Detailed Copier Import Procedures in Vietnam

Copier import procedures are a process that causes difficulties for many enterprises because they must master the legalities to bring goods in according to legal regulations. Therefore, in the article below, Phuc Gia will provide enterprises with a full and detailed guide to Copier import procedures.

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Table of contents

1. Legal bases of Copier Import

Before proceeding with Copier import procedures, enterprises need to clearly understand the legal regulations to comply with the process and avoid risks during customs clearance. Below are the important legal bases related to the import and quality inspection of photocopy equipment:

Decision No. 04/2017/QĐ-TTg issued on March 09, 2017, by the Prime Minister regulating the list of vehicles and equipment subject to energy labeling, applying minimum energy performance levels and the implementation roadmap.
Decision No. 14/2023/QĐ-TTg of the Prime Minister issued on May 24, 2023 – Regulating the list and roadmap of energy-using vehicles and equipment to be discarded and low-efficiency power generating units not allowed for new construction.
Decision No. 1182/QĐ-BCT issued by the Ministry of Industry and Trade on April 06, 2021, on the list of imported goods (accompanied by HS codes) subject to specialized inspection under the management responsibility of the Ministry of Industry and Trade.
Circular No. 36/2016/TT-BCT issued by the Ministry of Industry and Trade on December 28, 2016 – Regulating energy labeling for energy-using vehicles and equipment under the management scope of the Ministry of Industry and Trade (along with Consolidated Document No. 23/VBHN-BCT dated March 24, 2020).
Circular No. 22/2018/TT-BTTTT issued by the Ministry of Information and Communications on December 28, 2018, regulating the list of imported and exported goods in the field of printing and publishing.
Circular No. 11/2024/TT-BTTTT of the Ministry of Information and Communications issued on September 23, 2024: Amending and supplementing several articles of Circular No. 03/2015/TT-BTTTT; Circular No. 05/2016/TT-BTTTT; Circular No. 22/2018/TT-BTTTT; and Circular No. 09/2013/TT-BTTTT regarding printing activities, international standard book numbers, and hardware/software product lists.
Circular No. 31/2022/TT-BTC issued by the Ministry of Finance on February 06, 2022, regulating the Nomenclature of Exports and Imports of Vietnam.
Circular No. 38/2015/TT-BTC (amended by Circular 39/2018/TT-BTC) issued by the Ministry of Finance on March 25, 2015, regulating customs procedures, inspection, and tax management for exported and imported goods.
Circular No. 30/2011/TT-BCT issued by the Ministry of Industry and Trade on August 10, 2011 – Provisional regulations on the permitted content limits of certain hazardous chemicals in electrical and electronic products.
Decree No. 60/2014/NĐ-CP issued by the Government on October 04, 2022, regulating printing activities.
Decree No. 25/2018/NĐ-CP issued by the Government on February 28, 2018, amending and supplementing several articles of Decree 60/2014/NĐ-CP regarding printing activities.
Decree No. 72/2022/NĐ-CP issued by the Government on October 04, 2022, continuing to amend and supplement several articles of Decree 60/2014/NĐ-CP and Decree 25/2018/NĐ-CP regarding printing activities.
Decree No. 53/2018/NĐ-CP of the Government issued on April 16, 2018 – Amending and supplementing Decree No. 58/2016/NĐ-CP regarding civil cryptography products and services.
Decree No. 32/2023/NĐ-CP of the Government issued on June 09, 2023 – Amending and supplementing Decree No. 53/2018/NĐ-CP regarding civil cryptography products and services.
Decree No. 74/2018/NĐ-CP issued by the Government on May 15, 2018 – Amending and supplementing several articles of Decree 132/2008/NĐ-CP regarding the Law on Quality of Products and Goods.
Decree No. 69/2018/NĐ-CP issued by the Government on May 15, 2018, detailing several articles of the Law on Foreign Trade Management.
Standard TCVN 9510:2012 compiled by the National Technical Committee TCVN/TC/E1 and announced by the Ministry of Science and Technology.
Consolidated Document No. 23/VBHN-BCT issued on March 24, 2020 – Regulating the list of vehicles and equipment subject to energy labeling under the management of the Ministry of Industry and Trade.
Consolidated Document No. 25/VBHN-BTC of 2018 consolidating Circulars on customs procedures, inspection, and tax management for imported and exported goods issued by the Ministry of Finance.
Draft National Technical Regulation on hazardous chemical content expected to take effect from January 01, 2026, replacing Circular No. 30/2011/TT-BCT.
VAT Law No. 13/2008/QH12, regulating taxable subjects and VAT calculation, issued by the National Assembly, effective from January 01, 2009.

