Detailed Process Of Importing Goods By Road 2024

1. Step 1: Locate a trustworthy company to make import orders with

You should do extensive study and consult a variety of sources before importing products by road transport, especially when working with new partners. Thus, in order to guarantee high-quality imports and reduce hazards, you need refer to a variety of sources, including:

• Supplier.
• Product quality.
• Fish price market.
• Featured products.
• Business culture.

Selecting a reliable and trustworthy partner is a crucial step in guaranteeing high-quality products and minimizing risks. You should select to work with big companies that have years of experience in the field if you want to be sure.

Sending the order must come next after selecting a reliable partner. can be done via phone, email, online form, or direct communication. The following details must be included explicitly in your order:

• Comprehensive details about the buyer or business, including email address, phone number, representative, and company name.
• Complete product details include the name of the item, its quantity, its total cost, the terms of delivery, its design, and its quality.
• Terms and methods of payment. (You can request a Proma Invoice from the vendor to use when transferring funds at the bank.)

2. Step 2: Verify contract signing and estimate delivery time

The contract will be signed once the parties have agreed to collaborate and concluded the negotiations. Since this is a trading agreement with a foreign entity, you should be aware of the following details to guarantee security and reduce potential risks:

• Information regarding the quantity, total amount, and name of the imported goods: In order to minimize complications during the customs clearing process, this information must match the invoice, packing list, and BL.
• Origin of the items and the paperwork attached.
• Conditions, modes of payment, installment plans, and payment duration.

If an upcoming business wants to import items on their own, they should work with a Vietnamese service provider. This will guarantee that there are no risks involved in the door-to-door delivery of items. But this service will come with a small cost.

>>>> CLICK FOR MORE INFO: Type of road transport documents procedures 

3. Step 3: Package and send the goods

Once a time has been mutually agreed upon, the items will be delivered to the shipping unit. You must keep a careful eye on order details like packaging time, delivery charges, and shipping duration. Information can be tracked via a website, an app, or direct communication. Being fully informed makes you feel more confident about your order.

4. Step 4: Use roads to transport commodities globally and inform

In process of importing goods by road, you should be aware of the following crucial information:

• Carrier details, including name, phone number, and website for tracking the goods' trip.
• Schedule for tracking cargo.
• Time, number of journeys, and items itinerary in detail.
• Product delivery and receipt times.
• Items are transported straight or via a transshipment.
• Products become damaged, mistakes happen, and how to fix them.

5. Step 5: Make the order payment

The form and payment will be agreed upon by the parties prior to delivery. Depending on what the parties agree upon, payments may be made one to three times. Payment for imported items is typically made via T/T or L/C. Both sides frequently use the L/C technique, which is carried out as follows, to guarantee safety:

• The buyer asks the bank to initiate a Letter of Credit on their behalf.
• The buyer's bank agrees to pay the seller through the seller's bank the amount of the goods.
• Following receipt of the L/C, the seller will deliver the items in accordance with the terms of the agreement and provide the buyer's bank with a set of documents attesting to the fulfillment of the sales obligation.
• The buyer's bank is required to pay the seller for the items if it gets a set of appropriate documentation in accordance with the guidelines specified in the L/C.

The following details are part of the standard set of import documents:

• Bill of lading.
• Commercial invoice.
• Packing slips.
• Foreign trade contracts.
• Certificate of origin.
• Other documents.

>>>> SEE MORE: Current Price list of Road Transport

6. Step 6: Procedures for import customs

The following procedures are part of the customs process for goods imported by road:

• Provide accurate information about imports from IDA.
• Sign up for the import declaration from IDC.
• When registering the declaration, make sure to review the terms.
• Inspection, customs clearance, and channel categorization (Green, Yellow, Red Channel).
• Declare any updates and additions while undergoing customs clearance. 

The documentation needed for each product will vary, however in order to successfully complete import customs procedures, you must have the following documents ready:

• Contract.
• Commercial invoice.
• List of goods.
• Certificate of origin.
• Phytosan plant quarantine.
• Certificate of analysis.
• Health certificate.
• Certificate of free sale.
• Quality publication.
• Quality inspection registration certificate. 

7. Step 7: Vietnam's import goods receipt procedure

In the case of retail cargo groups (LCL/LCL), the goods owner obtains D/O by presenting the original or consolidated bill of lading to the agents of shipping lines or consolidators. then proceed with the aforesaid steps and accept the products at CFS in accordance with the regulations.

Regarding the raw products group (FCL/FCL): The recipient will present the original bill and the agency's introduction letter to the shipping firm to obtain a D/O as soon as they receive notification that the goods have arrived.

