Imported Cosmetics Product Notification: Detailed Dossier Guide

Importing cosmetics and food products into Vietnam requires not only commercial documents but also compliance with specialized regulatory requirements. Key tasks include imported cosmetics product notification, ingredient checks, preparation of documents from manufacturers, and determination of applicable import policies. Completing these preparations correctly from the outset helps businesses minimize the risk of goods being held at ports, additional storage charges, and delays to business plans.

1. Imported Cosmetics Product Notification: Legal Requirements and Regulatory Authorities

1.1. Distinguishing Cosmetics Product Notification Procedures from Import Procedures

The Cosmetic Product Notification Receipt is an important legal document required for products to be marketed in Vietnam. This is a specialized regulatory procedure, distinct from customs declaration, which is intended to determine shipment information, tax obligations, and customs clearance conditions for each shipment.

For imported cosmetics, the authority responsible for receiving product notification dossiers is the Drug Administration of Vietnam – Ministry of Health. Meanwhile, customs authorities examine import dossiers, determine applicable goods policies and taxes, and decide whether goods may be cleared in accordance with regulations. The two procedures are related but do not replace each other.

Cosmetics generally include skincare products, makeup, hair care products, perfumes, and personal hygiene products whose intended uses fall within the definition of cosmetics. Businesses must distinguish these products from medicines, therapeutic products, and goods subject to other specialized regulatory frameworks based on their ingredients, functions, presentation, and intended uses.

Certain special cases may be exempt from product notification under applicable regulations, such as products intended for research, testing, or other purposes that satisfy legal requirements. However, samples imported for trial sales, promotion, or commercial distribution are not automatically exempt. Importers must clearly identify the purpose of importation and prepare corresponding supporting documents.

1.2. Market Circulation Requirements, Ingredients, and Responsibilities of the Named Responsible Entity

Organizations and individuals responsible for placing products on the Vietnamese market must satisfy legal requirements and be named on the Cosmetic Product Notification Receipt. These entities are responsible for the accuracy of the notified information, product quality, safety, and regulatory compliance throughout the product's circulation.

Before preparing the dossier, the ingredient formula must be reviewed in accordance with the ASEAN Cosmetic Directive. In particular, businesses must check the lists of prohibited substances, restricted substances, preservatives, colorants, and UV filters to determine whether the products meet market circulation requirements.

Information displayed on product labels, instructions for use, and technical documents must be consistent with the products' actual functions. Claims suggesting disease treatment or medical benefits beyond the scope of cosmetics should be avoided, as they may result in products being classified or regulated under a different regulatory framework.

In addition to the product notification dossier, businesses must retain the Product Information File (PIF), including administrative documents, quality and safety information, and data supporting product claims. The PIF must be readily available for submission when requested by regulatory authorities for inspection or examination.

2. Cosmetics Product Notification Dossier and Procedures for Obtaining a Notification Receipt Number

2.1. Dossier Components and Document Requirements

For imported cosmetics, businesses must prepare a dossier in accordance with Circular 06/2011/TT-BYT and its amendments and supplements, including Circular 34/2026/TT-BYT, which takes effect on August 18, 2026. The key documents include:

• Cosmetic Product Notification Form: Prepared using the current prescribed template, specifying the product name, product type, manufacturer, country of manufacture, and ingredient list.
• Letter of Authorization (LOA): Issued by the manufacturer or product owner to the entity responsible for placing the product on the Vietnamese market. The authorizing party, scope of authorization, products covered, validity period, and validity of signatures and certification must be checked.
• Certificate of Free Sale (CFS): Provided when required under applicable regulations. The document must satisfy requirements concerning the issuing authority, product information, validity period, and consular legalization, as applicable.
• Ingredient List: Must be consistent with the product formula, trade name, and information on the original product label.
• Related Documents: Product labels, manufacturer information, technical documents, and other supporting documents where necessary.

Please note that the 2026 amendments have added certain cases eligible for CFS exemptions, including products meeting relevant conditions under CPTPP and ASEAN arrangements. A CFS exemption does not mean that the entire product notification procedure is waived. Businesses must still prepare documents proving eligibility for the applicable exemption. For cases where a CFS must be submitted, its validity period and consular legalization requirements should be checked before submitting the dossier.

The product notification dossier should not be confused with the PIF. These are two different groups of documents with different purposes: the notification dossier is used for the receipt of product information, while the PIF is a file that businesses must retain to demonstrate product quality and safety.

2.2. Dossier Submission Process and Validity Management

The procedure should be implemented in five steps to minimize errors:

• Step 1 – Review: Check the eligibility of the entity named as responsible, product classification, ingredients, product labels, and documents provided by the foreign manufacturer.
• Step 2 – Standardization: Complete the Cosmetic Product Notification Form, cross-check product information, and arrange translation, certification, or consular legalization when required.
• Step 3 – Dossier Submission: Submit the dossier through the receiving system of the competent authority, fulfill applicable fee obligations, and monitor processing progress.
• Step 4 – Supplementation: Provide explanations or make amendments when requested regarding ingredients, product names, the Letter of Authorization, or the CFS.
• Step 5 – Receipt of Results: Check the notification receipt number and product information, and compare them with the actual goods before commencing business operations.

Under current regulations, the Cosmetic Product Notification Receipt Number is valid for 05 years from its date of issuance. Businesses should proactively submit a new notification before expiry if they intend to continue placing the product on the market. If product information changes, businesses must determine whether the change requires notification or a new product notification in accordance with regulations.

