Shipping from Vietnam to Japan: Costs, Services, and Customs

Ngoc Lee

How to Ship from Vietnam to Japan

Shipping goods from Vietnam to Japan might seem like navigating uncharted waters, but once you know the route, it's smooth sailing! Here's a quick step-by-step guide to give you a clear picture of the entire process:

Choose your shipping method: Between air freight, sea freight, or courier services, choose the most suitable way based on your budget, delivery timeline, and the nature of your goods. (We'll delve into each method in the next section!)
Get shipping quotes and estimates: Reach out to shipping companies to obtain quotes. Consider factors like shipping costs, insurance, and estimated delivery times to make an informed decision.
Prepare necessary documentation: Don’t forget to gather all required documents such as commercial invoices, packing lists, and certificates of origin. Proper paperwork ensures a hassle-free experience with customs.
Understand customs regulations: It’s also important to familiarize yourself with the import and export regulations of both Vietnam and Japan. This includes knowing about any duties, taxes, and restricted items. (Don't worry—we'll also cover this in detail later!)
Package and label your goods: Proper packaging protects your items during transit, and accurate labeling complies with international shipping standards. Make sure to meet any specific requirements to avoid delays.
Book and finalize shipment: Once everything is in place, book your shipment with your chosen carrier. Remember to confirm pickup dates, delivery addresses, and any special instructions.
Track your shipment: Things do not end when you ship your parcels away: you should use the tracking tools provided by the shipping company to monitor your goods as they make their journey to Japan. This keeps you updated and prepared for their arrival. With reputed Vietnam shipping company like EFEX, it’s straightforward to access real-time tracking, so that you’re always in control.
Clear customs in Japan: Upon arrival, your shipment will go through Japanese customs. If you’ve prepared your documents well in the previous steps, your package will surely go through smooth clearance.

By following these steps, you're well on your way to successfully shipping from Vietnam to Japan. Each step is crucial, and we'll explore them thoroughly in the upcoming sections. So, stay tuned as we break down the process and equip you with all the tips and insights you need!

Shipping Methods from Vietnam to Japan

Now that we've outlined the steps to ship your goods from Vietnam to Japan, it's time to chart the course by selecting the optimal shipping method. This decision is pivotal—it influences your costs, delivery speed, and even how you pack your goods. Much like choosing the right vehicle for a road trip, picking the appropriate shipping method ensures your cargo arrives safely and efficiently from Vietnam to Japan.

Let's dive into the main options, weaving together their advantages and drawbacks to help you make an informed choice.

Air Freight from Vietnam to Japan

After considering the urgency of your shipment, air freight might just be the jet-set solution you need. It involves transporting your goods via airplanes, making it the fastest shipping method available between Vietnam and Japan. If you're aiming to get your products on store shelves or into customers' hands swiftly, taking to the skies is your best bet.

Pros	Cons
Transit times are typically 1-3 days. Reduced risk of damage or theft compared to Frequent flights mean more flexibility and punctuality.	The fastest option comes with a premium price tag. Limitations on bulky or heavy items. Greater carbon emissions compared to sea freight.

All things considered, air freight from Vietnam to Japan is suitable for:

Any shipment where timing is critical, such as event materials or emergency supplies.
Goods like fresh fruit, flowers, or seafood that need to reach their destination quickly.
Electronics, luxury goods, or important documents that require secure handling.

With air freight, you're paying for speed and reliability—ideal when every minute counts.

Sea Freight from Vietnam to Japan

On the other hand, sea freight involves sending your goods across the ocean via cargo ships. If you're willing to trade a bit of speed for significant savings, sea freight might be your vessel of choice for shipping from Vietnam to Japan.

Pros	Cons
Lower shipping rates, especially for heavy or bulky items. Choose between Full Container Load (FCL) and Less than Container Load (LCL) based on your shipment size. Able to accommodate oversized or oddly shaped goods that can't go by air.	Shipping can take anywhere from 5-14 days or more, depending on the schedule and route. Weather conditions and port congestion can affect delivery times. Requires careful planning and coordination, especially with customs procedures.

