Photocopiers are often described under one commercial name, while Vietnam’s import controls differ by monochrome or multicolour output, printing technology, number of functions, speed, paper size and whether the machine is new or used. A single error—such as treating a colour multifunction device as monochrome, omitting print/scan/fax functions, or failing to prove the manufacturing year—may result in an incorrect HS code, a missing printing-equipment declaration, document queries and storage costs. This guide provides an end-to-end review of technical identification, HS code, duties, C/O, printing-sector procedures, customs documents and post-clearance use obligations.

Operational update: 29 July 2026 · Scope: imports into Vietnam

Translation note: This English version is an operational reference, not an official legal translation. The Vietnamese legal text and the actual shipment file prevail.

QUICK FACTS

Item	Operational reference	Action before ETA
Product scope	Single-function copiers and print–copy–scan–fax multifunction devices must be separated; monochrome and multicolour models are not treated identically.	Confirm technology, model, A4 ppm, maximum paper size, network capability and colour output.
HS reference	Multifunction machines are generally reviewed under 8443.31; other copying machines under 8443.39.	Classify by functions and imaging technology, not by the word “photocopier” alone.
Printing-sector declaration	Multicolour photocopiers and printers with multicolour copying functions may require an import declaration when the exact 8-digit HS code and technical description are listed.	Cross-check Circular 11/2024/TT-BTTTT by both code and description.
Processing time	The published import-declaration procedure is online through the National Single Window, 3 working days, with no fee.	Prepare Form 04 and technical documents before arrival.
Used multicolour equipment	The equipment age must not exceed 3 years for multicolour copiers and multifunction colour copiers under heading 84.43.	Prove manufacturing year, serial numbers and condition.
Use registration	Before use, colour copiers and printers with colour-copy functions must be registered with the competent provincial authority shown on the Public Service Portal.	Do not confuse import declaration confirmation with use registration.
Photocopy service establishment	A commercial photocopy service establishment must file its operation declaration under the local procedure.	Identify internal use, equipment trading, printing establishment or photocopy service.
Energy label	Photocopiers are under voluntary energy labelling in 2026.	Goods labelling and Vietnamese supplementary labels remain separate obligations.
VAT	An 8% rate may apply through 31 December 2026 if the goods and declaration date qualify and are not excluded.	Review Decree 174/2025/ND-CP and current VAT rules.

Critical legal point: The same HS code does not automatically mean the same sector procedure. Circular 11/2024 requires the declaration only for goods whose 8-digit HS code is listed and whose technical description matches the printing-equipment list. A monochrome and a multicolour machine may fall within the same tariff subheading, but only the machine matching the managed description is subject to the printing declaration.

Illustration for Vietnam Photocopier Import Procedure: HS Code, Printing Declaration and Documents — Illustration of the product group and document review before customs clearance.

SCOPE OF APPLICATION

This guide covers new and used photocopiers, single-function and multifunction devices, imports for trading, internal use, projects, printing establishments or photocopy service businesses.

Monochrome equipment

Monochrome copiers and monochrome MFPs with print, scan, fax or network functions. Printing declaration for multicolour equipment must not be applied automatically.

Multicolour equipment

Colour copiers and inkjet/laser MFPs with multicolour copying. These require focused review of import declaration and use registration.

Special cases

Used/refurbished machines, high-speed or large-format digital equipment, sets, parts, samples, warranty replacements and equipment for printing establishments.

Application rule: Review the actual catalogue, model, 8-digit HS code, technology, speed, paper size, functions, colour capability, manufacturing year and intended use. A conclusion for one model does not automatically cover another model in the same series.

PRODUCT CLASSIFICATION & TECHNICAL IDENTIFICATION

The technical file must allow customs and compliance teams to identify whether the unit is single- or multifunction, monochrome or multicolour, its imaging technology and whether it falls within the printing-equipment list.

