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CFS, GMP and Test Reports: Documents Foreign Brands Need for Vietnam
Most delays in registering supplements and cosmetics in Vietnam come from documents rather than products. A Certificate of Free Sale issued by the wrong body, a test report that is too old or a missing translation can send a dossier back for amendment. This guide explains the main documents, what they must show and how to prepare them, based on our practice as an importer. It is general information, not legal advice.
Which documents for which product
| Document | Health supplements | Cosmetics |
|---|---|---|
| Certificate of Free Sale (CFS) | Required | Required in most cases |
| GMP certificate of the factory | Required | Kept in the Product Information File |
| Test report | Required, issued within 12 months | Not filed; safety data kept in the PIF |
| Letter of authorisation | Required | Required |
| Formula and specifications | Required | Full formula with INCI names |
Certificate of Free Sale (CFS)
A CFS confirms that the product is legally sold in the country where it is made or released. It must be issued by a competent authority or authorised body in that country and must identify the product and the manufacturer exactly as in your dossier. For use in Vietnam, a CFS usually needs consular legalisation, followed by a certified Vietnamese translation.
- Check that product names and manufacturer details match your labels and invoices.
- Ask for one CFS that lists all products you plan to register, where the issuing body allows it.
- Keep an eye on any expiry date shown on the certificate.
GMP certificate
Imported health supplements must be manufactured in a factory that meets Good Manufacturing Practice, and the GMP certificate (or an equivalent certificate) is part of the registration dossier. For cosmetics, the manufacturer should follow ASEAN cosmetic GMP or an equivalent standard, and evidence is kept in the Product Information File.
Test reports
For health supplements, the dossier needs a test report for the product issued within the last 12 months by a laboratory that is accredited or designated. The report should cover the safety criteria that apply to the product and the main quality indicators you declare. If your current report is older or incomplete, testing can be done in Vietnam.
Letter of authorisation
The brand owner or manufacturer authorises the Vietnamese company to register and import the product. It should name both parties, the products and the scope and period of the authorisation, and is usually legalised in the same way as the CFS.
Translations and legalisation
All documents must be in Vietnamese or come with a certified Vietnamese translation. Plan legalisation and translation early: it often takes longer than preparing the documents themselves.
Common reasons for rejection
- Product or manufacturer names that differ between the CFS, label and dossier.
- Test reports older than 12 months or missing required criteria.
- Unlegalised or untranslated foreign documents.
- Claims in the dossier that go beyond what the evidence supports.
How Hoang Bao Minh Vietnam can help
We check your documents before anything is filed and tell you exactly what is missing. See our supplement registration service and cosmetic notification service, or read the full guides to supplement registration and cosmetic notification.
Frequently asked questions
Can a CFS from a third country be used?
The CFS should come from the country where the product is made or legally released for sale. If production and release happen in different countries, check with us which certificate fits your case.
Can testing be done in Vietnam?
Yes. If your existing report is too old or incomplete, samples can be tested at an accredited laboratory in Vietnam.
Last reviewed: November 2026. This article is general information, not legal advice.
