Comprehensive guide to mooncake shipping from Vietnam

In Vietnam, the Mid-Autumn Festival involves the tradition of presenting fruits and mooncakes to ancestors as part of the celebration.

Beyond this cultural aspect, according to Vietnam +, the Vietnamese mooncake market is continuously evolving. For instance, local confectionery companies and bakeries, aiming to capture and retain consumer interest, have expanded their offerings to include trendy flavors, adapting to modern market trends. And to capitalize on expanding market opportunities, they have also turned to online sales channels, such as social media, dedicated websites, and e-commerce platforms like Meta, Shopee, and Zalo, to further facilitate sales.

This strategy, however, is not just limited to domestic markets but also targets international ones so as to remain competitive in such a challenging space. 

If you're a business that aims to capitalize on the global demand for mooncakes or an individual who wants to share this tradition with loved ones overseas, understanding international shipping and customs regulations of such perishable goods is key. This is especially important given that almost every country has its own set of regulations, some even prohibiting the importation of certain commodities entirely.

Consider this step-by-step guide when shipping mooncakes during the Mid-Autumn Festival:

1. Check the shipping requirements for mooncakes in the destination country

Traditional mooncakes tend to include ingredients like flour, egg yolks, sugar, and fillings like red bean or lotus seed paste. 

However, many countries, recognizing the potential biosecurity risks, have enforced stringent regulations on the importation of perishable food products, particularly during festive seasons when items like mooncakes are popular. These regulations are in place to mitigate the risk of introducing pests and diseases that could be detrimental to local ecosystems and agriculture.

Therefore, if you are planning to ship mooncakes internationally from Vietnam, it is critical to conduct thorough research on the specific import laws and food safety and biosecurity regulations applicable to mooncakes in your target country to mitigate the risk of shipment rejection.

Here is a summary of the shipping requirements for mooncakes to key destinations, which highlights the need for specific certifications or permits when exporting from Vietnam:

Vietnam's export regulations

Aside from knowing the import regulations of the countries you are shipping to, you must also ensure compliance with Vietnam's export regulations as well.

Exporting mooncakes from Vietnam involves meticulous adherence to local export regulations to ensure compliance with international standards. Exporters are required to prepare a comprehensive dossier of documents for submission to the customs authorities. This dossier must include:

• Business registration certificate: Proof of the company’s legal establishment and operation.
• Export business code registration certificate: Validates the business's eligibility for international trade.
• Electronic Export Customs Declaration (E-Form HQ/2015/XK): A mandatory document for all exports.
• Bill of Lading: Documents the receipt of cargo for shipment.
• Contract: A formal agreement detailing the sale between buyer and seller.
• Certificate of Origin: Certifies the country in which the goods were manufactured.
• Commercial invoice: Details the price, quantity, and type of goods sold.
• Customs export declaration form: Required for customs clearance.
• Export permit: Necessary for goods that need explicit permission to be exported.
• Technical standard/health certificate: Ensures the goods meet specific health and safety standards.
• Packing list: Specifies the contents of the shipment.

Additionally, for any uncertainties or specific logistical needs, it is highly recommended to consult with logistics experts such as DHL Express. 

With our experience on how to export and ship food products internationally, our team will be able to provide the necessary support in navigating the complexities of global trade, ensuring that your mooncakes reach their international destinations efficiently and compliantly.

2. Necessary documents for shipping mooncakes

Apart from country-specific import licenses, you will need an air waybill (AWB).

The AWB is a fundamental document required for the international shipping of goods, including mooncakes, via air courier services. The AWB serves as a legally binding contract that details the agreement and terms of carriage between the sender and the carrier. It is crucial for ensuring that the shipment is processed for customs clearance smoothly and reaches its destination efficiently.

