Product Standard Declaration Services

Product Standard Declaration Services are a mandatory legal procedure for businesses before introducing products to the Vietnamese market. This process ensures products comply with quality and safety standards stipulated by Vietnamese law. This article from Long Phan Consulting Company will provide comprehensive information on the procedure for obtaining product standard declaration certification. The effective application of Product Standard Declaration Services is critical for market entry.

Procedure for Obtaining Product Standard Declaration Certification

Product standard declaration is a necessary legal process before product circulation in the Vietnamese market. According to Decree 15/2018/NĐ-CP and Decree 155/2018/NĐ-CP, organizations and individuals must complete the standard declaration procedure before engaging in product commerce. This process ensures products meet consumer quality and safety requirements. The demand for professional Product Standard Declaration Services arises from these regulations.

The procedure for product standard declaration certification is specified in Articles 6 and 7 of Decree 15/2018/NĐ-CP.

Dossier Preparation for Product Declaration

• Dossier for Imported Products:

  • Product declaration form as per Form No. 02, Appendix I of Decree 15/2018/NĐ-CP.
  • Certificate of Free Sale (CFS), Certificate of Exportation (COE), or Health Certificate (HC) issued by the competent authority of the country of origin/export, ensuring user safety or free sale in the market of production/export (consularly legalized).
  • Food safety test report of the product, valid within 12 months from the submission date, issued by a designated or ISO 17025 accredited laboratory. This report must include safety indicators issued by the Ministry of Health based on risk management principles aligned with international regulations, or safety indicators according to relevant standards announced by the organization/individual if Ministry of Health regulations are not yet available (original or certified copy).
  • Scientific evidence demonstrating the declared use of the product or its ingredients (original or certified copy by the organization/individual). If using scientific evidence of an ingredient’s use for the product, the daily dosage of the product must be at least 15% of the ingredient’s usage amount stated in the reference material.
  • Certificate of Food Safety Eligibility meeting Good Manufacturing Practice (GMP) or equivalent certification if the imported product is a health supplement, applicable from July 1, 2019 (certified copy by the organization/individual). Our Product Standard Declaration Services include thorough dossier review.

• Dossier for Domestically Produced Products:

  • Product declaration form as per Form No. 02, Appendix I of Decree 15/2018/NĐ-CP.
  • Food safety test report of the product, valid within 12 months from the submission date, issued by a designated or ISO 17025 accredited laboratory. This report must include safety indicators issued by the Ministry of Health based on risk management principles aligned with international regulations, or safety indicators according to relevant standards announced by the organization/individual if Ministry of Health regulations are not yet available (original or certified copy).
  • Scientific evidence demonstrating the declared use of the product or its ingredients (original or certified copy by the organization/individual). If using scientific evidence of an ingredient’s use for the product, the daily dosage of the product must be at least 15% of the ingredient’s usage amount stated in the reference material.
  • Certificate of Food Safety Eligibility if the facility is subject to this certification (certified copy by the organization/individual).
  • Certificate of Food Safety Eligibility meeting Good Manufacturing Practice (GMP) if the domestically produced product is a health supplement, applicable from July 1, 2019 (certified copy by the organization/individual).

Note: Documents in the product declaration registration dossier must be in Vietnamese. Foreign language documents must be translated into Vietnamese and notarized. All documents must be valid at the time of dossier submission.

Procedure for Product Declaration

• Step 1: Dossier Preparation and Submission Food producing or trading organizations/individuals submit the product declaration registration dossier via the online public service system, by post, or directly to the receiving authority as follows:

  • Submit to the Ministry of Health for health supplements, food additives with new uses, and food additives not yet on the Ministry of Health’s permitted list.
  • Submit to the competent state management agency designated by the Provincial People’s Committee for medical nutritional food, food for special dietary uses, and nutritional products for children up to 36 months old.
  • If an organization/individual produces multiple types of food under the jurisdiction of both the Ministry of Health and the Provincial People’s Committee-designated agency, they may choose to submit all dossiers to the Ministry of Health or submit to the respective competent agency for each product type. If an organization/individual has two or more production facilities producing the same product, they only need to register the product declaration at one local state management agency where a production facility is located, chosen by the organization/individual (except for products registered with the Ministry of Health). Once an agency is chosen, subsequent registrations must be made at that same agency. This procedural navigation is a core part of Product Standard Declaration Services.

