Export Compliance & Documentation Policy

Scope

This policy explains how OneDay FMCG Trading Limited Company approaches documents for business-to-business FMCG export shipments, which records may be supported on request and how responsibilities are divided between the parties. The required document list depends on the product, destination, shipment structure, contract, payment method, transport mode and applicable rules. No single certificate set is automatically available for every product or shipment.

This policy should be read with the Terms and Conditions of Sale, Payment Terms and Shipping & Export Logistics Policy. It is an operational framework and not destination-market legal or customs advice.

Documents Commonly Used for an Export Shipment

Commercial and transport records commonly used for an export shipment may include a commercial invoice, packing list, applicable transport document and Vietnamese export customs records. A contract, purchase order, Proforma Invoice or bank document may also be relevant according to the commercial arrangement.

• Commercial invoice: may record the parties, products, quantities, values, currency and agreed commercial basis.
• Packing list: may record package counts, units, weights, dimensions and shipping marks as applicable.
• Transport document: may be a bill of lading, sea waybill, air waybill or another record appropriate to the transport mode and release arrangement.
• Export customs records: are prepared and filed according to the applicable Vietnamese procedure and shipment structure.

The exact form, issuer, timing and required fields must be confirmed for the shipment. Drafts may be circulated for review where appropriate before final issue. The buyer should check consignee and notify-party details, product descriptions, quantities, units, marks, classification references and destination instructions against the approved order data.

Conditional Origin, Product and Destination Documents

C/O, Health Certificate, Certificate of Free Sale, Certificate of Analysis and related records may be supported on request. Availability depends on the product, manufacturer, destination, issuing authority and shipment. Other health, sanitary, phytosanitary, inspection, fumigation, conformity, registration or permit records may be relevant only when the applicable product and destination conditions require them.

A sample, template or document from a previous shipment does not prove eligibility for the current order. The current product, manufacturer or source, destination, validity period, batch or shipment details and issuing rules must be checked before a conditional record is included in the agreed scope.

Certificates of Origin

A Certificate of Origin may be non-preferential or may relate to a preferential trade arrangement where the goods meet the applicable rules. The need for a particular form, the supporting evidence and the final eligibility decision depend on the product, destination and competent or authorised issuing body.

Buyers should identify the requested C/O and its intended use at enquiry stage. Origin requirements can affect the proposed SKU, sourcing route, source evidence and document timing. OneDay FMCG does not treat a catalogue listing, brand name or prior certificate as proof that a new shipment qualifies.

Manufacturer and Product Information

Where relevant to the order, OneDay FMCG may request product specification sheets, ingredient or nutrition information, allergen data, packaging information, shelf-life records, manufacturer certificates or declarations from the applicable source. Availability, format, scope and permission to release the information are controlled by the manufacturer or issuing party.

Certification must be read against the named product, facility, scope and validity period. The presence of ISO, HACCP, Halal, FDA-related or other records for one manufacturer or product does not mean OneDay FMCG or every catalogue item holds the same certification.

Document Planning and Version Control

Document requirements should be identified before order acceptance. The parties should record the document name, purpose, issuer, responsible party, source data, approval point, expected format and any timing dependency. Final responsibility follows the applicable rules and the written commercial agreement.

Before final documents are issued, reconcile the exporter and consignee identity, product description, SKU or pack reference, quantity and unit, carton count, weights, values, marks, dates, origin statement and classification where used. A change to one SKU after the order is frozen should trigger a review of every dependent record.

The practical FMCG export document guide provides a document matrix, responsibility table, six-stage timeline and buyer checklist for this process.

Document Timing and Delivery

Timing depends on the document and the shipment. Commercial or transport drafts may become available at different stages, and some final details only exist after loading or carrier issuance. Conditional certificates may require source evidence, authority review or shipment-specific data before they can be issued.

Where originals are required, the delivery method should be agreed with the buyer. Electronic release, electronic records or copies may be possible only when accepted by the issuer, carrier, bank, broker and destination process. Under an L/C, document conditions should be checked before the credit is opened. L/C and T/T are payment methods and are separate from EXW, FCA, FOB, CFR or CIF delivery terms.

Buyer Import Responsibilities

The buyer or importer is responsible for confirming destination-market requirements, including import clearance, duties and taxes, licences or permits, product registration or notification, label-language and supplementary-label rules, ingredient or packaging restrictions and any locally required importer, responsible person or authorised representative.

The buyer should confirm these requirements with its customs broker or relevant authority before placing an order. OneDay FMCG can review the product and export-document support that may be available for the proposed shipment, but cannot make a legal determination for every destination market.

Prepare a Shipment-Specific Request

Start with the current FMCG Products hub or catalogue. Send the destination, exact product or SKU list, estimated quantities, buyer or broker document checklist, intended classification owner, label needs, proposed Incoterms® rule, payment method and timing through the Contact page.

OneDay FMCG can then review the request against the FMCG Export Services scope, identify information still requiring confirmation and record the agreed document responsibilities for the specific order.

Last updated: 21 September 2026.