Technical criterion	Evidence	Risk if incorrect	Suggested customs description
Output colour	Catalogue, menus, sample output	Changes printing-sector and use-registration obligations.	State monochrome or multicolour/color.
Functions	Datasheet and manual	Incorrect 8443.31/8443.39 classification.	List print, copy, scan and fax functions.
Technology	Laser, inkjet, direct/indirect electrostatic or optical	Incorrect 8-digit code and duty.	State the imaging/printing technology.
Connectivity	LAN, USB, Wi-Fi, ADP/network connection	May affect HS and radio review.	State network capability and Wi-Fi where present.
Speed and size	A4 ppm, maximum format, duty cycle	May miss high-speed/large-format printing controls.	State pages per minute and maximum paper size.
Condition	Serial list, year plate, supplier declaration	Used/refurbished goods declared as new; age cannot be proven.	State new 100% or used, year and serials.
Intended use	Contract, business plan, establishment documents	Missing use registration or service declaration.	State internal use, trading, printing or photocopy service.
Accessories	ADF, duplex, finisher, toner, stand, HDD, fax kit	Valuation, quantity and set-classification issues.	Separate non-standard accessories where appropriate.

Suggested goods description:
Multifunction monochrome/multicolour laser photocopier, print–copy–scan [fax if fitted], network-capable, … ppm A4, maximum paper size …, model …, voltage …, new 100%, manufacturer …; adjusted to the actual shipment.

HS CODE – DUTIES – C/O

HS classification depends on functions, connectivity and imaging technology. The codes below are references and do not replace model-specific classification.

HS reference	Application condition	Misclassification risk	Documents
8443.31.11	Colour inkjet print-copy multifunction machine, ADP/network capable.	Confusion with laser or single-function equipment.	Catalogue and print engine.
8443.31.21	Colour laser print-copy multifunction machine, ADP/network capable.	Colour/monochrome mismatch.	Datasheet and colour capability.
8443.31.31	Colour combined print-copy-fax machine.	Missing fax/scan function in description.	Function matrix and options.
8443.31.91	Colour combined print-copy-scan-fax machine.	Commercial configuration differs from catalogue.	Model-specific catalogue.
8443.31.19 / .29 / .39 / .99	Monochrome or other multifunction variants, depending on technology and configuration.	Using colour codes for monochrome models or vice versa.	Functions, technology and connectivity.
8443.39.10	Direct-process electrostatic copier; printing policy applies when the managed multicolour description is met.	Wrong direct/indirect process.	Technical principle.
8443.39.20	Indirect-process electrostatic copier.	Duty and technology may differ from adjacent codes.	Imaging process documentation.
8443.39.30	Other copier incorporating an optical system.	Insufficient evidence of optical system.	Diagram and service manual.

Import duty, VAT and C/O

Many 8443.31 multifunction codes are commonly reviewed at 0% MFN, but the rate must be confirmed against the tariff effective on the declaration date and the final 8-digit code.
Rates within 8443.39 may differ by detailed code; do not apply one copier rate to all machines.
8% VAT applies only where the model and declaration date meet the reduction policy through 31 December 2026; otherwise apply the rate under current VAT law.
A valid C/O may provide special preferential duty where relevant and supports origin evidence; form, origin criterion, description and HS must match.
Review licence/software fees, extended warranties, optional accessories and indirect payments for customs valuation.

SECTOR-SPECIFIC POLICY MATRIX

The following matrix separates the main operational scenarios. The key test is the combination of the exact 8-digit HS code and the multicolour technical description in the printing list.

