certificate for exported food?

According to the provisions of Clause 1, Article 3 of Circular 08/2025/TT-BYT, certificates for exported foods are understood as follows:

Certificates for exported foods, including Health Certificates and other related certificates required by the importing country, are issued for food products, food additives, and processing aids; tools, packaging materials, and food containers when requested by organizations or individuals.

Contents of certificates for exported foods

According to the provisions of Clause 2, Article 3 of Circular 08/2025/TT-BYT, the content of the certificate for exported food must be expressed in English and include at least the following information:

• Name of certificate (Medical certificate or other relevant certificate in case required by the importing country);
• Name of the certification agency;
• Number and date of certificate issuance;
• Name of the certified item or name of the food product group produced by the establishment;
• Expiry date/best use date of the product batch of exported goods for Health Certificate and other certificates related to the exported batch of goods;
• Number and validity period of the food safety facility certificate or equivalent for certificates related to food production facilities;
• Name and address of the exporting organization or individual; production facilities;
• Based on the test report of the exported food product batch, confirm that the product batch complies with Vietnam’s current regulations on food safety and is suitable for consumers (“fit(s) for human consumption”); or a food production facility that complies with Vietnam’s current regulations on food safety in case the facility’s certificate of food safety eligibility or equivalent is still valid;
• Signature and seal of competent authority.

The documents for requesting certificates for exported foods

Dossier to request a certificate for an export shipment or an export food production facility is specified in Article 4 of Circular 08/2025/TT-BYT. Specifically as follows:

1. Application for issuance of certificate according to the form specified in Appendix promulgated together with this Circular;
2. Certificate of establishment meeting food safety conditions or one of the following Certificates:

• Good manufacturing practices (GMP);
• Hazard analysis and critical control point (HACCP) system;
• ISO 22000 food safety management system;
• International Food Standards (IFS);
• Global standards for food safety (BRC);
• Food safety system certification (FSSC 22000) or equivalent that is still valid (Copy certified by the exporting organization or individual).

3. Food safety testing result sheet of test samples of exported food product batches (for Health Certificates and other certificates related to exported batches), with full information about the product name, food product batch issued by a designated testing laboratory or a testing laboratory recognized in accordance with ISO 17025 (Original or certified copy), meeting the requirements of the corresponding Technical Regulations (for products that already have Technical Regulations); or meet the criteria according to regulations/technical requirements (for products without technical regulations) in one of the following documents:

• Circulars of ministries and branches; or
• National Standards (in case there are no national technical regulations, Circulars of ministries, local technical regulations); or
• Standards of the International Food Standards Committee (Codex), Regional Standards, Foreign Standards (in case there are no national technical regulations, Circulars of ministries, local technical regulations, National standards); or
• Attached manufacturer standards (in case there are no national technical regulations, Circulars of ministries, local technical regulations, National standards, Standards of the International Food Standards Committee (Codex), Regional standards, Foreign standards).

4. Confirmation of payment of appraisal fee for issuance of certificates for exported foods.

In case the importing country requires a certificate according to the form prescribed by the importing country with information other than the information specified above, the organization or individual must submit appropriate relevant documents to prove that information.

Procedures for requesting certificates for exported foods

Procedures for granting certificates are carried out according to the provisions of Article 5 of Circular 08/2025/TT-BYT as follows:
Step 1: Submit application

Organizations and individuals producing and trading export shipments or export food production establishments requesting a certificate shall submit documents to the Ministry of Health (Department of Food Safety) through:

• Online public service system;
• Or pay directly;
• Or by mail.

Step 2: Appraise documents and issue certificates

• The issuance time limit is no more than 05 (five) working days from the date the organization or individual submits a complete application according to regulations.
• In case of refusal or request for amendment or supplementation, the receiving agency must issue a document clearly stating the reason and legal basis for the request.
• Within 05 (five) working days from the date of receipt of the amended or supplemented dossier, the receiving agency will evaluate the dossier and issue a written response.
• After 90 days from the date of the official dispatch requesting amendments and supplements, if the organization or individual does not amend or supplement, the dossier is no longer valid.

>>> See more: Consulting on procedures for quickly issuing Certificates of Origin

Consulting services and guidance on obtaining certificates for exported foods

Long Phan Consulting Company provides consulting services and detailed guidance on certification procedures for exported foods. Our services include:

• Consulting on cases of applying for certificates for exported foods;
• Instructions for preparing documents and necessary documents;
• Instructions on the order and procedures for applying for a certificate;
• Representing customers to submit applications and work with competent state agencies;
• Monitor and update application processing progress;
• Resolve legal issues that arise during the implementation of procedures.

Frequently asked questions

Below are frequently asked questions about certification for exported foods:

Is a certificate for exported food mandatory for all types of food?

No, this certificate is only required for exported food shipments when required by the importing country or when the business wants to prove that its products meet food safety standards.

Where can businesses submit applications for certification other than the Food Safety Department?

Currently, the Food Safety Department is the only agency with authority to issue certificates for exported foods. Businesses can submit applications online, in person or by mail.

What types of certificates are accepted as replacements for the Food Safety Facility Certificate?

Accepted certificates include GMP, HACCP, ISO 22000, IFS, BRC, and FSSC 22000 or valid equivalent certificates.

What if the importing country requires additional information beyond Vietnam’s regulations?

Enterprises need to provide additional relevant documents to prove such additional information.

Can the certificate issuance time take longer than 5 working days?

In case the dossier needs to be amended or supplemented, the time for issuing the certificate may be longer. However, the agency receiving the application must have a written notice clearly stating the reason.

What should businesses keep in mind when preparing documents?

Enterprises need to ensure that records are complete, accurate and valid according to regulations. In particular, attention should be paid to the specific requirements of the importing country.

Can I apply online to apply for a certificate?

Yes, businesses can submit applications through the online public service system of the Ministry of Health.

Conclude

Understanding the procedure for issuing certificates for exported foods helps businesses ensure compliance with legal regulations and enhance their reputation in the international market. If you need advice or support regarding this procedure, please contact Long Phan Consulting Company via the hotline: 0906735386 for timely support.