Exporting goods is not simply about moving cargo from point A to point B. It is a complex chain involving legal compliance, customs procedures, packaging standards, and international risk management.
A single mistake in HS Code classification or documentation can cause shipment delays, customs holds, and significant storage and demurrage costs.

With over 10 years of hands-on experience, Songwin International Logistics shares a step-by-step export procedure to help businesses clearly understand the entire process.

BASIC EXPORT PROCEDURE (6 STEPS)

Regardless of whether you export agricultural products, textiles, or industrial machinery, the standard export process generally includes the following steps:

Step 1: Negotiation & Signing the Sales Contract

This is the legal foundation of the transaction. Businesses must pay close attention to three critical factors:

• Incoterms: Clearly define where costs and risks are transferred (EXW, FOB, CIF, DDP, etc.).

• Payment Terms: L/C (Letter of Credit), T/T (Telegraphic Transfer), D/P, etc., to ensure financial security.

• Product Specifications: Technical standards the goods must meet to be accepted in the importing country.

Step 2: Legal Compliance Check & Export Licenses (If Applicable)

Not all goods are automatically eligible for export. Before packing, it is essential to determine the correct HS Code to identify:

• Whether the goods are prohibited from export

• Applicable export duties (if any)

• Required permits or licenses
  (e.g. timber requires forestry documentation, agricultural products require phytosanitary certificates, cosmetics require product declaration, etc.)

⚠️ Note: Incorrect HS Code classification is the most common mistake leading to penalties and tax reassessments.

Step 3: Transport Booking & Container Arrangement

Based on the agreed delivery schedule, businesses coordinate with a forwarder to secure space:

• LCL cargo: Calculate total volume (CBM)

• FCL cargo: Select appropriate container types (20’, 40’, Reefer, Open Top, etc.)

⏰ Important: Always consider cut-off times to avoid missing the vessel.

Step 4: Cargo Preparation, Packing & Shipping Marks

Ocean shipments are exposed to humidity, vibration, and long transit times.

• Packing: Must comply with export standards (fumigated wooden pallets, vacuum packing, moisture protection, etc.).

• Shipping Marks: Each package must display:

  • Product name

  • Shipper / Consignee

  • Package quantity

  • Country of origin (Made in Vietnam)

Missing or incorrect shipping marks may result in cargo loss or penalties at the destination port.

Step 5: Customs Declaration & Clearance

This is the decisive stage determining whether the cargo can be exported. On Vietnam’s VNACCS/VCIS system, shipments are classified into:

• 🟢 Green Channel – Immediate clearance

• 🟡 Yellow Channel – Document inspection (Invoice, Packing List, Contract, Licenses, etc.)

• 🔴 Red Channel – Physical cargo inspection

  This carries the highest risk if actual cargo does not match the declared documents.

Step 6: Final Documentation & Dispatch to Buyer

After vessel departure, the shipper receives the Bill of Lading from the carrier or forwarder.

• Compile the full document set:

  • Bill of Lading

  • Commercial Invoice

  • Packing List

  • Certificate of Origin (C/O), etc.

• Send the documents to the consignee so they can complete import clearance at destination.

SONGWIN INTERNATIONAL LOGISTICS – EXPERT IN HANDLING COMPLEX & CHALLENGING CARGO

Why do many businesses handle Step 1 internally, but entrust Steps 2–6 to Songwin?

Because with over 10 years of experience, Songwin is not just a transportation provider — we are problem solvers.

1. Expertise Across a Wide Range of Cargo Types

Songwin confidently handles shipments from simple to highly complex:

• ✅ General Cargo: Garments, furniture, household goods, packaging materials

• ✅ Agricultural, Forestry & Seafood Products: Fast processing of quarantine, fumigation, and cold-chain solutions (Frozen/Chilled)

• ✅ Project & Oversized Cargo: Industrial machinery, large-scale production lines

• ✅ Dangerous Goods (DG) & Chemicals: Full expertise in MSDS handling and international DG labeling standards

2. Cost-Optimized Logistics Solutions

We don’t just quote prices — we design solutions:

• Accurate HS Code consulting to optimize duties

• Selection of the most suitable carriers and schedules

• Minimization of unexpected costs (DEM/DET, storage) through fast and efficient operations

3. 24/7 Dedicated Support

Songwin’s team monitors each shipment closely, hour by hour.
Whenever issues arise, we are ready to respond immediately and effectively.

CONNECT WITH SONGWIN TODAY

Don’t let complicated procedures prevent Vietnamese products from reaching global markets.
Let our 10 years of experience support your international success.

🚛 SONGWIN INTERNATIONAL LOGISTICS VIETNAM

📍 Address: 344 Nguyen Trong Tuyen Street, Tan Son Hoa Ward, Ho Chi Minh City
☎️ Hotline/Zalo: +84 83 681 3969
📧 Email: sales2@songwinlog.com