Import Documentation
Perfume & Cosmetics — Complete Documentation Template
I. Company & Legal Information
Company Legal Documents
Business License Number
Tax ID
Import License Number
Cosmetics Business License
Company Address
Legal Representative
II. Product Information
Basic Product Details
Product Name (English)
Product Name (Vietnamese)
Brand Name
Country of Origin
Manufacturer Name
Manufacturer Address
Product Category
Product Type
Product Composition
Full Ingredient List (INCI)
Active Ingredients
Preservatives
Fragrance Components
Alcohol Content (%)
pH Level
Product Specifications
Product Volume/Weight
Packaging Type
Shelf Life
Storage Conditions
Batch Number Format
Manufacturing Date Format
Expiry Date Format
III. Compliance & Certification
Required Certificates
Certificate of Origin (C/O)
Certificate of Free Sale (CFS)
GMP Certificate
ISO Certificates
Safety Assessment Report
Test Reports
Ministry of Health Notification
Notification Number
Notification Date
Product Code
Responsible Person in Vietnam
Contact Information
IV. Labeling & Quality
Labeling Information
Product Name
Brand Name
Net Content
Ingredient List
Manufacturer Information
Country of Origin
Manufacturing Date
Expiry Date
Batch Number
Quality Specifications
Appearance
Color
Odor
pH
Microbiological Limits
V. Customs & Logistics
Customs Documents
HS Code
Product Description
Quantity
Unit Price
Total Value
Currency
Port of Loading
Port of Discharge
Storage & Distribution
Storage Temperature
Storage Humidity
Warehouse Location
Distribution Channels
VI. Safety & Risk Management
Safety Information
Safety Assessment
Allergen Information
Precautions
First Aid Measures
VII. Supply Chain Partners
Manufacturer Information
Company Name
Address
Country
Contact Person
Email
Phone
Supplier Information
Company Name
Address
Country
Contact Person
Email
Phone
VIII. Financial & Contacts
Cost Breakdown
FOB Price
Freight Cost
Insurance Cost
Import Duty
VAT
Customs Clearance Fee
Other Fees
Total Landed Cost
Key Contacts
Customs Broker Name
Customs Broker Contact
Freight Forwarder Name
Freight Forwarder Contact
Quality Inspector Name
Quality Inspector Contact
Warehouse Manager Name
Warehouse Manager Contact
Emergency Contact
IMPORT DOCUMENTATION CHECKLIST - PART 1/3
Document Validity & Consistency Check
Section 1: Document Validity Check
A. Document Legalization
All foreign documents have Consular Legalization or Apostille
Required for all documents issued outside Vietnam
All documents translated to Vietnamese with notarization
Translation must be certified by authorized translator
All signatures are valid and authorized
Verify signatory authority matches documents
All company seals are clear and visible
Ensure stamps are not faded or partially visible
All dates are complete and valid
Check format consistency (DD/MM/YYYY)
B. Document Expiry Check
Certificate of Free Sale is valid (within 1-2 years)
Check issue date and validity period
GMP Certificate is not expired
Usually valid for 3 years from issue date
Test Reports are not older than 2 years
Vietnam MOH requires recent test reports
Business License is currently valid
Both manufacturer and importer licenses
Import License is currently valid
Verify scope covers product category
Section 2: Information Consistency Check
A. Product Identity
Product Name Consistency
Product name matches across all documents (English)
Check CFS, GMP, Invoice, Packing List, Label
Product name matches across all documents (Vietnamese)
Translation must be consistent throughout
Brand name is consistent everywhere
Verify trademark spelling and capitalization
Product code/SKU is consistent
Internal codes must match all documents
B. Manufacturer Details
Manufacturer Information
Manufacturer name matches exactly
Legal entity name must be identical
Manufacturing site address is identical
Full address including postal code must match
GMP license number is consistent
Cross-reference certificate number
Contact information matches
Phone, email, website should be consistent
C. Product Technical Data
Product Specifications
Volume/Weight matches across documents
Net content must be identical on all docs
Batch number format is consistent
Format should follow same pattern
Shelf life information matches
PAO and expiry period must be consistent
Storage conditions are identical
Temperature, humidity requirements must match
Ingredient Information
INCI names match between CFS and Label
Use standardized INCI nomenclature
Ingredient order is consistent
Listed in descending order by concentration
Percentages match (if listed)
Concentrations must be identical
No discrepancies in composition
Formula must be exactly the same
Section 3: Vietnam Compliance Check
A. Safety & Quality Standards
Prohibited Substances
No prohibited substances in formula
Check against Vietnam MOH prohibited list
All restricted substances within limits
