5 Detailed Steps for Linear Fluorescent Lamp Import in Vietnam

The trend of transitioning to energy-saving lighting solutions drives a high demand for importing Linear Fluorescent Lamps in the market. Particularly for businesses newly entering this field, clearly understanding each step of the import process will help optimize time and minimize unnecessary risks. The following article by Phuc Gia provides detailed guidance on 5 steps for the Linear Fluorescent Lamp Import of products, assisting your business in performing procedures in compliance with legal regulations.

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Table of contents

1. What is a Linear Fluorescent Lamp?

According to the National Standard TCVN 8249:2013 on “Linear Fluorescent Lamps – Energy Efficiency”, a linear tubular fluorescent lamp is defined as a low-pressure mercury vapor discharge lamp, double-capped and in a linear tubular shape. Most of the light from the lamp is emitted by a layer of fluorescent material, excited by ultraviolet radiation generated during the discharge process.

nhập khẩu đèn huỳnh quang ống thẳng — *A linear tubular fluorescent lamp is defined as a low-pressure mercury vapor discharge lamp, double-capped and in a linear tubular shape*

2. Policies Regulating Linear Fluorescent Lamp Import Procedures

Below are the policies related to Linear Fluorescent Lamp Import procedures that enterprises need to note during implementation:

Circular No. 36/2016/TT-BCT issued by the Ministry of Industry and Trade (MOIT) on December 28, 2016 – Stipulating Energy labeling registration for means and equipment under the management of the Ministry of Industry and Trade (along with Consolidated Document No. 23/VBHN-BCT dated March 24, 2020).
Consolidated Document No. 23/VBHN-BCT issued by the Ministry of Industry and Trade, stipulating in detail the energy labeling for energy-using means and equipment under the management of the ministry.
Decision No. 04/2017/QĐ-TTg issued by the Prime Minister on March 9, 2017 – Stipulating the List of Machines and Equipment Subjecting to Energy Labelling, applying minimum Energy Efficiency levels and the implementation roadmap.
Decision No. 14/2023/QĐ-TTg issued by the Prime Minister on May 24, 2023 – Stipulating the list and roadmap of energy-using means and equipment to be discarded and low-efficiency power generation units not to be newly built.
Official Letter: 1786/TCHQ-GSQL issued by the Department of Vietnam Customs on March 11, 2016 – Providing detailed guidance on the process of implementing energy labeling and minimum Energy Efficiency inspection for imported goods.
National Standard TCVN 8249:2013 on “Linear Fluorescent Lamps – Energy Efficiency” – Compiled by the National Standard Technical Committee TCVN/TC/E11 Lighting, proposed by the Commission for the Standards, Metrology and Quality of Vietnam, and announced by the Ministry of Science and Technology (MOST) on December 16, 2013.
TCVN 10172:2013 (IEC 62554:2011) – Compiled by the National Standard Technical Committee TCVN/TC/E11 Lighting, proposed by the Commission for the Standards, Metrology and Quality of Vietnam, and announced by the Ministry of Science and Technology – Stipulating sample preparation for measuring mercury levels in fluorescent lamps.
TCVN 12667-4:2020 (IEC 62321-4:2017) – Compiled by the National Standard Technical Committee TCVN/TC/E1 Electrical machinery and apparatus, proposed by the Commission for the Standards, Metrology and Quality of Vietnam, and announced by the Ministry of Science and Technology – Stipulating methods for determining certain substances in electrotechnical products – Part 4: Mercury in polymers, metals, and electronics by CV-AAS, CV-AFS, ICP-OES, and ICP-MS techniques.
Circular No. 08:2019/BKHCN dated September 25, 2019, issued by the Ministry of Science and Technology “National technical regulation on lighting products using LED technology”.
QCVN 19:2019/BKHCN (issued with Circular No. 08:2019/BKHCN) – National technical regulation on lighting products using LED technology.
QCVN 02A:2020/BCT – Developed by the Drafting Team, submitted by the Vietnam Chemicals Agency, appraised by the Ministry of Science and Technology, and issued by the Minister of the Ministry of Industry and Trade attached to Circular No. 45/2020/TT-BCT, dated December 21, 2020 – National technical regulation on mercury content in fluorescent lamps.
Circular No. 28/2012/TT-BKHCN issued by the Ministry of Science and Technology on December 12, 2012 – Stipulating Declaration of Standard Compliance, Declaration of Technical regulation Compliance, and Conformity assessment methods with standards and technical regulations for products, equipment, and materials.
