Importing electronic scales into Vietnam falls under the State’s measurement management scope, since a scale is a measuring instrument that directly affects accuracy in buying and selling transactions, manufacturing, and quality inspection of goods. Unlike many ordinary electronic device categories, electronic scales belong to “Group 2 measuring instruments” — a category of measuring instruments that must undergo type approval before being allowed to circulate on the market.
However, not every business fully understands the electronic scale import procedure, especially the difference between the type approval step (carried out at import) and the periodic verification step (carried out once the scale is put into commercial use). A mistake in determining the HS code, or overlooking the type approval requirement, can result in the entire shipment being held at port, incurring storage costs that stretch on for weeks.
In this article, 3W Logistics presents the complete electronic scale import procedure under the current legal regulations and the latest tariff schedule — from legal conditions, the 8-digit HS code, tax calculation, documentation, a step-by-step process, to real-world risks, from the perspective of a forwarder experienced in handling imported measuring equipment.
1. Legal conditions for importing electronic scales into Vietnam
Electronic scales are not on the list of goods prohibited from import; however, as a measuring instrument, they are subject to strict specialized management by the Directorate for Standards, Metrology and Quality under the Ministry of Science and Technology.
| Condition | Detailed Content |
|---|---|
| Measuring instrument type approval | Mandatory for electronic scales classified as Group 2 measuring instruments under Decision 2284/QD-BKHCN; the type approval result remains valid for 10 years from the date of issuance |
| Quality inspection registration | Documentation submitted to the Directorate for Standards, Metrology and Quality; can be carried out in parallel with customs declaration to save time |
| Used electronic scales | Permitted for import if the usage period is under 10 years, together with documentation proving the product’s condition and year of manufacture |
| Measuring instrument verification (post-import) | Applies when the scale is used in buying, selling, payment, or commercial verification activities under the Measurement Law 2011 — this is a different step from type approval, carried out periodically during use rather than at the time of import |
| Product labeling | A Vietnamese supplementary label under Decree 43/2017/ND-CP and 111/2021/ND-CP: product name, model, origin, technical specifications, and the responsible entity |
Practical note: The most commonly confused point in the electronic scale import procedure is that many businesses conflate “type approval” at import with “verification” once the scale is put into use — these are two entirely different procedures in nature and in the authority responsible. Type approval is a condition for the shipment to clear customs and circulate on the market, while verification is a mandatory periodic requirement (typically every 12 months) once the scale is used for buying, selling, or making direct payments with customers. A business importing scales to resell to another party for use only needs to complete type approval and does not need to carry out verification.
2. 8-digit HS code and import duty for electronic scales
Electronic scales fall under heading 8423 (Weighing machinery, including counting and checking machines operating by weighing) in the export-import tariff schedule. Correctly determining the 8-digit HS code depends on the type of scale, its load capacity, and its specific intended use.
| Scale Type | 8-Digit HS Code | Detailed Description | Import Duty (MFN) |
|---|---|---|---|
| Electronic bench/floor scales | 8423.89.90 | Electronic scales used in industry and warehousing, with large load capacity (100kg to several tons) | 0–15% |
| Analytical scales, high-precision electronic scales | 8423.82.00 | Scales used in laboratories and pharmaceuticals, with high sensitivity and a maximum load capacity under 30kg | 0–5% |
| Truck scales, vehicle scales (platform scales) | 8423.82.00 | High-load electronic scales used to weigh trucks and containers at ports and factories | 0–15% |
| Electronic hanging scales | 8423.89.10 | Hook-mounted electronic scales used in lifting and hoisting equipment, and warehousing | 0–15% |
| Digital display heads for electronic scales | 8423.90.00 | Components/parts of electronic scales (weighing heads, display panels) imported separately | 0–10% |
Important note on HS code and duty: Under Decision 2284/QD-BKHCN dated August 15, 2018, the Ministry of Science and Technology has specifically published the HS code list for Group 2 measuring instruments requiring type approval; businesses should cross-check this list directly when carrying out the electronic scale import procedure to accurately determine whether a product requires mandatory type approval. Most electronic scales enjoy a relatively low preferential (MFN) import duty, ranging from 0% to 20% depending on the type; with a valid C/O from countries that have an FTA with Vietnam (China, South Korea, Japan, the EU, ASEAN, etc.), most tariff lines can drop to 0%. Applying the wrong HS code not only forfeits duty preferences but also risks retroactive tax collection and administrative penalties under Decree 128/2020/ND-CP.
