C/O ISSUANCE DECENTRALIZED IN HCMC: OVER 70% OF APPLICATIONS REJECTED IN THE FIRST FEW DAYS – AUTHORITIES STEP IN TO ADDRESS BOTTLENECKS
18/08/2026
Since August 1, 2026, responsibility for issuing certain Certificates of Origin (C/O) has been decentralized to the HCMC Department of Industry and Trade. In the first 3 days, the Department received approximately 1,500 applications, with more than 70% reportedly rejected. As businesses and industry associations raised concerns over processing delays and application requirements, authorities have taken steps to strengthen resources and address bottlenecks during the transition.
1. Current Situation and Causes of Bottlenecks
The high volume of rejected or pending C/O applications has put pressure on export shipments, potentially resulting in additional storage costs and delays in deliveries to international partners. The main causes identified include:
The high volume of rejected or pending C/O applications has put pressure on export shipments, potentially resulting in additional storage costs and delays in deliveries to international partners. The main causes identified include:
- High application volume: In just the first three days, the HCMC DOIT received approximately 1,500 applications. As current regulations do not restrict application submissions by geographic boundaries, a massive influx of applications from Mekong Delta provinces (Kien Giang, Can Tho, Tay Ninh, etc.) flooded into HCMC, pushing the actual workload far beyond initial estimates
- System transition phase: Shifting the receiving authority requires time to synchronize data, workflows, and processing personnel
- Strict document review processes: The new receiving authority may be applying more rigorous verification procedures to ensure absolute legal compliance.
- Errors from businesses: Many enterprises have not yet familiarized themselves with the DOIT’s standardized requirements, forms, or submission procedures, leading to missing information or data discrepancies in their documents
2. Urgent Recommendations to Resolve Bottlenecks
In response to the backlogs, exporters and industry associations have promptly voiced their concerns and submitted the following recommendations:
- Reinforce personnel and support channels: Request authorities to assign more specialized officers for application processing and establish hotlines/direct consulting channels for immediate troubleshooting
- Flexibility during the transition period: Propose a tolerance mechanism for minor administrative errors (that do not alter the actual origin of the goods) to ensure shipments meet export schedules
- Issue clear instructional guidelines: Suggest the DOIT promptly compile a list of the most common errors made by businesses and issue detailed guidelines to help other enterprises avoid similar mistakes
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3. Authorities Step Up Processing and Review Bottlenecks
To address the emerging challenges, the HCMC DOIT has mobilized all officials trained in C/O operations and reinforced personnel across the receiving, inspecting, and processing stages. The Department also stated it will continue to increase manpower, expedite processing times, and guide businesses in completing their applications in compliance with regulations.
On August 17, 2026, the Agency of Foreign Trade (Ministry of Industry and Trade) held a meeting to resolve the difficulties and bottlenecks arising during the reception, processing, and issuance of C/Os. This indicates that the decentralization mechanism is being actively reviewed and fine-tuned by regulatory bodies at both the central and local levels.
4. Guide for Businesses: Getting C/O Applications Right the First Time
As authorities work to optimize the process, businesses should proactively familiarize themselves with the procedures to prevent their applications from being returned. Below are key considerations to ensure a smooth and swift approval process:
4.1 Ensure strict document verification and cross-checking
- Ensure absolute consistency of information (product name, HS code, quantity, weight, value) across the customs declaration, commercial invoice, bill of lading, and C/O application
- Carefully verify the Origin Criteria applicable to each product under the respective Free Trade Agreement (FTA)
4.2 Stay updated on current regulations and forms
- Regularly check for the latest notices and guidelines on the official portals of the HCMC DOIT and the Ministry of Industry and Trade regarding C/O procedures
- Use the correct, up-to-date forms. Ensure all mandatory fields are filled out clearly and completely
4.3 Proactively prepare proof of origin documents
For shipments involving complex raw materials, businesses should proactively prepare a detailed bill of materials, domestic VAT invoices, or other documents proving the origin, ready to be provided immediately upon request by inspecting officials.
4.4 Closely monitor processing status on the system
After submitting applications via the electronic system (eCoSys), in-charge personnel must continuously monitor the application status. If the status updates to "Request for amendment/supplementation", read the official's notes carefully to make precise corrections, avoiding multiple resubmissions that delay export progress.
Contact Vantage Logistics for further guidance.
Contact Vantage Logistics for tailored transport solutions and competitive quotations.
Please provide details on cargo type, market, origin, destination, and estimated timeline.
Send your shipment enquiry today and receive a tailored transport plan from the Vantage Logistics team.
For shipments involving complex raw materials, businesses should proactively prepare a detailed bill of materials, domestic VAT invoices, or other documents proving the origin, ready to be provided immediately upon request by inspecting officials.
4.4 Closely monitor processing status on the system
After submitting applications via the electronic system (eCoSys), in-charge personnel must continuously monitor the application status. If the status updates to "Request for amendment/supplementation", read the official's notes carefully to make precise corrections, avoiding multiple resubmissions that delay export progress.
Contact Vantage Logistics for further guidance.
Contact Vantage Logistics for tailored transport solutions and competitive quotations.
Please provide details on cargo type, market, origin, destination, and estimated timeline.
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