Circular No. 02/2017/TT-BKHCN issued by the Ministry of Science and Technology on March 2, 2017 – Amending and supplementing a number of articles of Circular No. 28/2012/TT-BKHCN dated December 12, 2012, of the Minister of the Ministry of Science and Technology on Declaration of Standard Compliance, Declaration of Technical regulation Compliance, and Conformity assessment methods with standards and technical regulations.
Decree No. 74/2018/NĐ-CP issued by the Government on May 15, 2018, amending and supplementing a number of articles of Decree No. 132/2008/NĐ-CP dated December 31, 2008, of the Government detailing the implementation of a number of articles of the Law on Quality of Products and Goods.
Decision No. 3810/QĐ-BKHCN issued by the Ministry of Science and Technology on December 18, 2019 – Stipulating the Declaration of Group 2 products and goods under the management responsibility of the Ministry of Science and Technology.
Decision No. 1182/QĐ-BCT dated April 6, 2021, of the Ministry of Industry and Trade on issuing the list of imported goods (with HS codes) subject to specialized inspection under the management responsibility of the Ministry of Industry and Trade.
Decision No. 2711/QĐ-BKHCN dated December 30, 2022, and Decision No. 367/QĐ-BKHCN, issued by the Minister of the Ministry of Science and Technology, stipulating the Declaration of the list of Group 2 products and goods within the management scope of the Ministry, to ensure quality and technical safety for items capable of causing unsafety during use.
Circular No. 36/2019/TT-BCT issued by the Ministry of Industry and Trade on November 29, 2019 – Stipulating the quality management of products and goods within the management scope of the Ministry of Industry and Trade.
Minamata Convention on Mercury signed by the Government of the Socialist Republic of Vietnam on October 11, 2013, and effective from June 23, 2017 – This international convention commits to reducing and eliminating mercury emission sources, protecting human health and the environment from the harmful effects of mercury.
Value Added Tax Law No. 13/2008/QH12 issued by the National Assembly, effective from January 1, 2009, clearly stipulating taxable objects, calculation methods, and declaration of value-added tax, applied to production, business, and import activities of goods and services in the territory of Vietnam.
Circular No. 38/2015/TT-BTC issued by the Ministry of Finance on March 25, 2015 – Stipulating Customs Clearance procedures; customs inspection and supervision; export tax, import tax, and tax management for exported and imported goods (amended and supplemented by Circular No. 39/2018/TT-BTC).
Consolidated Document No. 25/VBHN-BTC dated September 6, 2018, issued by the Ministry of Finance consolidating the Circular stipulating Customs Clearance procedures; customs inspection and supervision; export tax, import tax, and tax management for exported and imported goods.
Decree No. 69/2018/NĐ-CP dated May 15, 2018, of the Government detailing a number of articles of the Law on Foreign Trade Management.

Accordingly, linear tubular fluorescent lamps are not on the list of goods prohibited from import as stipulated in Appendix I – List of goods prohibited from export and import issued with Decree No. 69/2018/NĐ-CP dated May 15, 2018, of the Government, and subsequent amending and supplementing documents such as Decree No. 26/2023/NĐ-CP.

However, at Item 1, Section I, Appendix I, Decision No. 14/2023/QĐ-TTg clearly states that “Linear tubular fluorescent lamps” are classified into the household equipment group that must achieve the minimum Energy Efficiency according to the TCVN 8249:2013 standard if they are to be imported into Vietnam. Therefore, enterprises are permitted for the Linear Fluorescent Lamp Import of this item if they fully meet the relevant conditions and legal regulations.

3. HS Code and Tax Code for Linear Fluorescent Lamp Import

Before proceeding with Linear Fluorescent Lamp Import, accurately determining the HS code is a crucial step to ensure the correct implementation of Customs Clearance procedures, documents, and import tax calculations. The HS code not only helps in classifying goods but also serves as the basis for looking up tax policies, specialized inspections, and other management requirements. Below is the detailed information on the HS code and import tax rates applied to this item:

According to statistics from the Department of Vietnam Customs, the HS code for linear tubular fluorescent lamps is 8539.31.20.

