Imported Cosmetics Notification Procedure: A Complete A-Z Guide

As the beauty market in Vietnam grows rapidly, importing and trading foreign cosmetics has become a promising direction for many businesses.

However, the biggest barrier is the complex legal procedures, especially the process of obtaining the receipt number for the cosmetic product notification form. This article walks you through the steps in detail, along with an optimal solution from the experts.

1. Why Is Notification Required for Imported Cosmetics?

Under Vietnamese law, cosmetics are subject to specialized management by the Ministry of Health. Before placing a product on the market, the organization or individual responsible for bringing it to market must notify the cosmetic product with the Drug Administration of Vietnam. Product notification helps to:

• Ensure legal compliance: The goods are eligible for customs clearance and lawful trading.
• Build credibility: Affirm the quality and origin of the product to consumers.
• Avoid risks: Avoid administrative penalties or confiscation of goods during inspections by the authorities.

2. Basic Conditions for Filing a Notification

The information below is based on current legislation and is not contained in the source materials provided; you should also refer to Decree No. 155/2018/ND-CP for details.

To complete this procedure, a business must meet the following requirements:

1. Hold a business license covering the trading of cosmetics or import-export.
2. Have a complete dossier from the foreign manufacturer.
3. The product must be on the list of cosmetics permitted for circulation.

3. Components of the Imported Cosmetics Notification Dossier

A properly prepared dossier is the key factor in how quickly a notification number is issued. The dossier includes:

1. Cosmetic product notification form: According to the prescribed template.
2. Certificate of Free Sale (CFS): Must be consular-legalized and still valid.
3. Power of Attorney (POA): From the manufacturer to the importer in Vietnam, which must also be consular-legalized.
4. Product ingredient list: Clearly stating the percentage of each ingredient to check for banned or restricted substances.

4. Step-by-Step Notification Process

Today, this process is carried out online through the National Single Window.

Step 1: Prepare and Check the Product Ingredients

This is the most important step. Businesses must compare the ingredient list against the annexes of the ASEAN Cosmetic Directive to ensure it does not breach safety regulations.

Step 2: Register an Account and Submit the Dossier Online

The business registers an account on the electronic portal, then scans the documents (CFS, POA, etc.) and uploads them to the system along with the electronic notification form.

Step 3: Pay the Appraisal Fee

After submitting the dossier, the business pays the fee as prescribed by the state.

Step 4: Await Appraisal and Receive the Result

The Drug Administration of Vietnam reviews the dossier. If it is valid, the business receives the receipt number for the cosmetic product notification form. If it is not yet valid, the authority issues a written request for amendments and additions.

5. Common Difficulties When Filing on Your Own

Businesses that handle the procedure themselves often encounter issues such as:

• Discrepancies between the CFS and the actual product label.
• A Power of Attorney in the wrong format or lacking consular legalization.
• Cosmetic ingredients that contain restricted substances exceeding the permitted concentration.
• Bottlenecks in customs clearance at the border due to a lack of advice on HS codes and duties.

6. All-Inclusive Cosmetics Notification Service at Embassy Freight Services (VN)

To remove the barriers of procedures and time, Embassy Freight Services (VN) offers an all-inclusive official-channel cosmetics import service. We are not merely a shipping company but also an in-depth legal advisory partner. The benefits of using our service:

• In-depth consulting: We support advising on and obtaining quality notification for each specific imported cosmetic product.
• Cost optimization: We guarantee a service with no costs beyond the quote, helping businesses stay in control of their finances.
• Professional & Fast: Our experienced staff directly supervise the work, smoothly resolve any issues that arise, and ensure the fastest possible customs clearance.
• Tax & HS Code advice: We help apply accurate HS codes and advise on the most suitable preferential tax schemes for each product.

Why Choose Embassy Freight Services (VN)?

1. Extensive experience: With more than 20 years of experience in the logistics and import-export industry.
2. Global network: A network of more than 50 offices in 30 countries, particularly strong on the EU, US, and Asia routes into Vietnam.
3. International certification: Certified to ISO 9001:2015 for quality management systems, ensuring standardized service processes.
4. Strategic partner: A partner of many major shipping lines and airlines, as well as the VietJet Air international air cargo agent.

7. Conclusion

The imported cosmetics notification procedure requires meticulous attention and a deep understanding of health regulations. Choosing an all-inclusive advisory and execution partner such as Embassy Freight Services (VN) not only saves businesses time but also ensures absolute legal safety for their goods. Contact us now for a free consultation:

Contact for Consultation:

• 0936911656 (HCM) - Embassy Freight Services (VN) Southern Region
• 0937361637 (Hanoi) - Embassy Freight Services (VN) Northern Region

We are always ready to accompany businesses in the new era of the global economy.

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