2. HS codes and Copier Import Taxes

When conducting import procedures for photocopiers, identifying the correct HS code is a crucial factor for accurate Customs Clearance and the application of appropriate tax rates. Additionally, clearly understanding relevant taxes such as import tax and Value Added Tax (VAT) will help businesses proactively calculate costs and carry out Customs Clearance procedures in accordance with regulations.

2.1. HS code of Copiers

Pursuant to Article 1 of Decree No. 72/2022/NĐ-CP of the Government and Circular No. 11/2024/TT-BTTTT of the Ministry of Information and Communications (MIC), copier HS codes are classified depending on the functions and type of machine. Below are some common HS codes:

HS Code	Description of goods in the Nomenclature of exports and imports of Vietnam prescribed in Circular No. 31/2022/TT-BTC dated June 8, 2022, by the Minister of the Ministry of Finance	Description of goods
8443.31	Machines which perform two or more of the functions of printing, copying or facsimile transmission, capable of connecting to an automatic data processing machine or to a network:
	– – – Printing-copying machines, printing by inkjet technology
8443.31.11	– – – – Colour type	Colour inkjet printers with multi-color photocopying function
	– – – Printing-copying machines, printing by laser technology
8443.31.21	– – – – Colour type	Colour laser printers with multi-color photocopying function
	– – – Combined printing-copying-faxing machines
8443.31.31	– – – – Colour type	Colour printers with multi-color photocopying function
8443.31.39	– – – – Other type
8443.31.91	– – – – Combined printing-copying-scanning-faxing machines
843.39.10	– – – Electrostatic photocopying apparatus, operating by reproducing the original image directly onto the copy (direct process)	Multi-color photocopying machines
8443.39.20	– – – Electrostatic photocopying apparatus, operating by reproducing the original image onto the copy via an intermediate medium (indirect process)	Multi-color photocopying machines
8443.39.30	– – – Other photocopying apparatus incorporating an optical system	Multi-color photocopying machines
8443.39.40	– – – – Inkjet printing machines	Multi-color inkjet printers with a printing speed of over 60 pages per minute (A4 size) or with a printing size exceeding A3 (of the type using digital technology as prescribed in Point b, Clause 5, Article 2 of Decree No. 60/2014/NĐ-CP, amended and supplemented in Point b, Clause 1, Article 1 of Decree No. 72/2022/NĐ-CP)

2.2. Printer Import Taxes

The Most Favored Nation (MFN) import tax rates usually range from 0% to 5%, depending on the specific type of printer and HS code.

If an enterprise imports from countries that have a Free Trade Agreement (FTA) with Vietnam (such as China, South Korea, ASEAN…), the tax rate may be reduced to 0% when a valid Certificate of Origin (C/O) is fully provided.

Thủ tục nhập khẩu máy photocopy — *Import tax rates for photocopiers usually range from 0% – 5%, depending on the machine type and HS code*

3. Copier Import Document Set

To carry out copier import procedures in Vietnam, enterprises must prepare a full set of documents as prescribed in Section 2, Article 16 of Circular 38/2015/TT-BTC, issued on March 25, 2015, regarding customs procedures; customs inspection and supervision; export tax, import tax, and tax administration for imported and exported goods. This regulation was amended and supplemented by Circular 39/2018/TT-BTC, issued on April 20, 2015, by the Ministry of Finance. The import-export document set includes the following papers:

Customs declaration;
Commercial Invoice;
Bill of Lading;
Packing List;
Sales Contract;
Application for product quality inspection;
Energy labeling registration dossier;
Certificate of Origin (C/O), if any;
Catalog (if any);
Import license or confirmation of printing equipment declaration (for color photocopiers) as regulated by the Ministry of Information and Communications (MIC).

