Comprehensive Compilation of Legal Regulations for Photocopiers in Vietnam

Photocopiers serve as critical office equipment, extensively used across government agencies, businesses, and educational institutions for comprehensive document and data processing. Modern photocopier technology has evolved to offer a wide range of capacities and integrated features, such as faxing, printing, and scanning, tailored to professional needs.

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Given this technological variety, adhering to Legal Regulations for Photocopiers in Vietnam is a vital requirement for ensuring product quality and operational efficiency. Enterprises involved in the production, importation, and distribution of these devices must ensure full regulatory compliance to facilitate legal market entry and maintain high standards of safety and performance within the Vietnamese market.

Table 1: Testing Requirements for Photocopiers

In this comprehensive guide, Phuc Gia Laboratory Corporation (Phuc Gia®) provides a detailed summary of Legal Regulations for Photocopiers in Vietnam. Our goal is to assist businesses in navigating the mandatory compliance procedures for the manufacturing, importation, and market distribution of photocopiers, ensuring all operations align with the latest official statutory requirements.

Table 2: Procedures for Implementing Licenses for Photocopiers

I. WHAT IS A PHOTOCOPIER?

A Photocopier, also known as an automatic or optical copying machine, is a foundational piece of office electrical-electronic equipment. Its primary function is to reproduce paper documents with 100% accuracy in content, imagery, and layout. To maximize productivity, modern units often function as all-in-one solutions, integrating high-speed printing, scanning, and networking capabilities, all of which fall under the scope of Legal Regulations for Photocopiers in Vietnam.

Currently, there are many different types of photocopiers to serve various needs and scales of use. Some common types include Office photocopiers, Service photocopiers, Industrial photocopiers, Multi-function photocopiers, Specialized photocopiers, Large format photocopiers, etc. These devices operate based on Xerography technology (dry copying), utilizing electrostatic principles and photoconductors to transfer the copy from the original to the printing material.

The operating principle of a photocopier is based on the interaction between static electricity and a photoconductor, usually Selenium or other semiconductor materials, coated on the surface of a Drum. When the original is illuminated, the reflected image creates a change in charge on the drum, causing toner to adhere to the charged areas, and is finally transferred onto paper or plastic film to create a copy.

Under Decision No. 1725/QĐ-BCT, adhering to Legal Regulations for Photocopiers in Vietnam requires mandatory energy efficiency testing and the official declaration of energy labels prior to market entry. This regulatory framework is designed to promote energy-saving operations and ensure that all imported or manufactured photocopiers meet the national criteria for environmental and operational excellence.

II. LEGAL REGULATIONS FOR PHOTOCOPIERS IN VIETNAM

1. Procedures for Implementing Licenses for Photocopiers

1.1. For Imported Photocopiers

MANAGING MINISTRY	FOR IMPORTED PHOTOCOPIERS
MANAGING MINISTRY	Implementing Steps	Authorizing/Implementing Body
MINISTRY OF INDUSTRY AND TRADE	– Step 1: Register for Energy Efficiency (EE) testing (To collect products for testing)	Phuc Gia®
	– Step 2: Energy Efficiency testing	Phuc Gia®
	– Step 3: Declaration (registration) of Energy Labeling	Ministry of Industry and Trade
	– Step 4: Affix Energy Label (EL) (Before circulating on the market)	The enterprise self-implements after submitting the declaration dossier for Energy Labeling

Notes:

– Phuc Gia®: Phuc Gia Laboratory Corporation;

– EE: Energy Efficiency;

– EL: Energy Labeling

1.2. For Domestically Manufactured Photocopiers

MANAGING MINISTRY	FOR DOMESTICALLY MANUFACTURED PHOTOCOPIERS
MANAGING MINISTRY	Implementing Steps	Authorizing/Implementing Body
MINISTRY OF INDUSTRY AND TRADE	– Step 1: Energy Efficiency (EE) testing	Phuc Gia®
	– Step 2: Declaration (registration) of Energy Labeling	Ministry of Industry and Trade
	– Step 3: Affix Energy Label (EL) (Before circulating on the market)	The enterprise self-implements after submitting the declaration dossier for Energy Labeling

Notes:

– Phuc Gia®: Phuc Gia Laboratory Corporation;

– EE: Energy Efficiency;

– EL: Energy Labeling

2. Legal Regulation Documents

To ensure that photocopiers are legally circulated in the Vietnamese market and to ensure safety for consumers, organizations and individuals involved in production and importation must fully comply with legal regulations for photocopiers according to the system of standards, technical regulations, and current management documents. Specifically, the relevant legal documents and technical standards include:

– Decision No. 04/2017/QĐ-TTG – Decision regulating the list of vehicles and equipment subject to mandatory energy labeling, applying minimum energy efficiency levels and the implementation roadmap, issued on March 9, 2017.

– Circular No. 36/2016/TT-BCT – Regulating energy labeling for energy-using vehicles and equipment under the management of the Ministry of Industry and Trade (MOIT), issued on December 28, 2016 (along with Consolidated Document No. 23/VBHN-BCT dated March 24, 2020).

– Circular No. 31/2022/TT-BTC regarding the List of Vietnam’s Export and Import Goods issued by the Minister of Finance.

– Decision No. 14/2023/QĐ-TTg – Decision issuing the List and roadmap for energy-using vehicles and equipment to be phased out and low-efficiency power generating units not permitted for new construction, issued on May 24, 2023.

