In the context of increasingly growing imports in Vietnam, Businesses often face situations with specialized inspection results (KTCN) does not match the certificate of analysis (CoA) and test results in the exporting country. This is the time re-inspection process becomes the most important legal "salvage" to protect shipments, Avoid huge warehousing costs and administrative fines.

With more than 15 years of experience supporting customs and import procedures for thousands of businesses, Logistics power Please share detailed article, The most real battle about re-inspection process, Help your business proactively handle situations where "two outcomes do not meet" as quickly and effectively as possible.

Conflict situations: When two specialized test results do not meet

Imagine: Shipment of functional foods, Your cosmetics or industrial raw materials have been tested to meet standards at a reputable lab in the EU, America or Japan, CoA is clear, Many years of import history with smooth customs clearance. But when we arrived at the Vietnamese port, sample issued by Customs or specialized inspection agency (Department of Food Safety - Ministry of Health, Department of Plant Protection - Ministry of Agriculture&PTNT, Customs Department…) returned for “Fail” result..

Immediate consequences:

• Goods stuck at port, incurs warehousing costs of 5–15 million VND/day.
• Businesses face the decision to temporarily suspend customs clearance, Even fines for administrative violations amount to hundreds of millions of dong.
• Risk of re-export or destruction of the entire shipment if not handled promptly.

This is not a rare case. According to actual statistics from Logistics power, More than 18% of imported shipments under specialized inspection groups encounter similar situations each year. At this time, re-inspection process These are the legal rights that businesses need to firmly grasp to reverse the situation.

Solid legal basis for the right to re-examination

Requesting a re-examination is not a "beg" but a right clearly protected by law:

• Customs Law 2014 (Article 29, 36): Clearly regulate sampling, inspection of goods and right to complain, Request re-inspection of customs declarants.
• Product Quality Law, commodity 2007 (Article 37): Allows organization, Individuals request reassessment of quality when there are discrepancies between results.
• Decree 15/2018/ND-CP (Article 19): Especially important for imported food products - clearly stipulate state inspection procedures for food safety and the right to request re-inspection.
• Decree 08/2015/ND-CP (Article 29): Details about solicitation of appraisal, recheck the results.
• Circular 38/2015/TT-BTC (modify, supplemented by Circular 39/2018/TT-BTC): Instructions for customs procedures, including regulations on complaint deadlines and control sample collection procedures.

Thanks to these texts, The business has complete legal basis to start up re-inspection process without fear of rejection.

III. Detailed re-inspection process - 4 "vital" steps that Cuong Quoc Logistics guides hundreds of businesses

Step 1: Receive notice of "Fail" result Immediately upon receipt of written notification (usually within 1–2 days after sample collection), business only 02–03 working days to submit a request for re-examination. This is the “golden time”. Logistics power Always remind customers: take a photo, Scan the document immediately and contact us immediately to assist in drafting the document.

Step 2: Drafting a dispatch requesting re-inspection The dispatch must clearly state:

• Reasons for not agreeing (Evidence of CoA of exporting country, History of successful import of similar batches).
• Recommend to request assessment at a third independent unit designated by the specialized management ministry.

Step 3: Take control samples (3rd sample) This is the decisive step for objectivity. The procedure requires the presence of:

• Customs Representative
• Representative of the first industrial inspection agency
• Business representative
• Representative of the independent inspection laboratory

Samples must be sealed, Prepare full records in accordance with national technical regulations (QCVN). Logistics power Always send experienced staff to participate directly to ensure that no details are missed.

Step 4: Carry out inspection and compare results An independent lab will conduct the analysis. The result has two possibilities:

• Same as the first time → Enterprise accepts and processes (re-export/destruction).
• Different from the first time → The specialized management agency must reconsider the conclusion. In many cases, The second result will be the basis for immediate customs clearance.

Whole re-inspection process usually lasts 15–30 days, depending on industry. Thanks for the in-depth support, Logistics power has helped many customers shorten it to 12–18 days.

Niche point: How to choose an independent appraisal unit (3rd Party) most reputable

Not all laboratories are allowed to perform re-inspection. Businesses must choose from a list approved by the Ministry of Health, Ministry of Agriculture&PTNT, The Ministry of Industry and Trade publicly announced on the electronic information portal.

Logistics power Advise businesses to prioritize units that have:

• ISO/IEC 17025 certificate (internationally recognized).
• Successful re-inspection experience for hundreds of imported shipments.
• The test method coincides with international standards (AOAC, ISO, IN…).

Several units are usually chosen: Quatest 1, Quatest 3, Pasteur Institute, Quality Measurement and Standards Technical Center... We will advise exactly which unit is most suitable for your industry..

Samples of actual combat dispatches - Ready to use immediately

Sample 1: Official dispatch sent to the Customs Department Dear: Border Gate Customs Branch... Re/v: It is recommended to temporarily suspend the fine and wait for the results of re-inspection of the shipment... (Details of reason + shipment number + request for temporary suspension according to Article 29 of Decree 08/2015/ND-CP)

Sample 2: Official dispatch sent to the Industrial Inspection Agency Dear: Department of Food Safety - Ministry of Health V/v: Complain about test results and request control samples for re-inspection (Clearly state the difference between CoA and personal audit results, Suggested appointment of a third lab)

Sample 3: Commitment to preserving goods Commitment to bringing goods to private warehouse, Take full responsibility for preservation while waiting for re-inspection results, Guaranteed not to change the quality of the shipment.

Logistics power Provides free document sample sets that have been accepted many times by state agencies, Helps customers save dozens of hours of drafting.

1. "Critical" notes to prevail in the re-examination process

1. Preserve sealed samples: Absolutely do not open the seal arbitrarily, Move the shipment without written permission.
2. Compare test methods: Many discrepancies occur simply because two labs use different methods (For example: HPLC vs. GC-MS). Please request a re-inspection using international standard methods.
3. Keep control samples in separate warehouse: Right from the first sampling, Please keep 1–2 kg of backup sample for self-testing before deciding to officially apply.
4. Expense: Enterprises pay re-inspection fees in advance (Usually 15–40 million VND depending on the industry). If it can be proven that the first industrial inspection agency is wrong, You absolutely have the right to complain for a refund (although the process is a bit complicated, We will provide full support).
5. Golden time: Action in the first 48–72 hours is what determines 90% of success.

Conclude

Re-inspection process is not only a legal procedure but also a "secret" to help import businesses protect their rights, Save hundreds of millions of dong per shipment. However, to be successful, you need to act extremely quickly, Accurate paperwork and choose the right partner who deeply understands the process.

With a team of customs experts - specialized inspection with more than 15 years of experience, Logistics power has successfully supported more than 450 re-inspection cases in just the last 3 years, Help customers clear customs on time and minimize costs incurred.

Cuong Quoc Freight Forwarding Company Limited

Office: 7th floor, Parami Building, 140 Bach Dang, Tan Son Hoa Ward, Ho Chi Minh City

Hotline: 0972 66 71 66

Email: info@cql.com.vn

Website: https://cql.com.vn/