📄 Why is it necessary to prepare all necessary procedures and documents?
When transporting goods from North to South, especially on long routes passing through many provinces and cities, trucks may be inspected by traffic police, traffic inspectors, customs or market management. If you cannot present complete documents, you may face:
Administrative fines of several million VND
Goods are temporarily detained or required to turn back
Delayed delivery, causing damage to the contract
Loss of reputation with customers or partners
Carefully preparing transportation procedures is not only to comply with the law, but also to protect your legal rights in all situations.
📌 Necessary documents when transporting goods from North to South
1. Value-added tax invoice (or warehouse receipt)
This is the most important document to prove the origin of the goods. If the goods belong to the enterprise, it is required to have a valid red invoice or electronic invoice attached.
If transporting goods internally between branches, you can use a warehouse delivery note and internal transport
If it is a sample goods, you need a sample warehouse delivery note
For retail goods and personal goods, there should be a goods declaration with a signature of confirmation
2. Packing list
The list helps to describe in detail the types of goods being transported, quantity, weight and unit of measurement. Helps to compare when checking or when delivering and receiving.
3. Transportation contract (if any)
For orders of large value or sent through full-package transportation units. This document helps to bind the responsibilities between the two parties, serving as a legal basis when disputes arise.
4. Vehicle dispatch order / delivery receipt
For businesses with their own fleet or renting vehicles from outside, the vehicle dispatch order and delivery receipt will clearly identify the time, delivery and receipt points and the status of the goods.
5. Driver's identification documents and vehicle documents
For vehicle operators, the following are required:
A suitable class driver's license
Vehicle registration certificate (vehicle registration)
Vehicle inspection certificate (certificate of technical safety & environmental protection)
Civil liability insurance certificate
Citizen identification card
6. Quarantine certificate (if the goods are subject to control)
For items such as agricultural products, fresh food, animals, a quarantine certificate from a competent authority is required.
7. Special circulation permit (for oversized, overweight goods)
If transporting oversized, overloaded goods (such as construction machinery, large containers), a special circulation permit must be obtained from the Department of Transport or the Ministry of Transport.
🚚 Who is responsible for preparing the documents?
Shipper (customer): Prepare invoices, lists, warehouse delivery notes, quarantine papers (if necessary)
Transport unit: Prepare transportation contracts, vehicle dispatch orders, vehicle documents, insurance and delivery and receipt records
Driver: Responsible for bringing all vehicle documents, ID card, driver's license and supporting presentation when inspected
💡 Note: You should discuss clearly with the transport unit from the beginning to determine who prepares which documents, avoiding confusion and omissions.
⚠️ Common mistakes when doing procedures for transporting goods from North to South
No invoice or incorrect information declaration
Not bringing a valid copy (red stamp or electronic invoice QR code)
Using the warehouse receipt for the wrong purpose (eg: goods sold but using an internal receipt)
No quarantine certificate for food goods
Driver forgets to bring vehicle registration or insurance certificate
✅ Tips to help you avoid missing documents when transporting
Make a checklist before each transport
Save soft copies of all documents on your phone or Google Drive in case of loss
Work with an experienced transport unit - they often advise very clearly on the paperwork
For high-value goods, you should make a transport contract with insurance terms
For small individuals, you can ask the transport party to help prepare a standard list
🧾 Conclusion
Preparing all procedures and documents when transporting goods from North to South not only helps you comply with comply with the law, but also avoid a series of unnecessary risks. Always proactively coordinate with the carrier, check carefully before loading the goods to ensure everything is in accordance with the process.
