Export Procedures for Mini Whiteboards

Export Procedures for Mini Whiteboards (Bảng Con) Implemented by IPO Logistics

1. Introduction

Export Procedures for Mini Whiteboards – Exporting mini whiteboards is a vital aspect of the stationery and educational supply industry. Products like whiteboards, chalkboards, or magnetic boards are commonly used in educational environments, offices, and even in households. To successfully export these items internationally, businesses must navigate the processes of preparing export documentation, complying with relevant international trade laws, and ensuring product quality meets import country requirements.

This article will detail the export process for mini whiteboards, including HS code identification, document preparation, customs clearance procedures, and legal regulations that must be adhered to.

2. HS Code and Classification of Mini Whiteboards

The HS Code (Harmonized System Code) is an international numbering system used to classify goods for import and export. Properly identifying the HS code helps exporting companies enjoy accurate tariff rates and comply with international customs requirements.

The HS code for mini whiteboards depends on the material and intended use of the product:

• Whiteboards:
  HS Code: 9610.00.00 – This is a general HS code for writing boards, including whiteboards and magnetic boards. It applies to products used for writing or drawing, featuring an easily erasable surface, commonly found in offices and schools.
• Chalkboards:
  HS Code: 9610.00.00 – Traditional chalkboards used for writing with chalk, primarily utilized in schools. This HS code also applies to writing boards and blackboards.
• Magnetic Boards:
  HS Code: 9610.00.00 – Magnetic boards have a magnetic surface, allowing the use of magnetic items for teaching or working.

Correctly identifying the HS code is crucial for accurate customs declarations and enjoying tariff benefits under the free trade agreements (FTAs) that Vietnam participates in, such as EVFTA, CPTPP, and RCEP.

3. Legal Basis for Exporting Mini Whiteboards

The export process for mini whiteboards in Vietnam must comply with current legal documents, including regulations on commodity management, export-import activities, and quality assurance requirements.

3.1. Current Legislation

• Commercial Law No. 36/2005/QH11: This law outlines principles governing international trade, including general regulations on the export and import of goods.
• Decree No. 69/2018/ND-CP: It provides detailed regulations on exporting and importing goods, classifying goods into categories that can be exported, restricted exports, and prohibited exports. Currently, mini whiteboards do not fall under any restricted or prohibited categories for export.
• Circular No. 38/2015/TT-BTC and Circular No. 39/2018/TT-BTC: These circulars detail customs procedures, export-import taxes, and necessary documentation for exporting goods.
• Decree No. 08/2015/ND-CP and related amendments outline procedures for specialized inspection and quality checks on imported and exported goods.

3.2. Permits and Quality Checks

Currently, mini whiteboards do not require special export permits. However, for markets like Europe and the United States, businesses must comply with product quality certification (CQ – Certificate of Quality) and safety certifications (especially for products used in educational settings or intended for children).

• Quality Certification (CQ): Ensures the product meets technical and quality standards according to the importing country’s regulations. For example, for the EU market, businesses may need to provide a CE certificate (Conformité Européenne) to demonstrate the product’s safety and non-hazardous nature.
• Certificate of Origin (C/O): To enjoy tariff benefits under the free trade agreements Vietnam is part of, applying for C/O helps prove the goods’ origin, which is a requirement in international trade contracts.

4. Detailed Export Procedures for Mini Whiteboards

4.1. Step 1: Prepare Export Documentation

Export documentation is crucial for a smooth process, and it must be complete and accurate to avoid delays in customs clearance. Key documents include:

• Sales Contract: Outlines transaction terms between the exporting company and the importing partner.
• Commercial Invoice: The main document recording the value of the exported goods.
• Packing List: A detailed list of items, including quantities, weights, and dimensions of each package.
• Bill of Lading: A shipping document provided by the shipping line or transport company confirming that the goods have been shipped.
• Certificate of Origin (C/O): Issued by the Vietnam Chamber of Commerce and Industry (VCCI) or other competent authorities.
• Quality Certificate (CQ) or Safety Certificate: Ensures the goods comply with quality and safety standards, depending on the requirements of each importing country.

4.2. Step 2: Customs Procedures

Once the documents are prepared, businesses will proceed to declare customs via the VNACCS/VCIS system, Vietnam’s automated customs clearance system.

Customs procedures involve the following steps:

1. Declare Customs: Businesses input information into the VNACCS system to declare the export customs declaration. Ensure accuracy regarding the product, quantity, HS code, and value of goods.
2. Submit Customs Documentation: After declaration, businesses submit documentation along with copies of contracts, commercial invoices, bills of lading, certificates of origin, and other relevant papers.
3. Customs Inspection: Customs will review the declaration and may request physical inspections of the goods to verify the accuracy of the declaration.
4. Clearance: After completing inspections and no violations are found, the customs authority will issue clearance for the shipment. Businesses can then continue the process of transporting the goods out of Vietnam.

4.3. Step 3: Transportation and Delivery

Depending on the agreed trade conditions (Incoterms), businesses can choose the appropriate transportation mode: sea, air, or road. Key steps in the transportation process include:

• Confirm Transportation: Contact carriers or logistics providers to arrange schedules and transportation times.
• Packaging and Labeling: Ensure secure packaging with necessary information such as HS code, product name, and the recipient’s name in the importing country.

4.4. Step 4: Payment and Transaction Completion

Once the goods are delivered to the partner, the exporting business will receive payment as per the contract (L/C – Letter of Credit, D/P – Documents Against Payment, or direct bank transfer).

5. Notes When Exporting Mini Whiteboards

5.1. Ensure Product Quality

Businesses should focus on ensuring product quality meets standards to avoid returns or rejection of goods by partners.

5.2. Understand the Import Market

Each country has specific regulations and standards regarding product safety and quality. Businesses need to research the unique requirements of each market to mitigate legal risks.

5.3. Comply with Customs Regulations

Understanding tax regulations and tariff policies according to free trade agreements, especially when exporting to major markets like the EU, USA, and Japan, helps businesses optimize costs and increase competitiveness.

6. Conclusion

The process of exporting mini whiteboards requires thorough preparation, from documentation to customs procedures and transportation. Understanding legal regulations, preparing complete documentation, and ensuring product quality will help businesses maximize their chances of success in exporting this item.