– Decision No. 1725/QĐ-BCT – Regulating the List of goods subject to energy efficiency testing and energy labeling under the management responsibility of the Ministry of Industry and Trade (MOIT), issued on July 1, 2024.

– Draft Circular regulating the List of vehicles and equipment subject to energy labeling and the implementation roadmap under the management of the Ministry of Industry and Trade (MOIT), issued on September 10, 2025.

– National Standard TCVN 9510:2012 regarding Photocopiers – Energy Efficiency

These documents specify technical requirements, test methods, and energy labeling for this equipment. These are also the legal regulations for photocopiers aimed at ensuring products fully meet safety and quality requirements according to current regulations.

3. Types of Photocopiers within the Scope of Application

Photocopiers belong to the office and commercial equipment group (along with printers, computer monitors, and laptops). According to Decision No. 1725/QĐ-BCT, photocopiers must undergo energy efficiency testing in accordance with TCVN 9510:2012, including:

Electrostatic photocopying machines, operating by reproducing the original image directly onto the copy (direct reproduction process) – HS Code: 8443.39.10.
Other photocopying apparatus incorporating an optical system – HS Code: 8443.39.30.

TCVN 9510:2012 stipulates that multi-function photocopiers (MFPs) – devices that perform copying functions while integrating printing, scanning, faxing, etc. – must undergo mandatory energy efficiency testing and energy labeling before being placed on the market. This ensures the equipment fully meets performance and safety requirements and complies with legal regulations for photocopiers in Vietnam.

4. Applied Standards/Technical Regulations

Photocopiers are products and goods on the list of items subject to energy efficiency testing and energy labeling under the management responsibility of the Ministry of Industry and Trade (MOIT). Decision No. 1725/QĐ-BCT stipulates that all types of photocopiers must undergo energy efficiency testing according to TCVN 9510:2012 and perform energy labeling in accordance with Decision No. 04/2017/QĐ-TTG before being placed on the market.

Photocopiers are devices that must comply with energy efficiency regulations, including requirements for Minimum Energy Performance Standards (MEPS). According to TCVN 9510:2012, the power consumption of a photocopier in off mode, measured under the conditions specified in Clause 5 (Methods for determining power consumption) of the standard, must meet the following levels:

Power consumption for photocopiers without fax function: ≤ 1.0 W
Power consumption for photocopiers with fax function: ≤ 2.0 W

Meeting these specific power consumption benchmarks is vital for achieving MEPS certification. By ensuring these technical criteria are met, businesses demonstrate full alignment with the Legal Regulations for Photocopiers in Vietnam, fostering energy-efficient operations and securing the necessary legal standing for product circulation in the domestic market.

5. Important Notes on Import, Production, and Business Policies

– Energy efficiency testing must be performed by a testing and certification organization that is designated, registered, or accredited by the Ministry of Science and Technology (MOST).

– According to Decision No. 14/2023/QĐ-TTg (effective from July 15, 2023), the importation, production, and business of photocopiers with energy efficiency that does not meet the Minimum Energy Performance Standards (MEPS) specified in TCVN 9510:2012 are prohibited.

– TCVN 9510:2012 does not apply to large-format photocopiers or specialized photocopiers with speeds greater than or equal to 60 ipm.

– Enterprises must apply for a photocopier import license from the Authority of Publication, Printing and Distribution (Ministry of Information and Communications) for machines with a printing format larger than A3, a printing speed over 60 ppm, or multi-function color printers.

– Enterprises must apply for a civil cryptography license in cases where the equipment integrates secure fax or telegraph functions using encryption.

– Entities permitted to import photocopiers include: Printing establishments; enterprises with the function of importing and exporting printing industry equipment as prescribed by law; other agencies and organizations with legal entity status permitted to use printing equipment for internal work (based on Article 27, Decree No. 60/2014/NĐ-CP).

– When importing photocopiers, compliance with goods labeling regulations under Decree No. 43/2017/NĐ-CP is required.

– Import tax is an obligation that must be completed when performing import procedures for photocopiers.

Gaining a thorough understanding of and adhering to Legal Regulations for Photocopiers in Vietnam is more than a mandatory prerequisite for legal market entry; it is a cornerstone for protecting corporate prestige, mitigating legal liabilities, and sharpening competitive advantages. Consequently, businesses must maintain strict compliance with existing statutory frameworks and proactively stay informed about evolving legislative updates to ensure their hardware remains safe, efficient, and fully aligned with national management standards.

III. PHUC GIA®: COMPREHENSIVE SERVICES FOR PHOTOCOPIERS IN VIETNAM

ORD	PHUC GIA® CAPACITY	MINISTRY OF SCIENCE AND TECHNOLOGY
1	Certification/ Designation	Phuc Gia®’s official designation is currently active and remains in full effect (Detail)
2	Quotation and Duration for Tests	As listed here: QUOTATION – Testing and Other Certification Services [2026]
3	Support	– Free 24/7 consultation service; – Consultancy on product quality improvement.
4	Contact for Testing Services	For assistance with testing/certification services, please contact: Phone: 0981 996 996/ 0982 996 696/ 024 7779 6696 E-mail: lab@phucgia.com.vn Website: phucgia.com.vn Address: ICD Long Bien, No. 01 Huynh Tan Phat, Sai Dong B Industrial Park, Long Bien Ward, Hanoi
Note: Phuc Gia Inspection & Testing Center directly performs Energy Efficiency testing for photocopiers in accordance with the regulations of the Ministry of Industry and Trade (MOIT).