COSMETIC DECLARATION AND 7 MUST-KNOW INFORMATION!
Not only functional foods but also cosmetics must be declared. According to Article 68 of Decree 117/ND-CP (dated September 28, 2020), products circulating without declaring cosmetics will be fined from 20 to 30 million VND.
For businesses that want to produce and trade domestic or imported cosmetics, it is imperative to grasp the 7 important information below!
I. Authority to grant cosmetic declaration license
Similar to Functional Foods, cosmetic declaration is the process by which the product owner must carry out the necessary procedures to circulate cosmetics in Vietnam at competent authorities. Specifically:
IMPORTED COSMETICS
Submit cosmetic dossier to the Department of Drug Administration (Ministry of Health)
DOMESTIC PRODUCTS
Submit application to the Department of Health where the factory is located.
SPECIAL CASES
It is necessary to follow the regulations announced by the Economic Zone Management Board. For example, Moc Bai Border Gate Economic Zone (Tay Ninh Province), Lao Bao Special Economic - Commercial Zone (Quang Tri).
Note: Products manufactured and packaged from imported semi-finished products are considered domestically produced products.
II. List of conditions for cosmetic product declaration
The State also provides specific regulations for products and for the unit conducting the declaration to be eligible to declare the product as follows:
The unit conducting the declaration must have the business line "Trading (wholesale, retail of cosmetics), Import and export of cosmetics".
The declared cosmetic products must be on the list of cosmetic products licensed for declaration according to the provisions of law.
There must be a certificate of free circulation of the product in the country of manufacture and a letter of authorization from the manufacturer for the distributor in Vietnam to make the announcement on behalf.
III. Completing cosmetic declaration procedures
To successfully declare cosmetics, the declaring unit needs to build and complete a complete set of documents and then send them to the competent authorities that NanoFrance mentioned at the beginning of the article.
The dossier for declaring the circulation of domestically produced cosmetics includes:
(1) Cosmetic declaration form according to the form of the licensing authority
(2) Certified copy of the business registration certificate of the manufacturer or authorized distributor.
(3) Original or copy of the Manufacturer's Authorization Letter to the distributor authorized to make the announcement on behalf of the Manufacturer.
(4) Test report and published formula of cosmetics.
(5) Cosmetic quality standards and testing methods.
(6) Test certificate
(7) Product label
(8) Technical data or clinical data to demonstrate the special uses of the product (if any).
IV. Procedures for granting the latest cosmetic product declaration receipt number
4-step process to apply for cosmetic declaration:
Step 1 – Prepare a set of documents
Step 2 – Submit application (Directly for domestically produced cosmetics & Online for imported cosmetics).
Step 3 – Review and evaluate documents
Step 4 – Issue a Cosmetic Declaration receipt number when the application is valid.
Note: If the dossier does not meet the regulations, within 5 working days (from the date of receipt of the dossier), the receiving agency will notify in writing the organization or individual announcing the unmet contents for revision.
V. Time of announcement - Validity of cosmetic announcement form
1. How long does it take to declare cosmetics?
According to regulations, the time for receiving dossiers and issuing cosmetic declaration numbers from the date the dossier is submitted and accepted as valid is 03 working days. In reality, this time is often longer, specifically:
- For domestically produced products: 10-15 working days.
- For imported cosmetic products: 20-25 working days.
2. Validity of the declaration number on the product declaration form
The validity period of the declaration number is 5 years (from the date of issuance of the declaration number for cosmetic products. After this period, to continue circulating the product, the owner must carry out the procedure of re-declaring the cosmetic for circulation.
VI. What is the publication number? Update the latest way to look up the publication number
You must have heard of the concept of “number”, “announcement number”… So what is the nature of “number” here? The number of cosmetic declaration receipt issued by the competent state management agency when approving the product declaration dossier. In short, “number” is the final result that the enterprise receives when successfully applying for product declaration.
How to look up publication number
After submitting your application, your product information will be stored at the Drug Administration or the Provincial Department of Health. You can look up the application status and announcement number by following these steps:
Step 1: Access https://vnsw.gov.vn/
Step 2: Log in to the account used to publish your company's cosmetic products. If you do not have an account, you need to create a new account.
Step 3: Click on the menu “Ministry of Health” and select “Cosmetic declaration”. The screen will display your profile history.
Step 4: Select the product you want to check and select “Download” at the end of the announcement to download the announcement.
VII. Common problems when declaring cosmetic products
Non-professional individuals often encounter the following three major problems when announcing cosmetic products:
1. Incorrect preparation, missing cosmetic declaration documents
This is one of the relatively common errors that requires multiple edits to the documents, resulting in a much longer time to “issue the number”. For those who do not have experience or a deep understanding of laws and regulations, errors in the document completion process occur quite often.
2. Failure to identify the correct competent authority to submit the application
As mentioned at the beginning of the article, there are currently 3 competent authorities responsible for processing the dossier: Department of Drug Administration of the Ministry of Health, Department of Health, Economic Zone Management Board. For each product line and specific production area, the person in charge of submitting the dossier must identify the correct competent authority.
3. Not knowing the latest regulations
In general, the process and types of documents in the product registration dossier will not change too much. However, the accompanying information and specific details in each type of document may change at a certain time. In particular, the government is gradually tightening product management, so changes are inevitable!
Knowing the latest updates will help you save time, effort, and money, especially without affecting your business!
VIII. Cosmetic product declaration is difficult - NanoFrance takes care of it!
No experience, no expertise, little understanding… that’s why you need a unit to support you in completing the cosmetic declaration procedures. NanoFrance is confident that we will become your leading partner, providing you with the best quality service!
- Provide free consultation to customers on legal issues related to the latest cosmetic announcements.
- Guide customers to prepare documents and files
- Review and evaluate existing documents and propose solutions to complete missing documents.
- Support customers directly to complete the profile from AZ.
- Closely monitor the application process and promptly resolve any issues that arise.
- Get final results and return the voucher to the customer.
We commit to: Complete legal procedures quickly - Accurately - Save costs - Support 24/7.
For detailed advice on cosmetic declaration services, don't forget to contact the hotline or leave your contact information here!