Scenario	Potential policy	Documents	Authority/portal	Timing	Risk note
New monochrome machine	Normal customs procedure; review HS, duties, goods label and radio functions. Do not automatically apply the multicolour printing declaration.	Catalogue, invoice, label, HS memo.	Customs and other authority if triggered.	Before ETA.	Prove monochrome capability.
New multicolour copier	Printing-equipment import declaration if the exact code/description is listed.	Form 04 and technical documents.	Publication, Printing and Distribution Authority via National Single Window.	Before import.	Published processing: 3 working days, no fee.
Colour MFP	Printing declaration where listed; separate use registration after import.	Function catalogue, HS analysis, declaration.	National Single Window and competent provincial authority.	Before import and before use.	Two separate obligations.
Used multicolour machine	Declaration plus maximum equipment age of 3 years.	Year, serials, nameplate, condition evidence.	Printing authority and Customs.	Before purchase/shipment.	Refurbished is used.
Used monochrome machine	Separate review under used-machinery, foreign-trade and purpose rules; the 3-year colour-equipment rule is not automatically applied.	Age, condition, technology, purpose.	Customs/relevant authority.	Before contract.	Do not assume admissibility.
Colour-machine use registration	Registration before operating a colour copier or colour-copy MFP.	Application and purchase/import/lease evidence required by the current procedure.	Competent provincial authority/Public Service Portal.	Before use.	Verify the current receiving body locally.
Photocopy service business	Operation declaration for the photocopy service establishment.	Establishment declaration.	Local authority/Public Service Portal.	Before operation.	Separate from colour-machine registration.
Wi-Fi/Bluetooth model	Review radio/QCVN rules by module and parameters.	RF spec, module ID, bands, EIRP, report.	Radio/quality authority if triggered.	Before shipment.	Reports must match the actual module.
Energy label in 2026	Voluntary energy labelling for photocopiers.	Energy performance file if voluntarily applied.	Ministry of Industry and Trade system.	Before marketing if used.	Separate from mandatory goods labels.
Sample/warranty/project/EPE	Customs regime may differ but product policy is not automatically exempt.	Purpose, RMA, project/EPE file.	Customs and sector authority.	Before ETA.	Define domestic sale or re-export.

Additional control: Modern copiers often include LAN, Wi-Fi, storage and scan-to-email functions. Printing-sector confirmation does not replace radio, data-security or goods-labelling obligations that may apply to the actual model.

RELATED LEGAL INSTRUMENTS TO REVIEW

Legal area	Instrument	Role	Key point	Review note
Printing activities	Decree 60/2014/ND-CP, amended by Decrees 25/2018 and 72/2022/ND-CP	Import declaration, equipment age, use and photocopy services.	Decree 72 introduced declaration and age criteria.	Use consolidated/current text.
Printing HS list	Circular 11/2024/TT-BTTTT amending Circular 22/2018	Identifies the 8-digit codes/descriptions subject to declaration.	Only listed and described goods are covered.	Effective 7 November 2024; check replacement.
Administrative procedures	National Public Service Portal procedure publications	Documents, authority, processing time and filing channel.	Import declaration 3 days; use registration 5 days; service declaration 5 days.	Local authority names may change.
Tariff	Decree 26/2023/ND-CP and amendments	MFN import duties.	Confirm final 8-digit code and date.	Do not use an outdated tariff.
VAT	Resolution 204/2025/QH15, Decree 174/2025/ND-CP and current VAT law	VAT reduction through 31 December 2026.	Review excluded groups.	Do not assume 8% outside scope.
Goods labelling	Decree 43/2017/ND-CP amended by Decree 111/2021/ND-CP	Original and Vietnamese supplementary labels.	Name, model, origin, manufacturer and required specifications.	Approve artwork and actual photos.
Energy labelling	Circular 52/2025/TT-BCT	Energy-labelling roadmap.	Photocopiers are voluntary in 2026.	Review future changes.
Used machinery	Decision 18/2019/QD-TTg, Decision 28/2022 and sector rules	Used-machinery framework where applicable.	Multicolour equipment has a sector-specific 3-year criterion.	Identify the priority sector rule.
Customs	Customs Law, Decrees 08/2015 and 59/2018, Circular 38/2015 and amendments	Declaration, inspection and post-clearance audit.	Description, HS, model, serial, value and origin.	Use current consolidated text.

This is a review map. Effective status, receiving authority and tariff must be reconfirmed on the shipment date.

VIEW / DOWNLOAD ORIGINAL LEGAL SOURCES

The links below lead to official legal sources and published administrative procedures.

Decree 72/2022/NĐ-CP – sửa đổi quản lý hoạt động in Circular 11/2024/TT-BTTTT – danh mục HS thiết bị in Declaration: nhập khẩu thiết bị in – Cổng DVCQG Registration: sử dụng máy photocopy màu – Cổng DVCQG Declaration: cơ sở dịch vụ photocopy – Cổng DVCQG Circular 52/2025/TT-BCT – dán nhãn năng lượng Decree 26/2023/NĐ-CP – biểu thuế MFN Decree 174/2025/NĐ-CP – giảm VAT Decree 111/2021/NĐ-CP – nhãn hàng hóa Decision 18/2019/QĐ-TTg – máy móc đã qua sử dụng

Businesses should cross-check the official legal portal or the issuing authority’s website before application.

