Clearing Imported Vehicles During System Outage
Due to many businesses not receiving technical safety and environmental protection inspection results for motor vehicles and special-use motorcycles via the National Single Window portal, the Customs Department has promptly introduced an alternative solution. Instead of waiting for the system to be restored, businesses can proceed with procedures using physical documents, ensuring uninterrupted import activities.
System Failure and Its Impact on Businesses
Recently, many companies importing motor vehicles and special-use motorcycles have faced difficulties accessing inspection results via the National Single Window system. This issue has significantly disrupted customs clearance processes and negatively affected business operations.
In response, the Customs Department has quickly implemented a temporary solution and issued guidance to local customs branches to adopt alternative procedures to ensure continued cargo clearance during the system outage.
Temporary Solution: Paper Documentation
According to the Customs Department, during the technical failure of the National Single Window system, customs procedures will temporarily revert to paper-based methods. Although traditional, this approach still ensures legality and efficiency in customs clearance.
Specifically, the Vietnam Register has announced that it will process administrative procedures for the registration and issuance of technical safety and environmental protection certificates for imported motor vehicles and special-use motorcycles using paper documents. This is legally supported under Clause 3, Article 17 of Decree No. 85/2019/ND-CP dated November 14, 2019, issued by the Government.
Procedure During the System Outage
To maintain continuous customs clearance, the Customs Department has issued detailed instructions to customs branches nationwide. As directed, customs offices at and outside border checkpoints will:
Use the paper-based certificate of technical safety and environmental protection issued by the Vietnam Register.
Carry out import procedures in accordance with current laws.
Apply this process until an official notice confirms that the National Single Window system has been restored.
This temporary paper-based solution enables businesses to continue their import processes smoothly, minimizing disruption caused by the system failure.
Detailed Procedure for Export and Import Goods
According to the Law Library of Vietnam, the customs procedure is implemented as follows:
For Export Goods
Responsibilities of declarants:
Print 2 copies of the export declaration/supervised transportation declaration already cleared/approved.
Submit these to the supervision unit of the Customs Sub-department managing the border gate, port, warehouse, or location.
Responsibilities of the Customs Sub-department:
Receive the two declarations.
Verify customs clearance/approval status.
Sign, date, and stamp the “Remarks” section.
Record in the log (including declaration number, company representative's name, and ID documents).
Keep one copy and return one for warehouse/port submission.
Supervise cargo loading onto export vehicles.
For Import Goods
Responsibilities of declarants:
Print 2 copies of the import declaration/supervised transport declaration already cleared/approved.
Submit to the Customs Sub-department supervision unit.
Present sealed goods (if required) for sealing and handover record according to form 10/BBBG/GSQL (Circular 39/2018/TT-BTC).
Responsibilities of the Customs Sub-department:
Receive the declarations.
Verify customs clearance/approval status.
Sign, date, and stamp the “Remarks” section.
Record details in the log.
Keep one copy and return one to the declarant for port/warehouse release.
Assign 24/7 customs officers for supervision at ports, warehouses, and locations.
For Goods Requiring Customs Seals
Responsibilities of the Customs Sub-department at departure:
Seal and make 3 copies of the handover record (form 10/BBBG/GSQL).
Keep one copy, hand over two to the declarant for delivery to the destination customs unit.
Monitor the sealed shipment.
Responsibilities of the destination Customs Sub-department:
Receive the 2 handover records.
Inspect seal integrity and confirm seal numbers.
Sign and stamp both records.
Return one copy to the declarant and keep one on file.
Report back to the departure customs office.
Important Notes for Businesses
Even though a temporary paper-based procedure has been implemented, businesses should take note of the following:
Prepare complete paperwork: Ensure all documents are valid and complete.
Contact customs authorities in advance: Confirm specific procedures at the clearance location.
Stay updated: Monitor announcements on system restoration to adjust accordingly.
Keep copies: Retain paper copies for future reference once the system is back online.
If your business is currently importing motor vehicles or special-use motorcycles, it is essential to contact your local customs branch early to receive detailed guidance on the paper-based process. Proactively staying informed and preparing documents in compliance with regulations will help expedite customs clearance and optimize costs during the system maintenance period.
Tan Thanh Trading Mechanic Corporation
Address: No. 14, Street 15, Quarter 4, Linh Trung Ward, Thu Duc City, HCMC
Phone: 0968 039 939
Email: info@tanthanhcontainer.com
Website: https://tanthanhcontainer.com/
