I once arranged to import custom metal parts from a factory in Vietnam. When the container reached the U.S. port, customs stopped the shipment. The reason was simple: the paperwork was missing or wrong. I had good parts, but bad documents caused big delay. After that, I started to treat export documents with the same care I treat part quality.
You must make sure your Vietnamese supplier provides all required export documents, you verify them carefully, and you coordinate with your freight forwarder before shipment. That way you avoid customs delays, fines, and hassles.
What export documents must you get from Vietnam before shipment?
You need a full set of core documents — commercial invoice, packing list, bill of lading, certificate of origin, and export customs clearance proof — before the metal parts leave Vietnam.
When you import custom metal parts from Vietnam, authorities need paperwork that shows what’s inside the container, who exports it, who receives it, and that export procedures in Vietnam are legal.1 Without the right documents, customs may refuse the cargo or delay it indefinitely.
📄 Core export documents for metal parts
| Document | What it shows / Why it matters |
|---|---|
| Commercial Invoice | Lists part description, quantity, unit price, total value, HS code, exporter and consignee info. Customs uses it to assess value and duties. |
| Packing List | Details number of packages, crate numbers, gross and net weight, dimensions, crate marks, and parts inside each crate. Helps customs verify what is inside. |
| Bill of Lading (B/L) or Air Waybill (AWB) | Serves as transport contract. Includes container or airway details, shipper/exporter, consignee, ports of loading and discharge. Proves goods are on board. |
| Certificate of Origin (C/O) | Confirms origin of goods (Vietnam). Used to claim preferential tariff or prove origin compliance. |
| Vietnam Export Customs Declaration / Export Clearance Receipt | Shows that Vietnamese customs approved export. It proves legitimacy of export. |
If your parts are heavy, have special material, or need specific treatment (heat treatment, plating, welding), you may also need extra documents.2 Examples include mill certificates, material test reports, quality certificates, or treatment certificates.
You must check all fields carefully. Make sure the HS code matches the metal type, the part description is clear (not just “metal parts”), the quantity and weights in packing list match physical reality, and the container number on B/L matches the one loaded.3 The exporter origin must read “Vietnam”. The names and addresses of exporter/consignee must be accurate. Mistakes or missing info can trigger inspection, delay or rejection.
What export license or customs-clearance documents might be required in Vietnam for metal parts?
For most standard metal parts, standard export clearance is enough. For certain controlled materials or heavy components, you may need export licences, wood-packing certification, or export clearance certificates.
Vietnam law requires proper export clearance for all shipments that leave its ports.4 When you source custom metal parts, you should ask your supplier or freight forwarder if any of these additional clearance or permit documents are needed:
- Vietnam export declaration / customs clearance document — proves that the export was declared and cleared.5
- Export licence or permit — required if parts involve restricted materials.6
- Wood packing certificate or fumigation certificate — required for untreated wood packaging.7
- Quality certification, material test or conformity certificates — often needed for engineered or treated metal parts.8
Failing to get valid export clearance or required permits in Vietnam can cause loading refusal, shipping delays, or rejection at destination. For expensive metal parts, such delays create big losses.9
What U.S. import documents and filings must you have ready when parts arrive from Vietnam?
When your metal parts arrive in the U.S., you must have correct import paperwork — B/L, invoice, packing list, Certificate of Origin, ISF filing, customs entry — to clear customs and take delivery smoothly.
Shipping from Vietnam does not end at export. On arrival you must meet U.S. customs rules.10 Here are the main documents and filings you need:
🇺🇸 Key U.S. import documents and customs filings
| Document or Filing | Purpose / Why it matters |
|---|---|
| Bill of Lading (from Vietnam export) | Proves goods are shipped, shows container number, ports, shipper and consignee — needed to claim cargo at U.S. port. |
| Commercial Invoice & Packing List | Used by U.S. customs to verify value, HS code, quantity, weight. Helps determine duties and compliance. |
| Certificate of Origin (if claimed) | If you want tariff benefits or origin-based duty preferences, you must present this. It also proves origin for certain material compliance checks. |
| Importer Security Filing (ISF / “10+2”) | U.S. law requires ISF submission at least 24 hours before vessel leaves foreign port. It ensures advance data for customs. |
| Customs Entry & Duty Payment Documents | Formal clearance documents, duty declaration, classification, importer info. You or your customs broker must submit them. |
| Delivery Order / Title Release | Once port duties and fees are cleared, this document allows release of container or cargo. |
| Quality or compliance certificates (if required) | If parts are subject to alloy verification, safety or traceability rules, relevant documentation must accompany import to avoid seizure. |
If any document is missing or incorrect at U.S. customs, goods can be held, fines may apply, or import can be rejected. That is why it is vital to prepare and check everything before vessel sails from Vietnam.