• Step 2: Dossier Assessment Within 07 working days of receiving a complete registration dossier for:

  • Food additives with new uses.
  • Food additives not on the permitted list or for incorrect subjects as per Ministry of Health regulations.
  • Medical nutritional food.
  • Food for special dietary uses.
  • Nutritional products for children up to 36 months old. And within 21 working days for health supplements. The receiving authority is responsible for assessing the dossier and issuing a Receipt of Product Declaration Registration. The assessment period starts from the time the dossier is submitted on the online public service system or by the receiving agency’s arrival stamp (for postal or direct submission).

• Step 3: Dossier Supplementation or Adjustment (if any) If the receiving authority disagrees with the product declaration dossier or requests amendments/supplements, it must issue a written statement detailing the reasons and legal basis. The receiving authority can only request amendments/supplements once. Within 07 working days of receiving the amended/supplemented dossier, the receiving authority assesses it and provides a written response. If the organization/individual fails to amend/supplement within 90 working days of the request, the dossier becomes invalid. If there are changes to the product name, origin, or composition, the organization/individual must re-declare the product. For other changes, the organization/individual must notify the receiving authority in writing and can produce/trade the product immediately after sending the notification.

• Step 4: Product Publication on Food Safety Database The receiving authority for product declaration registration is responsible for publicly announcing the name and product of the organization/individual whose registration has been accepted on its website and the food safety database.

• Step 5: Fulfillment of Fee Obligations The product producing/trading organization/individual is responsible for paying the dossier assessment fee for product declaration registration according to fee and charge regulations.

Processing Time: The processing time for product declaration is 07 working days from receipt of a complete registration dossier for food additives with new uses, unlisted/misapplied food additives, medical nutritional food, food for special dietary uses, nutritional products for children up to 36 months old, and 21 working days for health supplements.

Product Standard Declaration Services at Long Phan Consulting Company

Long Phan Consulting Company’s consulting services for product standard declaration certification are designed and structured to meet each client’s specific needs.

Scope of Product Standard Declaration Services

Long Phan Consulting Company provides in-depth consulting on product standard declaration certification for businesses in Vietnam. Based on the outlined procedures, Long Phan Consulting Company confidently offers clients consulting and support services for obtaining product standard declaration certification, with the following scope:

• In-depth consultation on certification conditions.
• Product classification analysis according to current laws to determine the applicable standard declaration process.
• Identification of the competent authority for receiving product standard declaration dossiers based on product characteristics and classification.
• Consultation on mandatory product requirements under Vietnamese law.
• Analysis of safety indicators requiring testing according to Ministry of Health regulations or corresponding standards.
• Consultation on potential legal risks and resolution methods during the standard declaration process. With specialized experience in product standard declaration, Long Phan Consulting Company’s experts can analyze unique cases, complex products, or new product groups, helping businesses identify correct application requirements. These are key elements of our Product Standard Declaration Services.

Dossier Preparation Support

Long Phan Consulting Company assists businesses in preparing all necessary documents for the product standard declaration process, ensuring validity and legal compliance. This support includes:

• Detailed guidance on preparing the Product Self-Declaration form according to Form No. 01, Appendix I of Decree 15/2018/NĐ-CP.
• Advice on selecting ISO 17025 compliant testing laboratories suitable for the product type.
• Accurate determination of testing indicators based on Ministry of Health regulations or corresponding standards.
• Assistance in liaising with testing laboratories to perform necessary tests, ensuring reasonable time and cost.
• Advice on additional documents needed for the declaration dossier (if any).
• Verification of dossier completeness and validity before submission.
• Guidance on dossier supplementation and correction processes if necessary. Long Phan Consulting Company’s experts regularly update on new requirements for product standard declaration dossiers, ensuring client dossiers always comply with current regulations. This avoids dossier rejection or supplementation requests, saving time and costs for businesses. This proactive approach is integral to our Product Standard Declaration Services.

Specialized Document Drafting Support

Long Phan Consulting Company’s specialized document drafting service ensures that documents in the declaration dossier are prepared according to legal regulations, with professional content and complete information. This service includes:

• Drafting the Product Self-Declaration form according to the template in Decree 15/2018/NĐ-CP.
• Developing basic product standards (if the business does not have them).
• Drafting detailed product descriptions, including ingredients, production processes, and related technical information.
• Preparing goods labeling registration documents according to Decree 43/2017/NĐ-CP.
• Drafting other supplementary documents as required by state management agencies.
• Translating and notarizing foreign language documents (if any).
• Reviewing and editing all documents before dossier submission. Documents drafted by Long Phan Consulting Company ensure professional, legal, and presentational accuracy. Long Phan Consulting Company’s legal experts have many years of experience in product standard declaration, understanding the requirements and practices of state management agencies for specific product sectors.

