Tiếng Việt
中文 (中国)
QT.MP.01.03: DAV PROCEDURE FOR RECEIVING AND PROCESSING IMPORTED COSMETIC PRODUCT NOTIFICATION DOSSIERS
QT.MP.01.03 is a DAV standard operating procedure for the receipt and processing of imported cosmetic product notification dossiers. For current implementation, businesses should note that DAV materials indicate QT.MP.01.04 as the online procedure replacing QT.MP.01.03. This article places the regulation in the practical context of import-export operations, clarifying its scope, affected parties, and the checks required before it is relied on for a shipment dossier. Before implementation, businesses should verify the effective date, amendments, and relevant official guidance applicable to the transaction, while retaining the source and document version used for later explanation or audit.
QUICK SUMMARY
Administrative workflow for handling imported cosmetic notification dossiers at DAV.
DAV pages show the procedure on 13 April 2015 and under the ISO reform section on 03 July 2018.
QT.MP.01.04 should be checked as the online replacement procedure.
Reference note: This English version is for operational reference only and is not an official legal translation.
DOCUMENT / PROCEDURE INFORMATION
| Field | Information |
|---|---|
| Procedure title | Receipt and processing of imported cosmetic product notification dossiers |
| Code | QT.MP.01.03 |
| Issuing/publishing source | Drug Administration of Vietnam – Ministry of Health |
| Publication reference | DAV public pages dated 13/04/2015 and 03/07/2018 |
| Document type | Administrative standard operating procedure / ISO quality-management procedure |
| Operational scope | Receipt, assignment, review and processing of imported cosmetic notification dossiers |
| Current status note | DAV materials state that QT.MP.01.04 replaces QT.MP.01.03 for online imported cosmetic notifications |
| Affected businesses | Cosmetic importers, brand owners, distributors, regulatory/compliance teams, procurement, forwarders and customs brokers |
KEY POINTS TO NOTE
QT.MP.01.03 helps businesses understand the original administrative logic for imported cosmetic product notification. In current practice, it should be reviewed together with QT.MP.01.04, Circular 06/2011/TT-BYT and subsequent amendments.
| Topic | What to review | Operational implication |
|---|---|---|
| Dossier receipt | The dossier enters DAV’s administrative handling flow. | The applicant should prepare notification data, CFS, authorization and product documentation before circulation. |
| Assignment for review | Dossiers are assigned to relevant officers for review. | Mismatch in product name, manufacturer, CFS or authorization may trigger supplementation requests. |
| Substantive review | The officer may mark the dossier as satisfactory or request amendment/supplementation. | Data should be normalized before submission to avoid delays. |
| Processing result | The applicant receives the notification number or a written/online processing result. | The notification number is a key condition before imported cosmetics are circulated in Viet Nam. |
| Record keeping | DAV/system records are kept, while businesses must retain PIF and import records. | Supports post-market surveillance, customs audits and market control. |
AFFECTED ENTITIES AND PRODUCT GROUPS
| Group | How to identify | Documents to cross-check | Trigger condition |
|---|---|---|---|
| Cosmetic importer | Imported cosmetics intended for circulation in Viet Nam. | Business registration, invoice, packing list, catalogue, label artwork. | The product is placed on the Vietnamese market. |
| Brand owner/distributor | Party authorizing or taking responsibility for placing products on the market. | Authorization letter, CFS, distribution agreement, manufacturer documents. | Legal responsibility for safety, quality, labeling and claims. |
| Imported cosmetic products | Skincare, makeup, haircare, bodycare, fragrances, cosmetic oral-care and personal-care products. | INCI, formula, claims, artwork, MSDS if needed. | Does not automatically cover drugs, foods, medical devices or disinfectants. |
| Logistics and customs parties | Support documentation, customs and import timeline. | B/L, AWB, manifest, HS, C/O, notification documents. | Risks arise when cargo arrives before regulatory readiness. |
IMPACT ON IMPORT AND LOGISTICS OPERATIONS
| Operational stage | Impact | Pre-ETA control point |
|---|---|---|
| Before purchase | Confirm cosmetic classification and whether claims exceed cosmetic scope. | Check INCI, intended use, label, packaging photos and MSDS. |
| Before notification | Notification data must match manufacturer/owner documents. | Check product name, form, manufacturer, country of origin, CFS and authorization. |
| Before ETD/ETA | If immediate market circulation is planned, notification and labeling must be controlled early. | Avoid waiting until cargo arrival to review notification dossiers. |
| Customs declaration | Customs may request supporting documents when product data is inconsistent. | Match item description, HS, value, origin, quantity, labels and notification number if available. |
| Post-clearance circulation | The responsible party must retain PIF, labeling, safety and notification records. | Prepare for post-market surveillance and customs audits. |
BUSINESS DOSSIER CHECKLIST
| File group | Required documents | Use case | Common error | Pre-submission check |
|---|---|---|---|---|
| Corporate profile | Business registration and responsible entity details. | Standing as the notification holder. | Mismatch in name, tax code or address. | Match with platform account and authorization. |
| Notification form | Cosmetic product notification form and product data. | Online or administrative submission. | Incorrect product name/form/manufacturer. | Compare with label, formula, CFS and authorization. |
| Authorization letter | Authorization from manufacturer or product owner. | Authority to notify and place products on the market. | Expired or insufficient scope. | Check validity, scope and legalization if required. |
| CFS | Certificate of Free Sale or equivalent document. | Evidence of lawful circulation in issuing country. | Expired or issued by inappropriate authority. | Check product coverage, issuer, country and legalization. |
| Import documents | Invoice, Packing List, B/L/AWB, C/O, catalogue and label images. | Customs and cross-reference with notification dossier. | Different product names or specifications. | Map by SKU, trade name, capacity and code. |
| Post-notification file | Notification number, PIF, Vietnamese label, safety and claim documents. | Market circulation and post-market control. | PIF or claims not retained. | Create a file by notification number and shipment. |
GLOSSARY
- DAV: Drug Administration of Vietnam.
