Exporting Equipment to Vietnam: What to Note for a “Complete” Import Document Set?

Exporting Equipment to Vietnam: What to Note for a “Complete” Import Document Set?

When exporting two pieces of equipment (CCD screen printer + UV machine) to Vietnam, our customer requested the following documents for import permit application: equipment photos, catalog, English instruction manual, nameplate, commercial invoice, and packing list.

Initially, because our colleague was not fully aware of the differences between domestic and export nameplate requirements, we directly provided a photo of the domestic nameplate (in Chinese, without origin information). The customer pointed out: “Missing origin of goods? Origin of goods is the most important information.” At the same time, they required the instruction manual to be in English and the machine name translation to be accurate.

We then completed four tasks:

1.Created an export‑version nameplate – clearly marked “Made in China”, English parameters, model number, and date of manufacture. A draft design was sent to the customer for confirmation first.

2.Translated the instruction manual into English – paid special attention to equipment names and technical terms.

3.Prepared a separate Certificate of Origin – stamped and scanned, ready for customs inspection.

4.Established a standard document package – equipment photos, catalog, English instruction manual, export nameplate photo, commercial invoice, packing list, and Certificate of Origin.

After submitting the complete package, the customer confirmed acceptance on the next working day of the following week and did not request any further supplements.

Reminders for export enterprises (pitfall checklist):

1.Does the nameplate clearly state “MADE IN CHINA”?

2.Do the nameplate parameters match the exported equipment (do not simply use the old domestic nameplate)?

3.Is the instruction manual in English?

4.Is the English translation of the equipment name accurate?

5.Before shipment, proactively ask the customer: “Does customs have any other document requirements?”

Preparing complete and correct documents in advance is the only way to avoid shipment delays caused by documentation issues.

For more details on export document preparation for equipment, or to obtain a nameplate template, please contact our sales or technical support team.