Verify concentrations comply with regulations
Heavy metals within acceptable range
Lead, arsenic, mercury must meet standards
Microbiological limits compliant
Bacteria, yeast, mold counts meet TCVN
B. Labeling Requirements
Mandatory Label Elements
Product name in Vietnamese
Must match registered name exactly
Full ingredient list in Vietnamese
INCI names with Vietnamese translation
Usage instructions in Vietnamese
Clear and complete directions for use
Warning statements in Vietnamese
All safety warnings must be present
Importer name and address
Full legal name and complete address
Import license number
Valid MOH notification number
Manufacturing date format
DD/MM/YYYY or MM/YYYY format
Expiry date format
DD/MM/YYYY or MM/YYYY format
Batch number
Clearly visible and traceable
Country of origin
Manufacturing country clearly stated
Net content
Volume or weight in metric units
Safety Information
All required warnings included
Product-specific safety warnings
Allergen information disclosed
List all potential allergens
Precautions clearly stated
Usage precautions and contraindications
First aid measures included
Emergency response instructions
Section 4: Document Quality Check
A. Digital File Quality
Technical Quality
All scans/photos are clear and legible
Minimum 300 DPI resolution required
Documents are in PDF format
PDF/A format preferred for archival
Color is preserved (for stamps/seals)
Official stamps must be in color
File sizes are reasonable
Typically 500KB-2MB per page
File names are organized
Use clear naming convention
B. Document Authentication
Original vs Copy Requirements
Certificate of Origin - Original
Must be original with official seal
Bill of Lading - Original
Original B/L required for customs
GMP Certificate - Notarized copy
Legalized and translated copy
ISO Certificates - Notarized copy
Legalized and translated copy
CFS - Notarized copy
Legalized and translated copy
Invoice - Can be copy
Commercial invoice copy acceptable
Packing List - Can be copy
Detailed packing list copy acceptable
Import Documentation Checklist
Product Files & Customs Check
Section 5: Product Information File Check
PIF Completeness
Detailed product description
Comprehensive product information including ingredients, usage, and intended purpose
Qualitative formula
Complete list of all ingredients and their functions
Quantitative formula
Exact percentages and concentrations of all ingredients
Manufacturing method
Detailed production process and procedures
Safety assessment
Comprehensive safety evaluation by qualified assessor
Toxicological data
Supporting safety studies and test results
Efficacy evidence (if claims made)
Scientific proof supporting any product claims
Safety Assessment Report
Toxicity assessment completed
Evaluation of potential toxic effects
Skin/eye irritation assessment
Dermal and ocular irritation potential evaluation
Sensitization assessment
Evaluation of allergic reaction potential
Exposure assessment
Analysis of expected usage patterns and exposure levels
Safety conclusion provided
Final safety verdict by qualified assessor
Section 6: HS Code Verification
Classification Check
HS Code is correct for product type
Verify classification matches product category
HS Code matches product description
Ensure code aligns with detailed product specs
Import duty rate confirmed
Verify applicable tariff rate for destination country
VAT rate confirmed
Confirm value-added tax rate applicable
No special restrictions apply
Check for import prohibitions or special requirements
Product Categories
Perfume: 3303.00
Perfumes and toilet waters
Skincare: 3304.xx
Beauty or make-up preparations for skin care
Makeup: 3304.xx
Beauty or make-up preparations and preparations for care of skin
Haircare: 3305.xx
Preparations for use on the hair
Section 7: Customs Documents Check
Commercial Documents
Commercial Invoice complete
All required details, pricing, and terms included
Packing List matches invoice
Quantities and descriptions align with invoice
Bill of Lading/AWB received
Shipping document from carrier obtained
Certificate of Origin obtained
Document certifying country of manufacture
Insurance Certificate (if required)
Proof of cargo insurance coverage
Purchase Order on file
Original PO document retained for reference
Sales Contract signed
Executed agreement between buyer and seller
Declaration Information
HS Code declared
Harmonized System code included in declaration
Product description accurate
Clear, detailed description matching actual goods
Quantity matches packing list
Declared quantities align with packing documentation
Unit price reasonable
Pricing reflects fair market value
Total value calculated correctly
Mathematical accuracy of total shipment value
Currency specified
Currency code clearly indicated (USD, EUR, etc.)
Incoterms stated
International commercial terms clearly defined (FOB, CIF, etc.)