The applied import tax policies are as follows:

Value Added Tax (VAT): 10%
Preferential import tax: 25% if the goods have a valid Certificate of Origin (C/O) under free trade agreements such as C/O Form E (applied to goods imported from China), C/O Form D (goods imported from ASEAN countries), C/O Form AK (applied to South Korea).
Ordinary import tax: 37.5%.

4. Dossier to be prepared for Linear Fluorescent Lamp Import

According to the provisions in Section 2, Article 16 of Circular No. 38/2015/TT-BTC issued on March 25, 2015 (amended and supplemented by Circular No. 39/2018/TT-BTC dated April 20, 2018, issued by the Ministry of Finance), when conducting a Linear Fluorescent Lamp Import, enterprises need to prepare all the following documents:

Customs declaration;
Commercial invoice;
Bill of lading;
Packing list;
Sales contract;
Dossier for registration of product quality inspection;
Energy labeling registration dossier;
Certificate of Origin (C/O), if any;
Catalog (if any).

During the Customs Clearance process, important documents that must be ready include: Customs declaration, commercial invoice, certificate of origin (if any), registration for quality inspection, and Energy Efficiency Test Report. The remaining documents can be supplemented later if requested by the customs authority.

Note: For certain accompanying components such as aluminum frames, enterprises should proactively request a C/O from the supplier to enjoy preferential import tax rates under Free Trade Agreements (FTA). In cases of importing from markets such as China, South Korea, Japan, or ASEAN, sellers should be requested to provide the corresponding C/O Form E, D, or AK.

In case the imported linear tubular fluorescent lamps are subject to specialized inspection, enterprises need to supplement the following papers:

Dossier for registration of state inspection of imported goods quality, with confirmation from the competent Regulatory Authority.
Energy Efficiency Test Report regarding the minimum Energy Efficiency, or a document confirming the completion of Energy labeling registration and labeling implementation as prescribed.

5. Instruction on Linear Fluorescent Lamp Import Procedures

When performing a Linear Fluorescent Lamp Import, enterprises must comply with strict regulations. Below is a detailed guide on the import procedures for linear tubular fluorescent lamp products, helping enterprises implement the process correctly, avoid errors, and save time in Customs Clearance:

5.1. Step 1: Registration for Quality Inspection

Based on Circular No. 08/2019/TT-BKHCN, issued on September 25, 2019, along with technical regulation QCVN 19:2019/BKHCN, which stipulates that lighting products using LED technology must meet requirements for safety and electromagnetic compatibility. Therefore, quality inspection for linear lamps is a mandatory requirement.

The process for registration of quality inspection for linear tubular fluorescent lamps consists of the following steps:

Step 1: Create an account and register the quality inspection dossier: Enterprises need to access the website: https://vnsw.gov.vn to register an account (it usually takes 24 hours for processing and activation). After the account is approved, the enterprise performs the registration of the quality inspection dossier in the management section of the Ministry of Science and Technology (MOST). Here, the enterprise must select a Testing laboratory designated by MOST to perform the product quality inspection.

According to Article 5 of Consolidated Document No. 02/2020/VBHN-BTTTT, the regulations on testing units serving certification and Declaration of Technical regulation Compliance are as follows:

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

Step 2: Sampling and conducting quality inspection: After the dossier is received, the enterprise coordinates with the inspection unit to conduct sampling at the port or the importer’s warehouse. The product samples are then transferred to the Testing laboratory to perform inspection of technical criteria according to regulations.

Step 3: Update results and complete the dossier: When the quality inspection results are available, the enterprise or the inspection unit will update the information on the National Single Window system. Subsequently, the Department of Standards, Metrology and Quality will conduct an appraisal and respond with the results. If the dossier meets the requirements, the system will confirm completion. If there are deficiencies, the authorities will request supplements or corrections before proceeding with the next Customs Clearance steps.

5.2. Step 2: Opening the Customs Declaration

After preparing all necessary documents, including:

The set of import-export documents (Invoice, B/L or AWB, Contract/P.O, Packing List, C/O if any).
Application for State control registration (on quality of products) (confirmed by the Department of Standards, Metrology and Quality or registered online on the National Single Window).

