Pallet Jack Import Procedure in Vietnam: A Complete Guide for Importers

Importing pallet jacks into Vietnam requires several specialist documents: the correct HS code (8428.90.10 for hydraulic manual jacks, 8428.90.90 for electric or other types), a Certificate of Origin to qualify for preferential duty, Vietnam Register inspection approval, and a complete customs declaration on VNACCS. This guide compiles the full checklist drawn from ICD’s direct import experience with the Ningbo Ruyi group.

HS Codes and Import Duty for Pallet Jacks

Applying the correct HS code is the first and most important step in determining your duty liability. A wrong code exposes the importer to back-collected duties plus administrative penalties of 20-100% of the shortfall.

Under the 2026 tariff schedule, pallet jacks fall under heading 84.28 - other lifting, handling, loading or unloading machinery.

HS codes for pallet jack types

HS 8428.90.10 covers hydraulic low-lift and high-lift pallet trucks operated manually by a person. This is the most common code for businesses dealing in basic warehouse equipment.

HS 8428.90.90 covers other pallet jack types, including motor-assisted models and electric walkie pallet trucks (pedestrian-controlled).

Import duty and VAT rates

• MFN (Most-Favoured-Nation) duty: 5% for HS 8428.90.10; 3-5% for HS 8428.90.90.
• Preferential duty: With a valid Certificate of Origin - Form E (China), Form D (ASEAN), or Form VJK (Japan) - the import duty can be reduced to 0%.
• VAT: Fixed at 10% for machinery and equipment under current regulations.

Duty summary table (updated 2026):

Required Import Documents: Full Checklist

For customs clearance to go smoothly, the entire document set must be complete and consistent across all paperwork. A single discrepancy in weight or specifications between the invoice and the physical goods can trigger a Red Channel inspection.

Mandatory document checklist

• Sales Contract: Original or certified copy confirming Incoterms - CIF, FOB, or EXW.
• Commercial Invoice: Clearly states unit price, total value, and payment terms.
• Packing List: Shows quantity of units, net weight, gross weight, and carton dimensions.
• Bill of Lading (B/L): For sea freight - states shipper and consignee details clearly.
• Certificate of Origin (C/O): Critical document for duty reduction. Check the stamp and signature carefully to avoid rejection at the port of entry.
• Technical Catalogue: Used for Vietnam Register inspection and to explain the operating principle and rated capacity to customs.
• Quality Inspection Registration Certificate: Confirms the importer has registered for mandatory quality inspection with the Vietnam Register under the Ministry of Transport.

Labeling requirements

Under Decree 43/2017/ND-CP and amendments in force as of 2026, imported goods must carry the original label in English or the language of the country of origin, then a secondary Vietnamese-language label before the goods enter the market. Required label content includes: product name, name and address of the responsible organization, country of origin, year of manufacture, and key technical specifications (rated load capacity).

7-Step Pallet Jack Import Process

The process requires close coordination between your purchasing team, freight forwarder, and regulatory agencies.

Step 1: Select a supplier and sign the contract

Choose a reputable supplier in key markets such as China (Hebei, Zhejiang provinces) or Thailand. During negotiation, request the technical catalogue and real product photos in advance so you can verify compliance with Vietnamese standards.

Step 2: Register for quality inspection (Vietnam Register)

This is the critical step. As soon as you have the bill of lading number and related documents, register for quality inspection of the pallet jacks through the National Single Window System. The Vietnam Register will issue a registration receipt number, which is a mandatory prerequisite before you can file the customs declaration.

Step 3: File the customs declaration on VNACCS

Use ECUS/VNACCS software to transmit the customs declaration. The system assigns one of three clearance channels:

• Green Channel: Cleared immediately upon duty payment.
• Yellow Channel: Paper document review required.
• Red Channel: Physical inspection of goods at port.

Step 4: Physical inspection and quality sampling

Customs will conduct a physical inspection if the declaration is assigned to the Red Channel. Concurrently, Vietnam Register officers will visit the port or the importer’s bonded warehouse to verify that the goods match the catalogue. They check chassis numbers, hydraulic pump systems, and conduct a practical load test.

Step 5: Pay duties and inspection fees

Pay import duty and VAT into the state budget via the linked banking system. Vietnam Register inspection fees typically range from VND 2-5 million per equipment model, following the Vietnam Register’s published fee schedule.

Step 6: Customs clearance and domestic delivery

Once the Vietnam Register issues a passing quality certificate and all duties are settled, customs will approve the declaration for clearance. You can then arrange transport to move the goods to your warehouse.

Step 7: Apply secondary Vietnamese label and distribute

Before selling to end customers or putting the equipment into use, affix the Vietnamese secondary label in accordance with current regulations to avoid penalties from market surveillance authorities.

Estimated timeline:

Real Import Cost Breakdown

Accurate financial planning requires accounting for all cost components from the moment goods leave the seller’s warehouse to arrival at the buyer’s warehouse.

Sample estimate for one 20-ft container of 10 pallet jacks (total cargo value USD 5,000):

• Import duty (assuming C/O Form E applies): USD 0.
• VAT (10%): USD 500 (approximately VND 12.5 million).
• Ocean freight (market rate): USD 1,500 (approximately VND 37.5 million).
• Local port charges (THC, Seal, Doc, CIC): VND 10 million.
• Vietnam Register inspection fees: VND 15 million.
• Customs brokerage service fee: VND 3-5 million.
• Inland transport from port to warehouse: VND 5-7 million.

Reference cost summary table:

Common Mistakes and How to Avoid Them

In practice, many businesses have paid a high price for avoidable errors.

Wrong HS code. Some importers deliberately classify pallet jacks under ordinary hand trucks to bypass inspection and reduce duty. When discovered, customs halts clearance, imposes heavy administrative fines, and flags the company for Red Channel screening on all subsequent shipments.

Forgetting to register with the Vietnam Register before the goods arrive. Under the regulations, registration must happen before filing the customs declaration. If goods have already arrived at port and no registration receipt number exists, the importer incurs substantial container demurrage and storage fees while waiting to complete the missing paperwork.

Label information does not match the documents. The chassis number on the equipment must match exactly what is printed on the Invoice and Catalogue. A single digit discrepancy causes the Vietnam Register to refuse to issue the quality certificate.

Lithium battery regulations for electric pallet jacks. When importing electric pallet jacks, pay close attention to lithium battery transport regulations. Lithium batteries are classified as dangerous goods and require strict fire-safety certifications from the carrier.

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