1. Introduction — Why are many shipments stuck at customs??

Same batch of containers arriving at Cat Lai port, Enterprise A clears customs in just 4 hours. Company B was detained for 7 days, 85 million VND in storage and demurrage fees were incurred.

Hundreds of Vietnamese SMEs encounter the same situation every month simply because they do not understand clearly customs procedures. They lack documents, false declaration, or not understanding the process that leads to goods staying at the port, Increased costs and delayed production schedule.

Customs procedures Not complicated if done correctly. But one wrong step will pay the price in money and time.

In CQL, We once supported a business importing raw materials for production. Just because there is a missing sublicense on file customs procedures, The shipment was held for 9 days. After supplementing and redoing the declaration, Goods clear customs within 1 working day and businesses avoid 62 million VND in additional fees.

2. What are customs procedures?? Understand correctly in 2 minutes

Customs procedures is the entire declaration process, check, Supervise and clear customs when exporting or importing according to Vietnamese law.

The governing body is General Department of Vietnam Customs. Main purpose of customs procedures To be:

• Control the flow of goods across borders.
• Thu is right, collect all taxes and fees.
• Ensure goods comply with management policies (ban, limit, license…).

Customs procedures Nowadays, it is mainly done electronically through the VNACCS/VCIS system. Businesses no longer have to submit documents directly at the border gate, But you still have to prepare complete documents and declare accurately.

This is the key step that determines whether the goods arrive at the warehouse on time or not.

3. Detailed customs clearance process (5 steps)

CQL Apply the standard 5-step process below for every shipment:

Step 1: Prepare documents Enterprise (or forwarder) Gather all documents before goods arrive. Ideal time: 2–3 days before the ship arrives at port.

Step 2: Electronic customs declaration Fill out the declaration via the VNACCS system. Enter goods information, HS code, value, C/O… Time: 30–60 minutes if documents are standard.

Step 3: Customs channel separation Automatic threading system: Green – Yellow – Red (Details in section 5).

Step 4: Check documents/check goods

• Green stream: no check.
• Golden stream: check profile.
• Red stream: Check documents + check actual goods.

Step 5: Customs clearance & receive Customs confirms “Customs Clearance”. Businesses receive delivery orders (DO) and bring the container to the warehouse.

The whole process customs procedures Currently, it can be completed in 1 day if the documents are standard and the channel is green.

4. What do customs documents include?? (standard checklist)

Checklist of basic customs documents but CQL Always check with customers first:

• Required documents:
  • Commercial invoice (Commercial Invoice)
  • Packing list (Packing List)
  • Bill of lading (Bill of Lading / Air Waybill)
  • Commercial contract (Contract)
• Preferential vouchers (if any):
  • Certificate of origin (C/O)
  • Import license/quarantine/food safety…
• Other documents:
  • Customs declaration (filed electronically)
  • Domestic transport documents (necessary)

Note: Depends on the item, customs procedures Additional specialized licenses may be required (Ministry of Industry and Trade, Ministry of Health, Ministry of Agriculture…).

CQL There is an internal checklist of 18 items, helping the green channel rate reach over 85% for customers.

5. Customs channeling — understand to avoid inspection

The system automatically allocates streams immediately after declaration customs procedures:

Practical insight: Businesses cannot control the flow, but the probability of a red stream can be significantly reduced by preparing records customs procedures Complete and accurate declaration.

6. How long does customs clearance take?? (reality 2026)

• Green stream: 1–4 hours (accounting for ~70% of customer shipments CQL).
• Golden stream: 1–2 days.
• Red stream: 2–5 days (May be extended if license is lacking).

If profile customs procedures missing or wrong, The time can be up to 7–10 days and incurs huge storage fees.

7. 5 mistakes that cause goods to be detained at customs

Mistake 1: Wrong HS code → held for classification check. Mistake 2: Missing mandatory documents → customs requires additional documents. Mistake 3: Incorrect declaration of value or origin → red channel. Mistake 4: No specialized license → goods are temporarily detained. Mistake 5: C/O invalid → lose the offer and be rechecked.

CQL once handled a case where a business was detained for 6 days because of mistake number 1, 48 million VND in fees incurred. After correcting the declaration and explaining, Goods are cleared immediately.

8. Experience helps customs clearance faster

• Prepare documents customs procedures 3–5 days in advance.
• Carefully check the HS code and product description.
• Work with a reputable forwarder to declare early.
• Check C/O and license before goods leave foreign ports.

These experiences help customs procedures goes smoothly and minimizes costs incurred.

9. Conclude & Consulting from CQL

Customs procedures is the most important step that determines the speed and cost of the entire import-export shipment. Understand the process, Preparing a complete checklist and avoiding 5 common mistakes will help businesses clear customs quickly, Significant cost savings.

CQL specializes in support customs procedures package: Check your profile first, electronic declaration, Quickly handle cases of goods being held and advise on practical experience for SMEs.

Your business has a shipment that needs to be processed customs procedures? Contact now CQL for practical support.

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/

(The article is based on the 2014 Customs Law, Circular 38/2015/TT-BTC, Circular 39/2018/TT-BTC and current regulations of the General Department of Customs in 2026. See more: What is import tax?? Detailed calculation, Tax schedule 2026, What are Incoterms?? 11 Most Easy-to-Understand Delivery Conditions of 2026 and Types of C/O Form AK, VK, D, E, AI).