• After that, the recipient takes the D/O to Customs to finish the formalities and register for the original owner's inspection. For inspection, the entire container can be transferred to a different warehouse or ICD, but it needs to be returned on schedule.
• The recipient brings the D/O and any delivery paperwork to the ship management office to have the D/O verified after clearing customs.
• Lastly, accept the products and obtain the export slip.

You should be aware of the following rules while importing products into Vietnam via road: bilateral agreements between nations and Vietnam.

• Agreements regarding contracts for the transportation of commodities by road.
• Vietnam's laws governing the transportation of commodities by road.
• Keep abreast of the most recent driving legislation on the roads at all times.
• Decree 86/2014/ND-CP on Business and requirements for using a car to deliver products.

8. How to input comprehensive data for a customs declaration

8.1 Step 1: Choose declaration and input information

You must enter data from top to bottom while entering information. Information shown with an asterisk (*) is necessary. You do not need to enter the information in the gray fields because the system will automatically retrieve it. You must take the subsequent actions:

• Choose "Import-Export Declaration" from the title bar, then click "Register for import declaration."
• Choose "Type code A11 - Importing consumer business" under the "Customs registration" section.
• Choose "4 - Goods from organization to organization" and "9- Other" under the "Individual/organization classification" and "PTVC code" sections, respectively.
• You must input partner information in capital characters, without accents, in the "Import and export unit" portion of the "Exporter" section.
  • Enter the house number, street name, district name, and country name in the following sequence in the "Address" field.
  • Enter shipment details such as the bill of lading date, the mode of transportation, the port of unloading or loading location, and any applicable bills of lading in the "Bill of lading" area.
  • You must choose the bales and enter the quantity in the "Number of bales" and "Bale type" boxes.
  • You must input the total weight and choose the weight unit in the "Total weight" and "Gross unit" boxes.
  • You must choose the anticipated storage location code in the "Storage location" area.
  • You must choose the mode of transportation you choose above in the "Mean of transportation" section.
  • You must input the date of arrival in the "Date of arrival" area.
  • The unloading port must be chosen in the "Unloading location" section.
  • You must choose a loading location in the "Loading location" box.

8.2 Step 2: Complete the import data entry

In the same manner as in step 1, you must input the following data in the specified order, top to bottom:

• You must choose the document code and license, if applicable, in the "Other legal document codes" and "Import license" sections.
• You must provide details about the items, including the invoice number, issue date, payment method, invoice value, and delivery conditions, in the "Commercial invoice" area.
• Information like the following must be entered in the "Value declaration" section:
  • Choose the classification code "6 - Apply transaction value method" under the "Value declaration classification code" section.
  • You must enter the total shipping and insurance costs for the goods, if applicable, in the "Shipping fee" and "Insurance fee" areas.
  • "Details of the value declaration" section: You can skip this part if you are utilizing the allocation method depending on the number of users. A thorough statement of the adjustment declaration must be entered. In the declaration details, fill in the "Taxable value" box simultaneously.
• You must add the Customs declarant's tax payment methods and tax guarantees in the "Tax and guarantee" area.
  • Choose "D - In case of immediate tax payment" under the "Code for determining tax payment deadline" section.
  • If there is information available, enter the remaining criteria in the box.
• If there is any information, it must be directly inserted in the "Other information" portion (portion "Electronic declaration attachment number").
  • The "Shipping departure date" and "Shipping destination location" sections are for priority businesses, export production, and processing.
  • You must include the contract number and contract date in the "Notes" box.

8.3 Step 3: Specifics of the product line

Enter data meeting the following requirements under the "Goods line details" tab:

• Enter the product code under "Product code."
• Put the product name here and select "Goods name (detailed description)".
• The HS code is chosen by "HS Code."
• "Origin" designates the products' place of origin.
• Enter "Quantity 1" as the quantity.
• The unit is chosen by "Unit 1".
• Enter the unit price on the invoice under "Invoice unit price."
• The currency code for the unit price is chosen using "Unit price currency code."
• To pick the import tariff code, type "import tariff code."
• To choose the VAT tariff code, type "VAT tariff code."
• If information is available, enter the criterion.

8.4 Step 4: Review the data and make a save

Check the information once more after entering all of the declaration's details before clicking "Save".

9. Benefits and drawbacks of importing products via vehicle

Every mode of transportation has pros and cons of its own. The benefits and drawbacks of importing products via road are listed below for your information.

9.1 Advantage

Customers that import goods by road will benefit greatly from the following advantages:

• Delivery location and time are negotiable.
• Thanks to several routes, transportation takes less time than by train or the sea.
• Reduce expenses when shipping products.
• Various vehicles that vary in size and weight. Fit for a variety of objects and routes as needed.

