Hanoi-Vietnam: Detailed instructions for declaring the newest C/O Form VJ in 2019

The Certificate of Origin (C/O) must be filled out in English and typed. The content must comply with the documents specified in Articles 5 and 6 of Circular 10/2009/TT-BCT. The specific content of the C/O declaration is as follows:

1. Box 1: the business name of the exporter, address, and the name of the exporting country.

2. Box 2: the name of the importer or consignee (if applicable), address, and the name of the importing country.

3. The upper right-hand box records the reference number (issued by the C/O issuing organization). The reference number consists of 13 characters, divided into 5 groups, with the following specific notation:

a) Group 1: the name of the exporting member country, which is Vietnam, comprising 02 characters "VN";

b) Group 2: the name of the importing member country, which is Japan, comprising 02 characters "JP";

c) Group 3: the year of issuance of the C/O, comprising 02 characters. For example: C/O issued in 2009 will be recorded as "09";

d) Group 4: the abbreviation of the name of the C/O issuing organization, comprising 02 characters as specified in Appendix 11;

e) Group 5: the serial number of the C/O, comprising 05 characters;

f) There is a hyphen "-" between Group 1 and Group 2. There is a slash "/" between Group 3, Group 4, and Group 5.

Example: The Export-Import Management Office in Ho Chi Minh City issues C/O Form VJ with serial number 6 for a shipment exported to Japan in 2009, the reference number should be recorded as: VN-JP 09/02/00006.

4. Box 3: the name of the port of loading, the transshipment port, the port of unloading, and the name of the vessel or flight number, if known. In the case of issuance after shipment, indicate the shipping date (such as the date on the bill of lading).

5. Box 4: the serial number of each product (if necessary), the markings, and the identification number of the packages, the number of packages, type of packages, HS code (2007) of the importing country (at the 6-digit level), and description of the goods.

Illustration (Source: Internet)

6. Box 5: indicate the origin criterion as per the table below or any combination of these criteria:

7. Box 6: indicate the weight or other quantity (gross weight or net weight) for each product.

8. Box 7: indicate the number and date of the commercial invoice. The invoice must be the invoice issued for the shipment imported into the importing member country.

In the case where the invoice is issued by a company other than the exporter and the issuing company does not have a branch in Vietnam or Japan, the declarant should include the phrase "invoice issued by a third country," specifying the legal trading name and address of the issuing company in Box 8.

In exceptional cases, where the number of the commercial invoice issued by the third country is not known at the time of C/O issuance, the number and date of the exporter’s invoice (granted the C/O) should be indicated in Box 7, and Box 8 should include the statement that the goods will have a different invoice issued by a third country for the shipment imported into the importing member country, specifying the legal trading name and address of the company that will issue that invoice. In this case, the customs of the importing member country may require the importer to provide invoices and other related documents confirming the transaction between the exporting member country and the importing member country for the declared goods.

9. Box 8: In the case of retroactive issuance, the issuing organization must include the phrase “Issued Retroactively” in this box. If the C/O is newly issued according to Point b, Clause 2, Article 4, and Clause 1, Article 5 of Appendix 5, the issuing organization must record the issuance date and reference number of the original C/O on the new C/O. In the case of issuing certified true copies of the original C/O according to Clause 2, Article 5 of Appendix 5, the issuing organization must record the phrase “CERTIFIED TRUE COPY” in Box 8. The issuing organization may also include other notes.

10. Box 9: Record the date, place, name of the signer, name of the company, signature, and stamp of the exporter or authorized person. The date recorded in this box is the date the C/O issuance is requested.

11. Box 10: For the officials of the C/O issuing organization: date, place of issuance of C/O, signature of the issuing officer (signature can be handwritten or electronic), name of the issuing officer, and stamp of the issuing organization.

Hai Thanh

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