In case the imported photocopiers are subject to specialized inspection, the enterprise needs to supplement the following documents:

Registration for state control of imported goods quality, with confirmation from the relevant Regulatory Authority.
Energy Efficiency Test Report, or a document confirming the completion of the Energy Efficiency Declaration and energy labeling implementation in accordance with current regulations.

4. Guide to import procedures for photocopiers

After clearly identifying the type of photocopier and the corresponding HS code, the enterprise must perform import procedures so that the goods can achieve Customs Clearance in accordance with regulations. Below is a detailed guide on copier import procedures that your enterprise needs to grasp:

4.1. Step 1: Registration for quality inspection

Quality inspection is mandatory for certain photocopiers according to Decision No. 1182/QĐ-BCT of the Ministry of Industry and Trade dated April 6, 2021, regarding the issuance of the list of imported goods (with HS codes) subject to specialized inspection under the management responsibility of the Ministry of Industry and Trade.

This inspection registration process is conducted via the National Single Window. The registration process consists of 3 steps:

Step 1: Account creation and dossier registration: Access vnsw.gov.vn to create an account. After the account is approved (usually taking 24 hours), the enterprise can register the quality inspection dossier. Here, the enterprise needs to select a sample testing laboratory designated by the Ministry of Science and Technology (MOST) to perform the inspection.

According to Article 5 of Consolidated Document No. 02/2020/VBHN-BTTTT, regulations on testing units serving certification and declaration of conformity are as follows:

“The testing unit serving conformity certification activities is a designated or recognized testing unit.
The testing unit serving conformity declaration activities is a designated or recognized testing unit, or a unit that has registered testing operations under Decree No. 107/2016/NĐ-CP dated July 1, 2016, of the Government prescribing conditions for business of conformity assessment services.
Testing units must be responsible to the Regulatory Authority for the accuracy of testing results. Testing results do not have the value of replacing the Certificate of Conformity and the Declaration of Conformity.”

Step 2: Sampling and quality inspection: After completing the dossier registration, the enterprise can proceed with sampling for inspection at the port or the importer’s warehouse. The testing time usually takes several days, depending on each laboratory.

Step 3: Receiving results and uploading to the system: After obtaining the quality inspection results, the enterprise or the testing unit will update the results on the National Single Window. Subsequently, the Department of Standards, Metrology and Quality will conduct a review and notify the dossier results – approval or rejection, depending on the product’s level of compliance with technical requirements.

The dossier to be prepared includes the commercial invoice, bill of lading, product Catalogue, and the application for quality inspection. Preparing a full dossier and registering early will help shorten processing time, avoid delays and unnecessary costs.

4.2. Step 2: Opening the declaration

After preparing the full set of customs documents, the enterprise will proceed with electronic customs declaration. This is a critical step, so the enterprise needs to enter accurate information such as the HS code, commodity name, origin, and tax rate. Incorrect declarations can lead to fines or delays in the Customs Clearance process.

The dossier to be submitted includes:

Set of import-export documents: Invoice, B/L or AWB, Contract/P.O, Packing List, C/O (if any).
Application for quality inspection (confirmed by the Department of Standards, Metrology and Quality or registered via the National Single Window).

Processing time: 2–5 working days, depending on the declaration channel (green, yellow, red) and physical inspection.

Receiving office: The Border Gate Customs Branch where the goods arrive or the Customs Branch managing the enterprise.

Important notes:

The dossier must be submitted within 30 days from the date the goods arrive at the port, otherwise, penalties will apply.
After submitting the declaration, the enterprise needs to bring the import dossier to the Customs Branch to open the declaration within 15 days. If overdue, the declaration will be canceled.
Always carefully check information before declaration to avoid errors and limit legal risks.

4.3. Step 3: Testing & Conformity Certification

To circulate photocopier items on the market and distribute them to consumers, enterprises are mandatory to perform energy efficiency testing for this product, based on Decision No. 14/2023/QĐ-TTg issued on May 24, 2023, by the Prime Minister. In which, the TCVN 9510:2012 standard is applied to photocopiers from July 15, 2023. Particularly, for equipment integrated with 2.4 GHz band Wifi, the product must additionally comply with QCVN 65:2021/BTTTT regarding short-range radio equipment with radiated power from 60 mW to 100 mW. Specifically:

Electrical safety testing: Comply with QCVN 4:2009/BKHCN, QCVN 9:2012/BKHCN; comply with national technical regulations on electrical safety for household electrical and electronic equipment.
Conformity Certification: After achieving results, the product is issued a Certificate of Conformity and affixed with the CR mark according to MOST regulations.
Energy labeling: Performed according to the Law on Economical and Efficient Use of Energy, Decree 21/2011/NĐ-CP, and Decree 43/2017/NĐ-CP, helping consumers identify the power efficiency level.