- QT.MP.01.03: DAV SOP for imported cosmetic notification dossier handling.
- QT.MP.01.04: Online procedure that replaces QT.MP.01.03 according to DAV materials.
- CFS: Certificate of Free Sale.
- PIF: Product Information File used for post-market control.
RELATED DOCUMENTS TO REVIEW
| Document group | Document | Issuing authority | Effective / timing note | Role | Key point | Review note |
|---|---|---|---|---|---|---|
| DAV SOP | QT.MP.01.03 | DAV | Published by DAV | Original SOP reference | RAR attachment on DAV | Check historical dossier handling. |
| Replacement SOP | QT.MP.01.04 | DAV | ISO 9001:2015 online process | Current online procedure reference | Section 7 workflow and section 8 files | Use for online submissions. |
| DAV Decision | Decision issuing 04 SOPs | DAV | Effective from signing date | States replacement of QT.MP.01.03 | Article 1 item 2 | Review the official PDF. |
| Circular | Circular 06/2011/TT-BYT | Ministry of Health | Effective from 01/04/2011 | Core cosmetic management framework | Notification, PIF, safety, labeling | Read with amendments. |
| Amending Circular | Circular 34/2025/TT-BYT | Ministry of Health | Effective from 18/08/2025 | Updates cosmetic management rules | Amended notification requirements | Critical for current dossiers. |
| Consolidated reference | Consolidated cosmetics management text | MOH/DAV | Updated to 2025 | Operational reference | Consolidated rules | Verify with original legal texts. |
| Customs / tax | Tariff, customs valuation and origin rules | MOF/Customs | At declaration date | HS, tax, C/O and customs control | HS/value/origin | Do not finalize without actual product files. |
VIEW / DOWNLOAD ORIGINAL SOURCES
QT.MP.01.03 is published by DAV with a RAR attachment. The buttons below link to the original DAV page, the RAR attachment and current replacement/reference documents.
FULL TEXT / PREVIEW FRAME
QT.MP.01.03 – DAV SOP REFERENCE
The original QT.MP.01.03 file is provided by DAV as a RAR attachment. This article links to the official attachment and embeds the current replacement/reference PDFs for direct review.
Source: Drug Administration of Vietnam. Use this PDF to verify the replacement note.
Source: Drug Administration of Vietnam. Operational reference for online imported cosmetic notification dossiers.
Source: Drug Administration of Vietnam. Use as a reference and verify against original legal texts.
FAQ
1. Is QT.MP.01.03 still the current online procedure?
Businesses should verify the latest DAV version. DAV materials indicate that QT.MP.01.04 replaces QT.MP.01.03 for online imported cosmetic notification dossiers.
2. Why review QT.MP.01.03?
It helps understand historical processing logic and older dossier references before the online replacement procedure.
3. What documents are usually required?
Notification form, CFS, authorization, product data, labeling/artwork and supporting materials under current cosmetics regulations.
4. Can goods be circulated before notification is ready?
Imported cosmetics should not be placed on the market unless the applicable notification and labeling requirements are satisfied.
5. Does the DAV SOP determine HS/tax/C/O?
No. HS, duties, value and origin are handled under customs and tariff rules.
6. What should be retained after notification?
Notification number, PIF, labels, CFS, authorization, import documents and safety/claim evidence.
NEED TO REVIEW IMPORT PROCEDURES OR A SHIPPING PLAN?
Send us the product name, shipping route, current dossier, or implementation request in advance so we can suggest a suitable approach that is practical, focused, and aligned with your shipment.
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