The AWB must include the following:

• Shipper's and receiver's contact information and addresses
• Shipment details such as weight, dimensions, and a precise description of the contents
• Unique barcode for tracking, the origin airport code, and the destination airport code
• Payer account number

Attaching the AWB to your shipment

• Visibility and placement: Attach the AWB on top of the box to maintain the parcel's upright position and ensure it is fully visible on one surface without covering seams, edges, or closures.
• Clear from obstructions: Ensure the AWB does not overlap with other labels, tape, or paperwork to keep the barcode clear for scanning.
• Internal copy: For added security, place a spare label inside the package to help identify your shipment if the external label is lost or damaged.

3. Ensuring the shelf life of your mooncakes

When exporting mooncakes internationally from Vietnam, it's crucial to factor in the transit duration to guarantee their freshness upon arrival. 

A key consideration here is knowing how long mooncakes can last. This is mainly due to the fact that while mooncakes possess a longer shelf life compared to most perishable goods, their quality is still subject to deterioration over time. 

In addition, certain countries, such as South Korea, have implemented stringent regulations concerning the 'use-by' dates of imported products.

Therefore, it is strongly recommended that mooncakes with a minimum shelf life of at least three months from the shipping date be selected so as to accommodate both the shipping duration and potential customs delays.

To facilitate the shipment of such perishable foods, DHL Express offers expedited and reliable shipping solutions that aim to reduce transit times. By tapping into our vast logistical network, rest assured that your mooncakes will be delivered promptly, minimizing the duration they spend in transit.

4. Package your mooncakes properly

Proper packaging is just as crucial for ensuring that your mooncakes remain intact throughout their journey from Vietnam to international destinations. 

Most traditional mooncake boxes, while visually appealing, do not offer sufficient protection against the rigors of transit. Therefore, to safeguard the delicate pastries from damage, effective packaging strategies must be leveraged.

Consider these packaging tips:

• Extra padding: Line the container or box with paddings like foam inserts, biodegradable packing peanuts, or bubble wrap to absorb impacts and prevent the mooncakes from being crushed.
• Moisture control: Include silica gel packets or oxygen absorbers within the packaging. These desiccants can help maintain freshness and extend the shelf life of the mooncakes by controlling moisture and oxygen levels within the package.
• Snug fit: Arrange the mooncakes tightly within the box to minimize movement during transit. 
• Appropriate box size: Select a shipping box that accommodates the mooncake box with about 6cm of extra space on all sides so that you can add the necessary protective padding.
• Handling labels: Attach clear handling labels such as 'Fragile' and 'Keep Dry' to the outer box to alert couriers to the delicate nature of the contents and encourage careful handling throughout the delivery process.

5. Enlist the help of a trusted delivery services provider

When shipping mooncakes from Vietnam to Singapore or any other country, partnering with a reliable courier service such as DHL Express can significantly streamline the process, especially since navigating international shipping regulations and customs requirements can be complex.

When shipping food internationally from Vietnam with DHL Express:

• Extensive global network: DHL Express boasts a robust presence in more than 220 countries and territories, ensuring your mooncakes can reach almost any destination worldwide.
• Live shipment tracking: Stay updated with real-time progress on your shipment’s status through DHL Express' advanced tracking systems.
• Flexible collection options: DHL Express offers customizable collection times and locations to fit your schedule, making it convenient to send your packages without disrupting your day-to-day operations.
• Door-to-door delivery: Experience the convenience of direct delivery to the recipient’s doorstep, ensuring your mooncakes arrive safely and are received directly by your intended recipient.
• User-friendly tracking tools: With tools like MyDHL+, MyBill, and On-Demand Delivery (ODD), DHL Express provides a seamless interface for managing your shipments, billing, and delivery options.

By choosing DHL Express Vietnam as your shipping partner, you gain access to a team of international shipping experts dedicated to ensuring that your mooncakes are delivered promptly and in perfect condition. From customs clearance to ensuring compliance with international shipping regulations, our team handles all aspects of the shipping process.

If you are looking to export mooncakes overseas from Vietnam during the next Full Moon Festival and want a reliable international shipping service, DHL Express Vietnam is equipped to meet your needs. 

Open a account with us to discover more about our delivery services and how we can assist you or your business further.