Port of loading confirmed
Departure port accurately documented
Port of discharge confirmed
Destination port accurately documented
Section 8: Ministry of Health Notification
Notification Documents
Notification form completed
Official application form fully filled out
Certificate of Free Sale attached
CFS from country of origin confirming legal sale
Product labels (original & Vietnamese)
Both original and translated labels provided
Ingredient list with INCI names
International Nomenclature of Cosmetic Ingredients format
Product Information File prepared
Complete PIF dossier assembled
Safety Assessment Report included
SAR by qualified safety assessor attached
GMP Certificate attached
Good Manufacturing Practice certification from manufacturer
Power of Attorney (if needed)
POA authorizing local representative if applicable
Notification Information
Notification number obtained
Official registration number received from authorities
Notification date recorded
Date of notification approval documented
Product code assigned
Unique product identifier from regulatory body
Responsible person designated
Local responsible person identified and documented
Contact information provided
Complete contact details for responsible person on file
Import Documentation Checklist — Part 2/3
Product Files & Customs Check
Section 5: Product Information File Check
PIF Completeness
Detailed product description
Comprehensive product information including ingredients, usage, and intended purpose
Qualitative formula
Complete list of all ingredients and their functions
Quantitative formula
Exact percentages and concentrations of all ingredients
Manufacturing method
Detailed production process and procedures
Safety assessment
Comprehensive safety evaluation by qualified assessor
Toxicological data
Supporting safety studies and test results
Efficacy evidence (if claims made)
Scientific proof supporting any product claims
Safety Assessment Report
Toxicity assessment completed
Evaluation of potential toxic effects
Skin/eye irritation assessment
Dermal and ocular irritation potential evaluation
Sensitization assessment
Evaluation of allergic reaction potential
Exposure assessment
Analysis of expected usage patterns and exposure levels
Safety conclusion provided
Final safety verdict by qualified assessor
Section 6: HS Code Verification
Classification Check
HS Code is correct for product type
Verify classification matches product category
HS Code matches product description
Ensure code aligns with detailed product specs
Import duty rate confirmed
Verify applicable tariff rate for destination country
VAT rate confirmed
Confirm value-added tax rate applicable
No special restrictions apply
Check for import prohibitions or special requirements
Product Categories
Perfume: 3303.00
Perfumes and toilet waters
Skincare: 3304.xx
Beauty or make-up preparations for skin care
Makeup: 3304.xx
Beauty or make-up preparations and preparations for care of skin
Haircare: 3305.xx
Preparations for use on the hair
Section 7: Customs Documents Check
Commercial Documents
Commercial Invoice complete
All required details, pricing, and terms included
Packing List matches invoice
Quantities and descriptions align with invoice
Bill of Lading/AWB received
Shipping document from carrier obtained
Certificate of Origin obtained
Document certifying country of manufacture
Insurance Certificate (if required)
Proof of cargo insurance coverage
Purchase Order on file
Original PO document retained for reference
Sales Contract signed
Executed agreement between buyer and seller
Declaration Information
HS Code declared
Harmonized System code included in declaration
Product description accurate
Clear, detailed description matching actual goods
Quantity matches packing list
Declared quantities align with packing documentation
Unit price reasonable
Pricing reflects fair market value
Total value calculated correctly
Mathematical accuracy of total shipment value
Currency specified
Currency code clearly indicated (USD, EUR, etc.)
Incoterms stated
International commercial terms clearly defined (FOB, CIF, etc.)
Port of loading confirmed
Departure port accurately documented
Port of discharge confirmed
Destination port accurately documented
Section 8: Ministry of Health Notification
Notification Documents
Notification form completed
Official application form fully filled out
Certificate of Free Sale attached
CFS from country of origin confirming legal sale
Product labels (original & Vietnamese)
Both original and translated labels provided
Ingredient list with INCI names
International Nomenclature of Cosmetic Ingredients format
Product Information File prepared
Complete PIF dossier assembled
Safety Assessment Report included
SAR by qualified safety assessor attached
GMP Certificate attached
Good Manufacturing Practice certification from manufacturer
Power of Attorney (if needed)
POA authorizing local representative if applicable
Notification Information
Notification number obtained
Official registration number received from authorities
Notification date recorded
Date of notification approval documented
Product code assigned
Unique product identifier from regulatory body
Responsible person designated
Local responsible person identified and documented
Contact information provided
Complete contact details for responsible person on file
IMPORT DOCUMENTATION CHECKLIST - PART 3/3
Timeline, Risk & Final Check