If your enterprise is importing or distributing photocopiers and needs a reputable unit for comprehensive legal procedure support, choose Phuc Gia Laboratory Corporation. With a team of experts well-versed in national technical regulations and current legal provisions, Phuc Gia will provide detailed consultancy from dossier preparation and testing to the product being issued a Certificate of Conformity. We commit to providing full-package, rapid, and cost-effective services, helping enterprises shorten the time to bring products into market circulation.

4.4. Step 4: Completing the dossier and Customs Clearance

After the samples are tested, the testing laboratory will issue the testing results. The enterprise will use these results to complete the dossier. Based on a full and valid dossier, the customs authority will review and grant Customs Clearance for the photocopier shipment.

4.5. Step 5: Transporting goods to the warehouse

After Customs Clearance, the enterprise can transport the photocopiers to the warehouse for storage. The transportation and storage process must ensure appropriate technical conditions to protect the quality of the equipment.

Note: If your enterprise wishes to trade photocopier items on the market, it is mandatory to perform procedures related to efficiency testing and energy labeling.

5. Some notes when performing copier import procedures

When conducting import procedures for photocopiers into Vietnam, enterprises should note several important points to ensure compliance with legal regulations and avoid risks during the Customs Clearance process:

Energy labeling: According to Article 1 of Decision 04/2017/QĐ-TTg dated March 9, 2017, issued by the Prime Minister, photocopiers belong to the group of products that should have energy labeling.
Applying for an import license: According to Decree 53/2018/NĐ-CP issued by the Government on April 16, 2018, certain printer lines with fax or telegraph security functions are classified in the list of civil cryptographic products and must apply for an import license issued by the Ministry of National Defence.
Import licensing fees: Currently, applying for an import license for printing industry equipment at the Ministry of Information and Communications (MIC) does not incur a fee. Therefore, organizations and individuals importing printers or photocopiers (under the management of the MIC) will be issued licenses free of charge. Meanwhile, for civil cryptographic products (such as printers with fax or telegraph security functions), according to Circular 249/2016/TT-BTC issued by the Ministry of Finance on November 11, 2016, the fee for an import license managed by the Ministry of National Defence is 8,200,000 VND/issuance.
Declaration to the Ministry of Information and Communications (MIC): According to Clause 5, Article 1 of Decree 72/2022/NĐ-CP issued on October 4, 2022, by the Government amending and supplementing several articles of Decree No. 60/2014/NĐ-CP, for printing equipment prescribed in Clause 5, Article 2 of this Decree, before importing, the importing organization or individual must declare to the MIC according to Article 28 of this Decree (except for inkjet printers, single-color or multi-color laser printers with a printing speed of 60 pages/minute (A4 size) or less, or with a printing size of A3 or less, and dot matrix printers).
Validity of testing and energy labels: According to Chapter II, Article 4 of Circular 36/2016/TT-BCT issued on December 28, 2016, by the Ministry of Industry and Trade (MOIT): “Testing results serve as the basis for energy labeling for products of the same model, same technical specifications, same origin, and same manufacturing facility. Testing results have indefinite validity, unless the competent Regulatory Authority detects errors in the testing results or errors/violations by the testing laboratory.” Thus, the energy label for each model will have indefinite validity, unless that product undergoes improvements or changes in efficiency and capacity.

Copier import procedures are an important process to ensure your enterprise’s products meet legal and technical requirements while building firm trust with customers. If your enterprise needs a unit for testing and conformity certification, let Phuc Gia accompany you. With a team of experienced experts and a modern laboratory system, Phuc Gia always strives to support enterprises in performing the inspection process for each type of product in accordance with regulations, helping to optimize time and costs.

For more details, please contact us at:

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