Detailed procedures for issuing factory certificates

Article overview

Factory certificate plays a role in authenticating product origin and quality in production, business and import-export activities. This document confirms that the product meets technical standards and quality regulations according to Vietnamese and international laws. Understanding the process and procedures for applying for factory certificates will help businesses optimize time and costs during operation.

 Instructions for applying for factory certification
Instructions for applying for factory certification

What is a factory certificate? All types of products require a factory certificate

Certificate of Origin (C/O) is an important document in the field of import and export, used to certify the origin of goods manufactured in a specific country or territory. This document is issued by the competent authority of the exporting country and must comply with the regulations of both the exporting country and the importing country.

The main purpose of the factory certificate is:

  • Verify the origin of goods: Helps ensure that goods are produced or manufactured in the country of record.
  • Meet legal requirements: Ensure goods comply with standards and regulations in the importing country.
  • Support for preferential tariffs: Goods with C/O papers can enjoy special incentives under bilateral or multilateral trade agreements.
  • Enhance business reputation: Create trust for customers and partners about product quality and origin.

Product groups that require factory certificates include:

  • Industrial and construction products: construction materials, electronic mechanical equipment, construction safety equipment;
  • High-tech products: electronic equipment, information technology;
  • Cars, motorbikes and components;
  • Medical equipment, chemicals, measurement products;
  • Food, beverages, pharmaceuticals, cosmetics;
  • Exported goods at the request of foreign partners;
  • Other products according to the law are on the list of regulations requiring a factory release certificate.

Steps to apply for factory certificate

Pursuant to Decree 31/2018/ND-CP and Circular 05/2018/TT-BCT. The process of applying for a factory certificate will be carried out through the following steps:

Step 1: Traders declare their first trader registration documents through the Ministry of Industry and Trade’s electronic certificate of origin management and issuance system at www.ecosys.gov.vn or other websites of agencies and organizations that issue C/O authorized by the Ministry of Industry and Trade (hereinafter referred to as C/O Issuing Organization); or submit the application directly at the headquarters of the C/O Issuing Organization.

Step 2: Traders attach documents requesting issuance of C/O at www.ecosys.gov.vn; or submit the application for C/O directly at the headquarters of the C/O issuing organization where the trader has registered its trader profile; or send documents by post to the C/O issuing organization where the trader has registered their trader profile.

Step 3: The C/O issuing organization checks whether the dossier is valid and notifies the trader of one of the following:

  1. Accept the issuance of C/O and the time the trader will receive the C/O;
  2. Request additional documents (specify the documents that need to be supplemented);
  3. Request to re-check documents (specify the information that needs to be checked if there is specific, authentic evidence as a basis for this request for checking);
  4. Refuse to issue C/O if detecting cases specified in Article 21 of Decree No. 31/2018/ND-CP);
  5. Request inspection at the trader’s production facility according to the provisions of Clause 1, Article 28 of Decree No. 31/2018/ND-CP (if necessary).

Step 4: The C/O Issuing Officer further checks, enters data into the computer system and submits it to the competent person to sign the C/O.

Step 5: An authorized person of the C/O issuing organization signs the C/O issue.

Step 6: The C/O issuer stamps and returns the C/O to the trader.

The process of applying for a standard factory certificate
The process of applying for a standard factory certificate

Important notes when applying for a factory release certificate

When applying for a factory release certificate, businesses need to pay attention to a number of important factors to ensure a smooth implementation process, compliance with legal regulations, and meeting product quality requirements. Here are important notes:

1. Determine whether the product is required to have a certificate or not

  • Check to see if your business’s products are on the list of mandatory factory release certificates according to law or customer requirements.
  • Some specific products (industrial machinery, vehicles, medical equipment…) need to comply with certain technical standards.

2. Prepare all relevant documents

The application for a factory release certificate usually includes:

  • Product information: Product name, code, technical specifications.
  • Quality test results: Minutes of testing and product inspection.
  • Attached documents: Design documents, technical drawings, applicable standards.
  • Sales contract, invoice, product handover record(if any).

3. Comply with applicable technical standards

  • Identify standards applicable to the product (eg: TCVN, ISO, IEC, or specific industry standards).
  • Make sure the product has passed inspection or testing at competent authorities or recognized laboratories.

4. Choose a reputable certification unit

  • The certificate needs to be issued by a competent agency, organization or factory according to the law.
  • For products with export elements, the certificate needs to conform to the standards of foreign markets.

5. Ensure the accuracy and truthfulness of information

  • The information in the certificate must be complete, accurate and match the actual product.
  • If the information is incorrect, businesses may be subject to administrative sanctions or face legal risks.

6. Monitor progress and check the validity of certificates

  • After submitting the application, it is necessary to monitor the processing progress and ensure that the certificate is issued on time.
  • Carefully check the information on the certificate to avoid errors that affect the usage process.

7. Store and preserve the certificate carefully

  • Factory release certificates are important documents in trade or export transactions.
  • Businesses need to retain originals and back up soft copies for use when necessary.

8. Special notes when exporting

If the product is exported, businesses need to check the import market’s specific requirements (for example: CE standards, FDA standards, or other national technical standards).

Things to keep in mind when applying for a factory release certificate
Things to keep in mind when applying for a factory release certificate

Consulting service on procedures for applying for factory release certificate in Long Phan

To help you save time and succeed in the process of applying for factory certification, Long Phan provides comprehensive consulting services, supporting businesses in ensuring documents and procedures related to Factory certification are done quickly, accurately, and efficiently.

Our services include:

  • Consulting on processes, procedures and application documents for factory release certificates in accordance with regulations.
  • Support in drafting and completing complete documents and ensuring high accuracy.
  • Representing customers to carry out procedures at state agencies and resolve requests to supplement or edit records (if any).
  • Support to resolve problems that arise during the implementation of procedures and provide optimization options to help customers save time and costs.

Factory release certificates play an important role in import-export and production and business activities of enterprises. If you need assistance with factory certification procedures, please contact Long Phan via the hotline 0906735386 for detailed advice and to help you complete procedures quickly, accurately and in accordance with regulations.