CUSTOMS CLEARANCE DOCUMENT SET

Control a model-specific file. Do not rely on a general marketing catalogue covering models with different functions.

Document group	Required documents	Used for	Owner	Common error	Pre-ETA check
Commercial	Invoice, Packing List, Contract/PO, B/L or AWB	Customs and value	Supplier, Procurement, Docs	Generic description, wrong model/quantity.	Match each line to model list.
Origin	C/O and origin evidence where applicable	Duty and audit	Supplier, Importer	Wrong form, criterion, invoice, HS or description.	Approve draft before issuance.
Technical	Model catalogue, datasheet, manual, technology diagram	HS and printing policy	Supplier, Technical, Compliance	Combined marketing brochure, no colour/speed detail.	Require functions, technology, ppm and format.
Printing declaration	Form 04 and technical documents	Import declaration confirmation	Importer/Compliance	Late filing or model mismatch.	File before ETA and retain confirmation.
Used equipment	Manufacturing year, serials, nameplate photos, condition statement	Age/condition proof	Supplier, Importer	Cannot prove 3-year limit for colour machines.	Check every serial and year.
Use registration	Application and import/purchase/lease evidence	Before colour-machine operation	User, Legal, Admin	Import confirmation obtained but no use registration.	Plan post-clearance timeline.
Service establishment	Photocopy-service operation declaration	Before service business	Business owner/Admin	Obligation identified after import.	Confirm business model early.
Labels	Original label photos and Vietnamese label draft	Market circulation	Supplier, Marketing, Compliance	Model/origin/spec mismatch.	Approve before shipment.
Radio/energy	RF documents; energy file if voluntary label is used	Additional procedures	Supplier, Compliance	Wrong module/model report.	Map model–module–report.

100% matching rule: Goods description, colour, functions, technology, speed, paper size, model, serial, manufacturing year, origin, quantity and accessories must match across commercial, transport, origin, technical, printing-declaration, label and customs documents.

DECISION POINTS THAT MAY HOLD THE SHIPMENT

Decision point	Question	Evidence	Consequence	Recommendation
Monochrome or multicolour?	Can the machine copy/print in multiple colours?	Catalogue, menus, sample output	Wrong printing policy and use registration.	Confirm with manufacturer documents.
Single or multifunction?	Does it print, scan, fax and connect to a network?	Function matrix and manual	Wrong 8443.31/8443.39 code.	List all functions on invoice.
8-digit HS?	Inkjet, laser, direct/indirect electrostatic or optical?	Technical principle	Wrong duty and list coverage.	Prepare model-level HS memo.
Printing list coverage?	Do both HS and multicolour description match Circular 11?	List and HS memo	Missing import declaration.	Test code and description together.
Equipment age?	New, used or refurbished; manufacturing year?	Nameplate, serial, supplier statement	Age or used-equipment non-compliance.	Verify before deposit.
Intended use?	Internal, printing establishment, equipment trading or photocopy service?	Business documents	Missing use/service filing.	Plan post-clearance obligations.
C/O and duty?	Does C/O match description and HS?	Draft C/O, invoice, memo	Preference denied.	Pre-approve C/O.
Labels and serials?	Do actual model/year/serials match the file?	Photos and serial list	Inspection and amendment.	Use one master serial list.

PRACTICAL END-TO-END PROCESS

Start before purchase or at least before transport documents are issued, not after arrival.

Technical and use review

Identify colour, functions, technology, speed and paper size.
Confirm new/used status and intended operation.
Create model and serial list.

Lock HS, tax and policy

Prepare 8-digit HS analysis.
Check both the printing-equipment code and managed description.
Review VAT, C/O, labels, used equipment, Wi-Fi and energy.

Complete sector declaration where required

File Form 04 and technical documents through the National Single Window.
Respond to queries before ETA.
For used multicolour machines, prove age not over 3 years.

Freeze documents and declare customs

Approve Invoice, Packing List, B/L/AWB, C/O, catalogue and serial list.
Declare functions, technology, colour, model, year and condition.
Prepare explanations for Yellow/Red channel.

Clear, deliver and label

Support physical inspection and serial/nameplate checks.
Pay duties, release goods and complete Vietnamese labels.
Archive declaration confirmation by shipment.