Enterprises need to carry out the customs declaration on the electronic system. This is an extremely important step; therefore, enterprises must accurately enter information such as the HS code, commodity name, origin, and tax rates. Incorrect declaration may lead to penalties or delays in the Customs Clearance process.

According to regulations, within 30 days from the date the goods arrive at the port, the customs declarant must complete the declaration. If this deadline is exceeded, the enterprise will be subject to administrative penalties according to the regulations of the customs authority.

After completing the declaration, the system will automatically return the result of the declaration’s lane classification (green, yellow, red). Based on this result, the enterprise needs to print the declaration and bring the dossier to the Border Gate Customs Branch where the goods arrive or the Customs Branch managing the enterprise to perform procedures for opening the declaration.

Enterprises need to print the declaration and bring the dossier to the Customs Branch to perform procedures for opening the declaration.

The processing time for a customs declaration usually lasts from 2 to 5 working days, depending on the lane classification and whether a physical inspection is required. Opening the declaration should be performed early, at the latest 15 days from the date of declaration. If this deadline is exceeded, the declaration will be canceled and the enterprise may be fined.

5.3. Step 3: Conducting Testing & Certification of Technical Regulation Compliance

During the process of Linear Fluorescent Lamp Import, enterprises need to submit a confirmation of sampling for testing to serve the product quality inspection as prescribed. In case your enterprise needs to bring the goods to a warehouse for storage while waiting for results, please contact Phuc Gia for detailed advice.

5.4. Step 4: Customs Clearance of the Declaration

After the samples are tested, the Testing laboratory will issue the Test/Certification Reports/Results. The enterprise uses this document to complete the quality inspection dossier and submit it to the Regulatory Authority. Based on valid test results, the customs authority will review and issue a decision on Customs Clearance for the linear tubular fluorescent lamp shipment.

5.5. Step 5: Bringing Goods to the Warehouse

After completing all procedures and being granted Customs Clearance by the customs authority, the enterprise can proceed to bring the linear tubular fluorescent lamp shipment to the warehouse for storage. During transportation and storage, it is necessary to ensure compliance with technical conditions to avoid affecting product quality.

Note: If the enterprise plans to distribute products to the market, it is mandatory to perform procedures related to electromagnetic compatibility testing, Certification of Conformity, Energy Efficiency testing, and Energy labeling registration in accordance with current regulations.

6. Notes when performing Linear Fluorescent Lamp Import procedures

When performing a Linear Fluorescent Lamp Import, enterprises should note the following important points to ensure the Customs Clearance process complies with regulations:

According to Section I, Appendix I, Decision No. 14/2023/QĐ-TTg dated May 24, 2023, it is clearly stated that “linear tubular fluorescent lamps” are classified in the household equipment group and must mandatory achieve the minimum Energy Efficiency according to the TCVN 8249:2013 standard to be imported into Vietnam.
Used linear tubular fluorescent lamps belong to the list of goods prohibited from import under Decree No. 69/2018/NĐ-CP dated May 15, 2018, of the Government stipulating the Law on Foreign Trade Management.
Enterprises need to clearly determine the HS code of the lamps to apply the correct policies and import taxes.
Enterprises need to prepare a full set of documents such as commercial invoices, bills of lading, packing lists, and certificates of origin (C/O) if any.
Validity of testing and energy labels: According to Chapter II, Article 4, in Circular No. 36/2016/TT-BCT issued on December 28, 2016, by the Ministry of Industry and Trade: “Test results are the basis for energy labeling for products of the same model, same technical specifications, same origin, and same manufacturing facility. Test results are valid indefinitely, except where competent state agencies discover errors in the test results or violations by the Testing laboratory.” Therefore, the energy label for each model is valid indefinitely, unless the product has improvements or changes in efficiency and power.

Linear Fluorescent Lamp Import is not just about bringing goods into the country but also requires enterprises to fully perform legal procedures such as electromagnetic compatibility testing and Certification of Conformity, Energy Efficiency testing, and Energy labeling registration in accordance with regulations. Complying with these requirements not only ensures product quality but also builds prestige and a competitive advantage in the market. Phuc Gia® – a Testing laboratory designated by the Ministry of Industry and Trade with a team of experienced experts and technicians along with a system of modern machinery and equipment – is a reliable partner helping enterprises complete the testing and certification process accurately and professionally. Please contact Phuc Gia® immediately for support!

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