3. Import Procedures for Cosmetics and Food Products: Customs, Product Notification, and Taxes

3.1. Cosmetics Import Procedures: HS Codes and Customs Clearance

After preparing the conditions for product notification, businesses must complete the commercial and transport documentation for the shipment. The basic documents include:

• Sales Contract – Sales and Purchase Contract.
• Commercial Invoice – Commercial Invoice.
• Packing List – Packing List.
• Bill of Lading or Air Waybill – Sea or Air Transport Document.
• C/O – Certificate of Origin, if available.
• Cosmetic Product Notification Receipt and relevant specialized regulatory documents.

HS codes are not determined uniformly for all cosmetic products. Depending on the ingredients, functions, product form, and characteristics of the goods, products may fall under Chapter 33 or another classification category. HS code classification must be based on Vietnam's Import and Export Goods Nomenclature and current classification rules.

Import duties are determined according to the HS code, origin, and applicable tariff schedule at the time the customs declaration is registered. If goods satisfy the rules of origin under the relevant trade agreement, businesses may consider applying for special preferential tariff rates using a valid C/O or an accepted alternative proof of origin.

Customs value must also be reviewed according to the applicable Incoterms 2026 delivery terms. For EXW, FOB, CFR, or CIF shipments, freight, insurance, and relevant adjustment costs are handled in accordance with the corresponding customs valuation method. Total financial obligations must include both import duties and VAT under the policies applicable to each product code.

Businesses must complete electronic customs declarations, undergo customs channeling, pay applicable taxes, and present specialized regulatory documents when requested. Once customs clearance conditions are met, businesses must check the original labels, batch numbers, manufacturer, and origin, and affix Vietnamese supplementary labels in accordance with regulations before placing the goods on the market.

3.2. Food Import Procedures and Product Self-Declaration

Imported food products must be classified before the applicable procedures can be determined. Common categories include ordinary prepackaged processed foods, health supplements, foods for special medical purposes, and products subject to specialized management. Each category has different requirements for product declaration, testing, and food safety inspection.

Under the framework of Decree 15/2018/ND-CP, businesses must distinguish between product self-declaration and registration of a product declaration. Not all imported food products are subject to the same procedure.

For products subject to self-declaration, the key documents include:

• Product self-declaration form prepared using the prescribed template.
• A valid food safety test result report meeting applicable requirements and issued by a testing laboratory that satisfies legal conditions.
• Product information, labels, and relevant documents used to determine ingredients, quality, and origin.

For food products subject to product declaration registration, businesses must prepare additional documents according to the product category, such as certificates of free sale, export certificates, documents substantiating product functions, and relevant legal dossiers. In particular, health supplements and foods for special medical purposes must be carefully reviewed before importation.

In addition to product declaration requirements, businesses must determine whether their shipments are subject to state inspection of imported food safety and whether the normal, reduced, or stringent inspection method applies under the relevant conditions. As of November 2026, attention should be paid to Resolution 15/2026/NQ-CP, which has temporarily suspended the implementation of Decree 46/2026/ND-CP and Resolution 66.13/2026/NQ-CP. The mechanism under Decree 15/2018/ND-CP continues to apply during the suspension period. Businesses should recheck the status of the relevant legal documents at the time of customs declaration.

The import documentation for food products generally includes the Invoice, Packing List, bill of lading, C/O if available, product self-declaration or product declaration registration dossier, and food safety inspection documents. HS codes, import duties, and VAT are determined according to the ingredients, functions, origin, and customs value of the goods. Information on labels, product declaration dossiers, and customs documents must be consistent to avoid requests for clarification.

4. Comprehensive Cosmetics and Food Product Notification and Import Solutions with G-LOGS JSC

For businesses without a dedicated import-export department, coordination between the product notification service provider, supplier, shipping company, and customs broker is essential. G-LOGS JSC aims to support importers by reviewing applicable goods policies and documentation before import operations begin, minimizing errors that could affect customs clearance schedules.

Support services are implemented according to the actual requirements of each shipment:

• Regulatory Policy Review: Classify cosmetics and food products; determine the appropriate product notification, self-declaration, or product declaration registration procedures.
• Document Inspection: Cross-check the CFS, Letter of Authorization, ingredient list, product labels, Invoice, and Packing List to identify inconsistent information.
• Transportation Consulting: Options international ocean freight FCL/LCL or air freight solutions based on weight, CBM volume, packaging characteristics, and delivery schedules.
• Customs declaration: Review of proposed HS codes, import and export tax policies, specialized inspection documents, and customs clearance requirements.
• Domestic Transportation: Coordinate container transportation and delivery from the port or airport to the warehouse according to the business's schedule.

To control costs, G-LOGS recommends developing a plan around each milestone: completing product notification requirements, confirming suppliers, checking documents, booking transportation, tracking shipment arrivals, conducting specialized inspections, completing customs clearance, and delivering goods to the warehouse. Advance preparation helps businesses minimize container detention, port storage, and additional costs arising from incomplete documentation.

For each shipment, the optimal solution depends not only on freight rates but also on applicable goods policies, taxes, delivery terms, and document processing times. Contact G-LOGS JSC for consulting on imported cosmetics product notification, food product self-declaration, FCL/LCL transportation solutions, air freight, and comprehensive customs declaration services, with the aim of optimizing total logistics costs and minimizing risks throughout the supply chain.

G-LOGISTICS TRADING AND SERVICES JOINT STOCK COMPANY (G-LOGS JSC)
Address: 4th Floor, Coalimex Building, 29–31 Dinh Bo Linh Street, Binh Thanh Ward, Ho Chi Minh City, Vietnam.
Phone: (84) 28 3511 5354/5455
Email: info@g-logs.com
Website: www.g-logs.com