In the rapidly evolving maritime landscape of Vietnam, understanding and effectively navigating seaport administrative procedures has become crucial for businesses operating in the sector. This comprehensive guide provides detailed insights into the current requirements, processes, and best practices for managing seaport administrative procedures in Vietnam.

1. Introduction

Vietnam’s seaport administrative system has undergone significant modernization in recent years, adapting to meet international standards while maintaining strict regulatory oversight. The country’s maritime sector continues to grow, making it essential for stakeholders to understand and properly navigate these procedures.

1.1 Current State of Vietnam’s Seaport Administrative System

As of 2025, Vietnam has implemented a partially digitalized administrative system for seaport operations, combining traditional documentation with modern electronic submission platforms. This hybrid approach aims to streamline processes while maintaining necessary regulatory controls.

1.2 Importance of Understanding Procedures

Proper navigation of administrative procedures is crucial for:

• Ensuring operational compliance
• Minimizing delays and additional costs
• Maintaining positive relationships with regulatory authorities
• Facilitating smooth business operations

2. Procedures for Compliance with Administrative Procedures

2.1 Procedures for Foreign Ships to Enter and Leave Ports

1. Entering the Vietnamese Sea Area (Article 87, 88 of Decree 58/2017/ND-CP):

• Notification of Entry: The ship must notify the Maritime Administration with information such as security declarations and port arrival notifications, with a required time frame from 2 hours to 24 hours before arrival, depending on the type of ship.
• Confirmation of Arrival: If the ship arrives earlier or later than expected or has health issues or death onboard, it must confirm the arrival time and related information with the Maritime Administration.
• Documents Required for Entry: The ship must submit a general declaration, crew list, passenger list, hazardous cargo list, and departure permit.
• Required Documents for Inspection: Include ship registration, safety certificates, crew certificates, and documents related to health, plant and animal quarantine (if applicable).

2. Procedures for Leaving the Port (Article 71, 72 of Decree 58/2017/ND-CP):

• Conditions for Departure: Ships can leave only after meeting safety, environmental protection, and procedural requirements and after being granted a departure permit, except for ships staying under 12 hours, in which case the captain must notify the Maritime Administration.
• Conditions Preventing Departure: Ships cannot depart if their draft exceeds the allowable limit, if the ship tilts more than 6 degrees, or if they fail to meet safety and environmental protection standards.
• Procedures for Departure: Ships must follow the legal procedures for entry, exit, and port departure depending on the type of vessel (commercial, inland waterway, military, etc.).

2.2 Approvals and Permits Related to Maritime Activities

1. Approval for Shipwreck Salvage (Article 75, Decree 58/2017/ND-CP):

Submit documents to the Vietnam Maritime Administration via direct submission, postal service, online public services, or other means.

Documents required include:

• Request letter in the prescribed form (Form 40) for foreign ships to enter the port.
• Copies of documents related to the purpose and duration of the port stay.
• Ship registration and inspection certificates.

Vietnam Maritime Administration Response:

• If the application is incomplete, it will guide the applicant within 2 business days.
• If the application is complete, a response will be provided within 7 business days with either approval or a detailed reason for denial.

2. Approval for Ship Repair, Maintenance, or Other Maritime Activities (Article 113, Decree 58/2017/ND-CP):

Submit documents to the Maritime Administration via postal service or directly, including:

• Request letter in the prescribed form (Form 35).
• Copy of fire prevention and protection plan.
• The Maritime Administration will respond within 2 business days, providing a reason if the request is denied.

2.3 Management and Supervision of Activities in Port Waters

1. Safety Management:

S1 – Submit Documents: The business prepares one set of documents according to regulations and submits them via direct delivery, postal service, or online public service to the Vietnam Register’s Quality Management and Safety Certification Center.

S2 – Document Inspection:

• If incomplete, the business will be guided to supplement the documents immediately (for direct/online submissions) or within 2 business days (for postal submissions).
• If complete, the licensing authority will schedule an evaluation time within 7 business days.

S3 – Evaluation and Certification:

• If compliant, a certificate of conformity (DOC) will be issued or confirmed within 1 business day after evaluation.
• If non-compliant, written notification will be issued.

S4 – Receive Results: The business receives the certificate directly, by postal service, online public services, or another suitable form.

Processing Time: 1 business day after evaluation completion.

The necessary main permits for port activities can be further referred to at Maritime Safety Compliance in Vietnamese Ports 

1. Approval for Activities in Port Waters (Articles 18, 21, 62 of Decree 58/2017/ND-CP):

Procedure for Submitting Documents: 

• Submit a request letter to the Maritime Administration.
• Procedure for Processing Documents: The Maritime Administration will respond within 4 hours of receiving the request, providing reasons if the request is denied.

Method of Submission: Submit documents directly or via postal service.

Required Documents and Number of Copies:

• Documents: Request letter in the prescribed form.
• Number of Copies: 1 set.
• Processing Time: No more than 4 hours.

3. Common Challenges and Solutions

3.1 Typical Obstacles

Common challenges faced by operators include:

• Documentation inconsistencies: Lack of standardized document management can lead to errors and data loss.
• Language barrier issues: Multinational work environments may suffer from miscommunication due to language differences.
• Regulatory interpretation differences: Complex and constantly changing legal frameworks can lead to inconsistent understanding and compliance issues.
• Processing delays: Inefficient workflows can cause delays, impacting service quality and customer satisfaction.

3.2 Best Practices

To ensure smooth administrative processing:

• Maintain updated documentation databases: Ensuring accurate and accessible records reduces errors and enhances efficiency.
• Establish relationships with relevant authorities: Strong connections with regulatory bodies help businesses stay informed and compliant.
• Implement internal compliance checking systems: Regular internal reviews enhance operational transparency and minimize compliance risks.
• Regular staff training on procedures: Ongoing training ensures staff remain knowledgeable and adhere to updated procedures.

4. Compliance Checks and Contact Information

4.1 Compliance Checklist

• Regular audit of administrative procedure
• Update documentation as per new regulations
• Staff training on updated procedures
• Periodic compliance review

4.2 Contact Information and Resources

For additional support and information:

Vietnam Maritime Administration: 

• Address: 8 Pham Hung, Mai Dịch, Cau Giay, Hanoi. 
• Phone: (+84) 24 3768 3065. 
• Email: cuchhvn@vinamarine.gov.vn

Port Authority Offices: Ho Chi Minh City Maritime Administration

• 157 Nguyen Tat Thanh, District 4, Ho Chi Minh City. 
• Phone: (+84) 28 3940 4151. 
• Email: vinamarine.hcm@vinamarine.gov.vn
• Customs Department: Refer to the General Department of Vietnam Customs website for regional contact details.

Note: Maintaining up-to-date administrative procedures and proper documentation is essential for successful seaport operations in Vietnam. To ensure ongoing compliance, regular consultation with authorities and professional advisors at Harley Miller Law Firm is recommended.

Note: 

• The content of this article is for informational purposes only and should not be considered as official legal advice. 
• The information provided in the article is based on the laws in effect at the time of publication and may change according to any amendments or updates to the law.

For detailed legal advice, don’t hesitate to contact Harley Miller Law Firm

• Website: luatminhnguyen.com or hmlf.vn
• Hotline: + 84 9372 15585 
• Email: info@luatminhnguyen.com