I once received a quote from a Vietnamese metal-parts supplier that looked “all-in,” but later their invoice added a line for “Origin Documentation Fee” that pushed up the landed cost.
Yes, export-clearance fees can be included in the price from a Vietnamese supplier, but it is not guaranteed. You must explicitly clarify whether documentation, export licence, and customs filing costs are included.
Below I explain what types of documentation fees are common, how quotes usually treat them, why you should ask explicitly, and what to do if the supplier later excludes or adds extra costs.
For definitions, see export-clearance fees scope 1 and customs filing procedures 2.
What documentation fees are common?
Common documentation and administrative fees when sourcing from Vietnam include various certificates, declarations, and export paperwork that may not be in the quote.
When sourcing custom metal parts from Vietnam, suppliers may charge fees related to export process documentation, even when the manufacturing and parts cost dominate.
These include origin certificates, export declarations 3, packing lists 4, bill of lading preparation, customs filing, certificates for materials, inspection reports, and handling local port/terminal charges.
Typical Export Documentation Fees & What They Cover
| Fee Type | Description | Typical Responsibility |
|---|---|---|
| Certificate of Origin (C/O) 5 | Verifies country of origin for tariffs/preference | Supplier or exporter |
| Export Declaration / Custom Filing | Export clearance with Vietnamese customs | Supplier usually if FOB |
| Bill of Lading / Airway Bill | Shipping carrier documentation | Forwarder / supplier |
| Local Terminal or Port Handling Fee | Handling at port, packaging, export manifest | Supplier often |
| Inspection / Quality Certification | Third-party inspection or material certification | Sometimes buyer or shared |
For example, Vietnamese “local charge” schedules list an “Origin Documentation Fee / DOC” for export shipments. Although these fees are relatively minor compared to manufacturing cost, they can add up and affect small-volume shipments particularly.
Do quotes usually cover export licensing?
Whether export-licensing and documentation costs are included depends mainly on the Incoterm and quote clarity.
Not always. Whether export licensing and documentation costs are included depends significantly on the Incoterm and how the quote is structured.
If the quote is FOB (Free On Board) 7 or CIF, export documentation and clearance costs up to the loading point are usually bundled.
If it is EXW (Ex Works) 8 or unclear, expect documentation and export costs to be extra.
See also Incoterm responsibilities overview 6.
Incoterms vs Export Documentation Responsibility
| Incoterm | Supplier Handles Export Documentation? | Buyer Responsibility |
|---|---|---|
| EXW | Minimal | Buyer arranges export clearance & costs |
| FOB / FCA | Yes – up to port loading | Buyer handles freight beyond port |
| CIF / CFR | Yes – documentation plus freight | Buyer handles unloading/import side |
| Delivered terms (DAP/DDP) | Possibly yes (including export docs) | Buyer risk lower, but verify cost list |
So when you receive a quotation, check whether it states something like “export documentation included” or “supplier to handle export clearance”. If that is missing, you may face surprise charges, especially on smaller runs.
Should you explicitly ask for “export fee included”?
Always confirm whether export documentation, customs clearance, and origin certification are included to avoid quote ambiguity.
Here are key steps:
- Ask the supplier to provide a cost breakdown line: “Export docs & clearance – included / excluded”.
- For clarity, request separate itemisation: “Origin certificate cost”, “Customs filing cost”, “Terminal handling cost”.
- If the run is small, negotiate that supplier absorbs typical export-document costs in the unit price, especially given your repeat business potential.
- Verify that when they quote “FOB Vietnam Port”, they include origin certification and export permit if required.
What if the supplier excludes export costs later?
If a supplier adds “export documentation fee” later, use your RFQ and quote terms to negotiate or rebalance cost.
It’s important to note that documentation costs are generally modest compared to tooling or material cost—but that does not excuse lack of transparency.
By clarifying up front, you manage risk with your freight forwarder or customs broker 9.
Conclusion
Export documentation and clearance fees can be included—but only if you ask and confirm.
When importing custom metal parts from Vietnam, documentation and export-clearance fees may or may not be in the quoted price.
The key determinants are the Incoterm, supplier’s export process, and quote transparency.
By checking early, you can avoid unexpected add-ons and get an accurate landed cost estimate 10.
Footnotes
1. Vietnam’s official export guide PDF: what export-clearance fees cover. ↩︎
2. How customs filing works and which documents are needed. ↩︎
3. Vietnam Customs page: export declaration steps. ↩︎
4. Checklist of essential export docs including packing list. ↩︎
5. What a Certificate of Origin is and who issues it. ↩︎
6. Incoterm responsibilities overview for quotes. ↩︎
7. When FOB implies supplier handles export documentation. ↩︎
8. Why EXW often excludes export-doc fees. ↩︎
9. Role of forwarders/brokers in export clearance. ↩︎
10. VNTR procedures page for landed-cost planning. ↩︎