3. Documentation for the electronic scale import procedure
The documentation package for the electronic scale import procedure includes an additional layer — type approval and quality inspection documentation — compared to ordinary goods, per the guidance in Circular 39/2018/TT-BTC.
| Document | When to Prepare | Important Note |
|---|---|---|
| Sales Contract | Before placing a deposit | Must clearly state model, load capacity, precision, origin, and C/O provision terms |
| Commercial Invoice & Packing List | Before the goods are shipped | Must fully state the product name, model, and quantity for each scale type |
| Bill of Lading | After the goods are loaded onto the vessel | Electronic scales are typically shipped in dry containers; scales with high-precision sensors require shock-proof, moisture-proof packing |
| Type approval registration documentation | Before or when the goods reach the port | Submitted to the Directorate for Standards, Metrology and Quality, together with a catalogue, technical documentation, and a product sample; processing takes about 6 weeks, and the result is valid for 10 years |
| Catalogue, technical documentation, ISO 9001 | Before declaring the HS code | Serves as the basis for correctly determining the HS code and cross-checking against the Group 2 measuring instrument list under Decision 2284/QD-BKHCN |
| C/O (Certificate of Origin) | Before the goods are shipped | Not mandatory, but is the key to enjoying special preferential tariffs, often dropping to 0% from FTA countries |
| Electronic customs declaration (VNACCS/VCIS) | Once documentation is complete | Declare the correct HS code under heading 8423, noting the C/O number and quality inspection registration number on the declaration |
4. Step-by-step electronic scale import procedure
Step 1: Negotiate the contract and determine the HS code
Sign the contract to purchase the electronic scales, requesting the supplier to send a catalogue and technical documentation to correctly determine the HS code under heading 8423 and check whether the product falls under the Group 2 measuring instrument list per Decision 2284/QD-BKHCN.
Step 2: Register for type approval (if mandatory)
Submit the type approval registration documentation to the Directorate for Standards, Metrology and Quality; it’s best to do this in parallel with the customs declaration timeline to save time, as processing can take up to 6 weeks.
Step 3: Transport the goods to a Vietnamese port
Electronic scales are shipped in standard dry containers; scales with high-precision sensors (analytical scales, pharmaceutical scales) require careful shock-proof and moisture-proof packing to avoid calibration deviation upon arrival.
Step 4: Customs declaration
Open the VNACCS/VCIS declaration with the complete HS code, C/O number (if applicable), and quality inspection registration number. The system returns a green, yellow, or red channel classification corresponding to the level of physical inspection required.
Step 5: Handling at port based on the channel classification
For the green channel, goods are cleared immediately; the yellow channel requires detailed documentation review; the red channel requires physical inspection of the goods. The business brings the import documentation set together with the declaration to the customs branch to complete the official declaration.
Step 6: Pay duties, clear customs, and release the goods into circulation
Pay the import duty and VAT per the cleared declaration, receive the goods, and transport them to the warehouse. Once the type approval result confirms compliance, the product is officially permitted to circulate on the market.
5. How to calculate import duty for electronic scales
Electronic scales are not subject to special consumption tax, only import duty and VAT. For example, take a shipment of industrial electronic bench scales imported from China (HS code 8423.89.90), with a CIF value of VND 300 million, comparing the case with and without a C/O Form E:
| Tax / Cost Item | No C/O (MFN 15%) | With C/O Form E (0%) |
|---|---|---|
| CIF Value | VND 300,000,000 | VND 300,000,000 |
| Import duty | 15% × 300M = VND 45,000,000 | 0% × 300M = VND 0 |
| VAT (10%) | 10% × (300+45)M = VND 34,500,000 | 10% × (300+0)M = VND 30,000,000 |
| Total tax payable | VND 79,500,000 (~79.5 million) | VND 30,000,000 (~30 million) |
| Savings with a C/O | ~VND 49,500,000 — a significant difference from just one valid C/O document, especially meaningful for businesses importing large volumes for factories and warehousing operations. | |
From 3W Logistics’ real-world experience: With electronic scales, the most common mistake we see is businesses waiting until the goods reach port before starting the type approval registration process, even though this process typically takes up to 6 weeks — much longer than the transit time from nearby markets like China. We always recommend clients register for type approval right when signing the contract, in parallel with manufacturing and shipping time, to avoid a situation where goods arrive but cannot yet circulate due to a missing type approval result. It’s also important to carefully retain the type approval result, since it remains valid for up to 10 years, sparing future shipments of the same model from having to start the process over. – Ms. Apple, CCO, 3W Logistics
6. Common risks in the electronic scale import procedure
| Risk | Manifestation | Prevention |
|---|---|---|
| Type approval not yet completed | Goods arrive at port without a type approval result — the product cannot circulate, leading to significant container/storage demurrage costs | Register for type approval right when signing the contract, in parallel with manufacturing and shipping time, since the process takes about 6 weeks |
| Confusing type approval with verification | Carrying out the wrong procedure or missing one of the two steps — affects customs clearance progress or violates regulations once the scale is put into commercial use | Clearly determine the scale’s intended use (resale or direct use in transactions) to apply the correct corresponding procedure |
| Wrong HS code within heading 8423 | Confusion between subheadings based on load capacity and precision — customs reclassifies and collects the duty difference retroactively under Decree 128/2020/ND-CP | Cross-check the technical catalogue against the Group 2 measuring instrument HS code list in Decision 2284/QD-BKHCN before declaring |
| Sensor damage during transport | High-precision scales suffer calibration deviation due to impact or moisture during long-distance transport — affecting the type approval result | Require the supplier to use shock-proof, moisture-proof packing meeting international shipping standards, and purchase full cargo insurance |
| Product label missing mandatory information | Missing model, technical specifications, or inspection unit on the Vietnamese supplementary label — customs holds the goods and requests the label be supplemented at the port | Prepare a complete supplementary label sample under Decree 43/2017/ND-CP and 111/2021/ND-CP before the goods reach port |
FAQ – Frequently asked questions about the electronic scale import procedure
Question 1: What documents does the electronic scale import procedure require?