Register use and operate

Register colour equipment before use.
File photocopy-service establishment declaration if applicable.
Maintain equipment, transfer and audit records.

PRE-ETA RISK CONTROL CHECKLIST

Risk	Consequence	Pre-ETA control	Evidence
Generic “photocopier” description	Insufficient HS/policy basis.	Describe colour, technology, functions, speed and size.	Invoice, catalogue.
Colour machine treated as monochrome	Missing printing declaration/use registration.	Confirm colour capability.	Catalogue and menu.
Code checked without list description	Wrong sector procedure.	Check 8-digit code and description together.	Circular 11 and HS memo.
Refurbished declared as new	Used-equipment violation risk.	Check serial history and year plate.	Condition statement.
Used colour machine over 3 years	Fails sector age criterion.	Verify year before payment/shipment.	Nameplate/manufacturer letter.
Model mismatch	Shipment held or documents amended.	Use one master model/serial list.	All documents.
Declaration filed after ETA	Delay and storage/DEM/DET.	File with sufficient lead time.	Timeline and NSW file.
No use/service registration	Cleared equipment but unlawful operation.	Post-clearance compliance checklist.	Registration and service filing.
Automatic 8% VAT assumption	Tax error.	Check excluded lists and date.	HS and VAT instruments.

FREQUENTLY ASKED QUESTIONS

Does a photocopier require an import licence?

The current mechanism for listed printing equipment is an import declaration rather than the former licence terminology. Whether it is required depends on the exact 8-digit HS code and managed technical description.

Must a monochrome copier be declared as printing equipment?

Not automatically. Circular 11 focuses on listed multicolour copiers and printers with multicolour copying functions. The importer must prove the machine is monochrome and review the actual code/description.

What must be done before importing a colour copier?

Where listed, file Form 04 and technical documents through the National Single Window to obtain import-declaration confirmation.

How long does the declaration take?

The published procedure states 3 working days from a complete valid file, with no fee.

How old may a used colour copier be?

A used multicolour copier or printer with multicolour copying under heading 84.43 must not exceed 3 years of age.

Is refurbished equipment considered new?

No. Refurbished, renewed and open-box goods must be assessed according to actual use and condition.

Is colour-equipment use registration required after clearance?

Yes. Registration is required before using a colour copier or printer with colour-copy functions.

Does a photocopy shop need a separate licence?

A photocopy service establishment must file an operation declaration under the local procedure. This is separate from import and colour-machine use registration.

Is energy labelling mandatory in 2026?

No under the current roadmap; energy labelling for photocopiers is voluntary in 2026. Mandatory goods labelling remains separate.

What is a common code for a colour laser MFP?

8443.31.21 is commonly reviewed for a colour laser print-copy network-capable machine; added fax/scan or other configurations may use another detailed code.

Does Wi-Fi trigger another procedure?

Potentially. Review the actual module, bands, power and applicable QCVN. Printing declaration confirmation does not replace radio compliance.

Is C/O useful if MFN is 0%?

It may still support contractual, project, origin and audit needs. If used, all data must match.

Are samples or warranty replacements exempt?

Not automatically. Customs regimes may differ, but product policy must still be reviewed by model and intended disposition.

TGIMEX IMPLEMENTATION SOLUTIONS

This is a general operating framework. A shipment-specific conclusion requires the catalogue, model, technology, colour functions, speed, paper size, manufacturing year, serials, origin and intended use.

Pre-ETA legal review

HS, duties, C/O, printing list, used-equipment age, use registration, labels and photocopy-service obligations.

Compliance document control

Invoice, Packing List, B/L/AWB, C/O, catalogue, Form 04, model/serial list, nameplate and labels.

End-to-end logistics and customs

Overseas coordination, transport, National Single Window, customs declaration, inspection, release and inland delivery.

Post-clearance operation

Use registration, service filing, shipment records and audit preparation.

For multicolour or used photocopiers, businesses should not wait until arrival to determine policy. TGIMEX supports pre-shipment control of timeline, cost and compliance risk.

Operational reference for importers, logistics, procurement, legal, compliance and operations teams. It does not replace official classification, authority decisions or legal advice for a specific shipment.

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