You should coordinate with your U.S. customs broker or forwarder. Confirm they will file ISF on time. Provide them with scanned copies of Vietnamese export documents immediately after they are issued.
How to verify and ensure document accuracy (HS code, value, weight, origin) to prevent customs delays or penalties?
You must cross-check every field — HS code, part description, weight, value, origin, container number — across all export and import documents. Even small mismatches can trigger customs inspections or fines.
Customs authorities focus on details. For metal parts, they look closely at HS code, material origin, weight and value.11
To prevent issues, you need a two-step document-checking process: one in Vietnam before shipping, one in the U.S. before import clearance.12
✅ What to verify before shipment
| Field | What to check | Why it matters |
|---|---|---|
| HS code | Confirm correct HS code for your metal parts (steel, aluminum, etc.), not a generic code | Wrong code → wrong duty, customs flags |
| Part description | Use specific part names or drawing number, not just “metal parts” | Generic description may trigger inspection or refusal |
| Quantity and weight | Match crate count, net/gross weight, container weight limit | Mismatch may cause container rejection or fine |
| Container number / B/L number | Ensure container in loading photo matches B/L | Prevents mix-up or cargo being lost |
| Origin (Vietnam) | Certificate of Origin must state “Vietnam”; invoice origin field must match | Required for origin-based tariffs and legal compliance |
| Exporter & consignee details | Legal company names, addresses must match across docs | Mistake may void customs entry or lead to penalties |
| Crate/package markings | Crate numbers, marks must match packing list and invoice | Helps case-by-case identification at customs or warehouse |
| Export clearance proof | Confirm export was declared and cleared in Vietnam | Avoids shipping illegal or nondeclared cargo |
After loading and document issuance, you should get scanned copies of invoice, packing list, B/L, C/O, export clearing receipt. Review them carefully. Confirm container is sealed and the seal number matches B/L.
🛡️ What to verify after arrival in the U.S.
When container arrives, ask your U.S. broker or forwarder to verify:
- Container seal matches B/L seal number
- Invoice and packing list match actual cargo — crate count, weights, descriptions
- HS code matches part specifications — if uncertain, clarify with broker
- Certificate of Origin is valid and matches invoice items — if you use preferential tariff or material compliance, keep it ready
- Any required compliance or quality certificates (material test, alloy certificate) are present — metal parts often need them for customs or buyer compliance
If you find discrepancy, document it immediately (photos, measurements) and inform forwarder and supplier. Do not sign release until you confirm correctness.
By verifying documents before shipment and again at arrival, you reduce risk of delays, fines, customs hold, or cargo return. For metal parts imports, this diligence often means difference between smooth delivery and costly trouble.
Conclusion
Importing custom metal parts from Vietnam is not just about part quality or supplier manufacturing — it depends heavily on paperwork. You need correct export documents: commercial invoice, packing list, bill of lading, certificate of origin, export clearance. You must ensure Vietnam export licence or clearance if required. On arrival, you need U.S. import documents: ISF, customs entry, invoice, B/L, origin certificate, and possibly compliance certificates.
You must verify every detail carefully — HS code, part description, weight, origin, container number — before shipment. You must coordinate documentation timeline with supplier and forwarder, and treat document review as part of your quality control and contract process.
If you do this, you reduce risk of customs delays, fines, rejected shipment, or cargo hold. You protect your supply chain and maintain reliability.
Footnotes
1. Vietnam export documentation requirements overview. ↩
2. Additional documentation required for engineered or treated metal components. ↩
3. Importance of verifying matching fields across all export documents. ↩
4. Vietnam export-clearance obligations under customs law. ↩
5. Proof of export declaration and clearance procedures. ↩
6. Export-permit requirements for controlled materials. ↩
7. Wood-packing and fumigation certification requirements. ↩
8. Need for quality/material compliance certificates for metal parts. ↩
9. Operational risks of missing export-side documentation. ↩
10. U.S. import-clearance and filing requirements overview. ↩
11. Common documentation errors that trigger customs inspections. ↩
12. Two-phase document verification for risk reduction. ↩