Authorized Representation for Procedural Execution

Long Phan Consulting Company offers authorized representation to handle the entire product standard declaration procedure on behalf of businesses. This service saves businesses time, resources, and ensures regulatory compliance. The scope of authorized representation includes:

• Receiving formal authorization from the business through a service contract and legal power of attorney.
• Representing the business in conducting product standard declaration procedures.
• Publicly declaring the product via mass media or electronic information pages as regulated.
• Submitting dossiers directly or by post to the competent state management agency (if necessary).
• Monitoring dossier processing status at the state management agency.
• Explaining and supplementing information as requested by the state management agency (if any).
• Receiving results and handing them over to the business. Authorizing Long Phan Consulting Company helps businesses minimize risks during administrative procedures, especially for those inexperienced in product standard declaration or lacking dedicated legal personnel. This representation is a valuable part of our Product Standard Declaration Services.

Dossier Processing Progress Monitoring Support

Long Phan Consulting Company provides dossier processing progress monitoring for product standard declaration, ensuring a smooth and effective process. This service includes:

• Regular monitoring of dossier processing status at the state management agency.
• Updating the business on dossier processing progress.
• Promptly addressing issues arising during dossier processing.
• Explaining and providing supplementary information as requested by the state management agency.
• Advising on resolution options if the dossier encounters difficulties or is rejected.
• Notifying of dossier processing results and guiding subsequent steps. With a professional monitoring system, Long Phan Consulting Company ensures businesses are always aware of their dossier status and have timely solutions for emerging issues. This monitoring service not only saves time but also reduces legal risks in the product standard declaration process.

Service Provision Process for Product Standard Declaration Certification

Long Phan Consulting Company implements a professional, efficient process for delivering product standard declaration certification services. The process is designed to optimize processing time and ensure legal compliance. Following a standard process helps businesses avoid legal risks during product declaration. Long Phan Consulting Company’s service process includes:

• Step 1: Preliminary Consultation: Long Phan Consulting Company’s experts will discuss with the business to gather product information, assess related legal requirements, and advise on suitable execution plans for each product type. This step aims to help the business understand the declaration process and prepare necessary documents and mindset.
• Step 2: Service Agreement Execution: After agreeing on the scope of work, both parties sign a service contract. The contract clearly defines each party’s responsibilities, execution costs, and completion time, ensuring a legal basis for cooperation.
• Step 3: Information and Document Collection: Long Phan Consulting Company assists the business in collecting necessary information and documents such as product composition, production process, quality standards, product labels, etc. This forms the basis for a complete and accurate declaration dossier.
• Step 4: Declaration Dossier Drafting: Based on collected information, Long Phan Consulting Company’s legal team drafts the Product Self-Declaration form according to the template in Decree 15/2018/NĐ-CP. Dossier content is carefully prepared to ensure legal compliance and avoid risks during agency inspection.
• Step 5: Product Testing Support: If product testing is required, Long Phan Consulting Company will liaise and work with ISO 17025 compliant testing laboratories to perform necessary tests. Test results are a mandatory component in many declaration dossiers.
• Step 6: Dossier Finalization and Submission: After receiving test results, Long Phan Consulting Company finalizes the entire dossier and submits it to the competent state agency where legally required. Dossiers are submitted correctly to ensure swift processing.
• Step 7: Monitoring and Updating: We monitor the dossier processing progress, promptly responding if the state agency requests amendments or supplements. All information is regularly updated so the business can track the situation and proactively manage product commercialization.
• Step 8: Result Handover: Upon completing the declaration procedure, Long Phan Consulting Company hands over all results and related legal documents to the business. We remain available for support if issues arise or the business needs to adjust/update product information. This comprehensive approach defines our Product Standard Declaration Services.