9.2 Defect

There are numerous notable benefits for customers who import items by road. But there are still drawbacks, such gridlock on the roads, accidents in the car, and so forth.

• Comparing the volume of goods with rail, sea, and air is limited.
• There are road surcharges: Traffic infractions, road fees, and excessive fines...

10. A few observations on the road import of products

To optimize the efficiency and convenience of the road freight importation procedure. You should be aware of the following:

• Delivery time: You must be fully informed of when the items will be delivered and at the latest time that you can receive them. You can correctly plan and estimate your delivery with the aid of this location.
• Restitution for goods: It is necessary to talk about compensation procedures with the shipping unit in the event that there are issues with the products during transit. This aids in guaranteeing the security of your products.
• Shipping details: Ensure you are aware of the name, phone number, and website of the shipping firm. You should also be aware of the items' movement timetable, the number of weekly journeys, and the approximate duration of the transportation.
• Delivery mode: You must know if the goods are transshipped or sent directly. This assists you in comprehending the shipping procedure and developing an appropriate plan for your goods.

11. Is it wise to get import and export products insurance?

There may always be dangers in the process of importing goods by road, regardless of how rigorous the procedure is. Therefore, it is imperative to purchase insurance for both imported and exported items in order to limit damages. Furthermore, as of right now, in accordance with the two partners' agreement. Until the products are received, the importing or exporting party is obligated to purchase insurance for the commodities. Whether to choose FOB or CIF for import and export will determine this.

12. Cars used for road transportation of foreign products

When importing products by road, vehicles frequently travel on national roads and interprovincial routes. And the most common four vehicle kinds are as follows:

• A container truck is a type of vehicle used to transport large, bulky items that are too big for floor vehicles, like steel coils, steel bars, and bundles of steel.
• A truck is a kind of vehicle that can carry between 0.5 and 11 tons of cargo, depending on the amount and distance traveled. Vehicles with closed or open boxes are frequently utilized for the transportation of products.
• Transporting liquid and liquefied commodities, such as chemicals, fuel, gas, etc., is done by tank trucks.
• Fooc vehicles are extremely long and heavy vehicles that are frequently utilized in construction projects. Fooc trucks are used for goods that are too big for vans or container trucks.

>>>> CONTINUE: The most adopted type of road transport in 2024

13. A few essential documents for road imports

An essential set of paperwork is needed when importing goods by road. The necessary paperwork to import items by road is listed below.

13.1 Documents related to the registration of a car

The set of road transport documents must include the following documents, all of which must be completed:

• Certificate of vehicle registration.
• If applicable, a certificate of circulation for large or overweight cars.
• Vehicle logbook for passenger cars on defined routes.
• All kinds of insurance certificates.
• For contract passenger automobiles, contract vehicle emblems.
• A certificate of inspection bearing an inspection stamp.

13.2 Documents of vehicle owner

The owner's documentation for the vehicle are certificates of registration for the transportation business in accordance with a particular industry. The kinds of documents that drivers of motor vehicles must have are:

• Driver's license.
• A shipping training certificate.

13.3 Other types of documents

• Transportation contract: A formal agreement between the charterer and the carrier to uphold their respective responsibilities. This is a legal document that's meant to settle disagreements. The transportation contract contains the following goods: 

  • Quantity of commodities.

  • When and where to pick up and return items.
  • Money transfers.
  • Time of payment.
  • Mailing.
  • Consent about the roles, responsibilities, and authority of each party.
  • How to knot, fill, load, and unload items.
  • Details and characteristics of the products.
  • protection in case of an emergency along the route.
  • Customs, quarantine, and market control are additional requirements.
• Travel document: A kind of paperwork that facilitates the delivery and receipt of items by drivers in their cars. and is applied to automobiles that move cargo. Every vehicle and shipment is given a travel document, which is used as proof of identity throughout the transportation procedure. The transport unit will then deliver the work—economic and technical cost accounting—using the trip document, and it will keep an eye out for any accidents that happen while driving.
• Consignment note: A kind of record that business units utilize as evidence that the transportation project was successful.
• Freight receipt: A kind of record that transport business outcomes are reflected in. The transport unit is in charge of creating freight receipts, and that individual is also in charge of maintaining their records. In order to pay the transport unit and verify that the service has been rendered, the recipient utilizes the freight receipt as documentation. Using fee receipts, one can:
  • Costs associated with shipping and services.
  • Create receipt records.
  • Convert the cost of services and transportation into monetary terms.
  • Verify the outcomes of the products transportation process as well as the finished goods and service transportation operations.

Dolphin Sea Air would like to provide you with all of the information regarding the process of importing goods by road that is listed above. With any luck, this information will make road freight imports more clear to you. Please use our website or hotline to contact us with any questions.

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