The complete documentation package for the electronic scale import procedure includes: the Sales Contract; Commercial Invoice and Packing List; Bill of Lading; C/O (if seeking FTA preference); type approval registration documentation submitted to the Directorate for Standards, Metrology and Quality; a catalogue and technical documentation; and the VNACCS/VCIS electronic customs declaration.
Question 2: Can used electronic scales be imported?
Yes, provided the usage period is under 10 years from the year of manufacture, together with documentation proving the product’s condition and manufacturing year. Businesses should note that quality inspection and type approval are still required, just as with new scales, particularly for products classified as Group 2 measuring instruments in the electronic scale import procedure.
Question 3: How many types of tax must be paid when importing electronic scales?
Electronic scales are subject to only two layers of tax: (1) Import duty, calculated on the CIF value, ranging from 0-20% under MFN depending on the scale type, mostly dropping to 0% with a valid FTA C/O; and (2) 10% VAT, calculated on the total CIF plus import duty. Electronic scales are not subject to special consumption tax.
Question 4: How long does the electronic scale import procedure take?
The total time from signing the contract to the goods arriving at the warehouse is typically 30-60 days, mostly depending on the type approval processing time (about 6 weeks). Within this: transport from Asia takes 7-15 days, from Europe/the U.S. takes 25-35 days; customs declaration and clearance take 2-5 days. For a model that already has a valid type approval result from a previous import (valid for 10 years), subsequent shipments will clear customs significantly faster.
How does 3W Logistics support the electronic scale import procedure?
With experience handling a wide range of imported measuring and industrial equipment, and registered as an OTI-NVOCC with an FMC bond (Federal Maritime Commission) in the United States, 3W Logistics provides a full-package service for businesses on the electronic scale import procedure — from type approval advisory through to the goods arriving at the distribution warehouse.
Full-package logistics service at 3W Logistics:
- Advisory on accurately determining the HS code by scale type and load capacity: Correctly cross-checking the Group 2 measuring instrument list under Decision 2284/QD-BKHCN, avoiding the risk of reclassification and retroactive tax collection.
- Support for early type approval registration: Proactively submitting documentation right when the contract is signed, in parallel with manufacturing and shipping time, to avoid delays once the goods reach port.
- Support obtaining the correct FTA-form C/O from the supplier: Guiding Chinese suppliers in applying for Form E, and Japanese suppliers in applying for Form JV/CPTPP, to optimize import duty costs.
- Expertise in transporting high-precision measuring equipment: Ensuring shock-proof, moisture-proof packing to the correct standard to preserve the product’s accuracy.
- Electronic customs declaration via VNACCS/VCIS and resolving issues at the border: Declaring the correct HS code, coordinating to submit type approval documentation on time.
Why choose 3W Logistics for your electronic scale import shipment? The electronic scale import procedure requires simultaneously handling measuring instrument type approval regulations, accurate HS code classification by load capacity and precision, and optimizing the FTA C/O. We stand alongside you from the type approval registration step through to the goods arriving at the warehouse — helping your business shorten customs clearance time and avoid unnecessary additional costs. Contact 3W for specific advice before signing your import contract.
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Email: info@3w-logistics.com
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Ms. Apple is the CCO (Chief Commercial Officer) at 3W Logistics, with over 10 years of experience in sales and business operations management.
At 3W Logistics, Ms. Apple is responsible for commercial strategy, corporate customer development, managing a team of more than 50 sales professionals, and improving business performance in the logistics sector.
With practical experience in sales management and market development, Ms. Apple shares professional insights on business logistics solutions, international transportation, freight forwarding, customer management, trade lane development, and growth strategies in the logistics industry.