Service Quality Commitment and After-Sales Support Policy

Long Phan Consulting Company commits to providing high-quality Product Standard Declaration Services. Our legal experts always update on the latest legal regulations, ensuring declaration dossiers fully comply with current legal requirements. Service quality commitment is the foundation for long-term client cooperation. Long Phan Consulting Company commits to:

• Dossier accuracy and completeness: Ensuring declaration dossiers are drafted according to Decree 15/2018/NĐ-CP and Decree 155/2018/NĐ-CP, without content or formal errors.
• Execution timeline: Completing the declaration process within the committed timeframe, avoiding delays affecting the business’s plans.
• Information confidentiality: Long Phan Consulting Company commits to protecting all business information during service provision.
• Post-declaration support: Long Phan Consulting Company assists businesses in resolving issues arising after completing the product standard declaration process. Long Phan Consulting Company’s after-sales policy includes:
• In-depth consultation on product standard declaration issues within 12 months after service completion.
• Assisting businesses in resolving issues during state management agency inspections.
• Updating on changes in legal regulations related to product standard declaration.
• Assisting businesses with procedures for changing or supplementing declared information when necessary.

Contact Information for Product Standard Declaration Services

Clients needing consultation or support for Product Standard Declaration Services, please contact Long Phan Consulting Company:

• Head Office Address: TM7 Commercial Lot, Lavita Garden Apartment, 17 Street No. 3, Truong Tho Ward, Thu Duc City, Ho Chi Minh City
• Working Hours: Monday to Saturday – 8:00 AM to 5:30 PM
• Online Consultation Hotline: 1900.63.63.89
• Email: info@longphanpmt.com
• Zalo: 0906.735.386 – Long Phan
• Facebook: Long Phan Investment Consulting and Legal Services LLC

Legal Risks of Non-Compliance with Product Standard Declaration Regulations

Failure to declare product standards according to Vietnamese law can lead to serious legal risks for businesses. Decree 15/2018/NĐ-CP and Article 20 of Decree 115/2018/NĐ-CP clearly stipulate penalties for violations. Businesses may face administrative actions from warnings to fines and operational suspension. Vietnamese law prescribes the following penalties for non-declaration:

• Fines: Monetary penalties can range from millions to hundreds of millions of VND, depending on the violation’s nature and severity.
• Operational Suspension: State management agencies can suspend production/business activities for undeclared products for 1 to 3 months.
• Confiscation of Tangible Evidence: Undeclared products may be confiscated as violating items.
• Mandatory Product Recall: Businesses may be forced to recall all products marketed without standard declaration.

>>> See more: Penalties for not self-declaring products.

Besides administrative penalties, businesses also face other legal risks:

• Civil Liability: If products failing quality/safety standards cause consumer harm, businesses may be liable for damages.
• Impact on Reputation/Brand: Violations can be publicly announced, damaging business reputation and brand image.
• Refusal of Cooperation: Partners and distributors may refuse cooperation upon discovering undeclared products.
• Difficulties in Market Expansion: Non-compliance can hinder market expansion, especially for exports. To avoid these legal risks, businesses must strictly adhere to product standard declaration regulations. Utilizing professional consulting such as Long Phan Consulting Company’s Product Standard Declaration Services helps businesses correctly and fully perform legal procedures, minimizing violation risks.

Frequently Asked Questions about Product Standard Declaration Certification

Here are some common questions for reference:

What documents are included in a product self-declaration dossier?

The dossier includes the self-declaration form (template-based) and a valid food safety test report.

What is the product self-declaration process?

The process includes self-declaration via media or website, publication on the food safety database (or direct/postal submission if the system is unavailable), then permission for production/business.

What is the validity period of a product self-declaration?

Self-declaration is effective immediately upon completion; there is no specific resolution period from state agencies.

If a business has multiple facilities producing the same product, where is the dossier submitted?

The business only needs to submit the dossier at one state management agency in a locality with a production facility, chosen by the business. Subsequent declarations must be submitted to the chosen agency.

In what language should the self-declaration dossier be presented?

The dossier must be in Vietnamese. Foreign language documents must be translated and notarized.

What support does Long Phan Consulting Company offer for product standard declaration certification services?

Long Phan Consulting Company provides legal consultation, dossier preparation assistance, specialized document drafting, authorized representation for procedures, and dossier processing monitoring. Our comprehensive Product Standard Declaration Services cover all these aspects.

Conclusion

Obtaining product standard declaration certification is an essential step to ensure legal compliance and build brand reputation in the market. Contact Long Phan Consulting Company immediately via hotline: 1900.63.63.89 for professional, comprehensive support from our experienced experts. We are committed to accompanying businesses through all legal challenges for sustainable business development. Effective Product Standard Declaration Services are key to this success.