Therefore, sea freight from Vietnam to Japan is your ideal choice if you are shipping the following:

Furniture, machinery, or large quantities of goods.
Raw materials, textiles, or construction materials.
Any anything that have flexible delivery time.

All in all, sea freight is your go-to when cost savings are paramount, and you have the luxury of time.

Courier Services

For those seeking convenience and end-to-end service, courier services offer a compelling package. Courier companies like DHL, FedEx, and UPS provide door-to-door delivery, handling everything from pickup to final drop-off. They simplify the process by managing customs clearance and offering tracking every step of the way.

Pros	Cons
One service handles it all, reducing the logistical headache. While not as fast as air freight, express options can deliver within 3-5 days. Stay updated with real-time tracking information.	Pricing can escalate with the weight and size of your shipment. Not suitable for very large or heavy goods. Standardized services may lack flexibility for special requirements.

Courier services are perfect when you want a hassle-free experience and your shipment fits within their size parameters. It is:

Ideal for packages, samples, or online orders.
Great for both commercial and personal shipments.
Suitable for important papers that need secure and prompt delivery.

Selecting the right shipping method is a balancing act between speed, cost, and convenience. By aligning your priorities with the features of each method, you ensure your goods reach Japan just as you intended.

Shipping Costs & Timeframe from Vietnam to Japan

We've just charted our course, let's get down to the nuts and bolts of shipping: the costs and timeframes. After all, no one likes surprise fees or delays, and understanding these factors is crucial for budgeting and setting realistic expectations! Now, let's crunch the numbers and see what impacts your shipping expenses and delivery times when sending goods from Vietnam to Japan.

Factors affecting shipping costs and timeframes

Several elements come into play when determining how much you'll pay and how long it will take for your shipment to reach Japan. Here's what you need to consider:

Shipping method

As we've explored, your choice between air freight, sea freight, or courier services significantly influences both cost and delivery time.

First off, air freight is fast but more expensive. It is Ideal for urgent and high-value shipments.
Next, sea freight is economical for large volumes but slower. Hence, it’s best for non-urgent, bulk goods.
Finally, courier services are convenient with moderate speed and cost. You should choose this shipping method if you plan to ship small to medium parcels to Japan.

Weight and volume of cargo

Shipping rates are often calculated based on the actual weight or volumetric weight (size) of your cargo—whichever is higher. If you are shipping heavier or bulkier shipments, it’s more cost-effective to ship from Vietnam to Japan via sea freight. On the other hand, air freight or courier services are more suitable for lighter or compact shipments.

Distance and routing

While Vietnam and Japan are relatively close neighbors in Asia, the specific origin and destination points can affect costs and transit times. Shipping to and from well-connected hubs like Ho Chi Minh City and Tokyo can be quicker and cheaper, while remote locations may incur additional inland transportation costs and longer delivery times.

Seasonal demand

Next, it’s also worth noting that shipping cost from Vietnam to Japan can fluctuate based on the time of year. On holidays like Lunar New Year or Golden Week in Japan, shipping rates can spike and there might be delays due to high demand. On the contrary, during off-peak periods, you’ll generally see lower costs and faster processing times.

Other factors

Delays and additional costs can arise if your shipment faces issues during customs clearance. Duties and taxes when importing from Vietnam to Japan can add to your total costs, so remember to properly prepare documentation in advance to avoid storage fees and ensure smoother processing.

Besides, if you are opting for extra services such as insurance, expedited shipping, or special handling, these will decrease your total shipping time from Vietnam to Japan, and at the same time, increase your overall expenses.

Estimated shipping costs and timeframes

To give you a ballpark figure, here's what you can expect when shipping from Vietnam to Japan:

Air freight from Vietnam to Japan

Cost: Approximately $4 to $8 per kilogram.
Timeframe: 1-3 days transit time.
Example: Shipping 500 kg of electronics might cost between $2,000 and $4,000.

Sea freight from Vietnam to Japan

Cost: Roughly $300 to $600 per 20-foot container (FCL).
Timeframe: 5-14 days transit time.
Example: Shipping a full container of furniture could cost around $500, depending on current rates.

Courier services

Cost: Around $20 to $30 for the first half kilogram, plus $8 to $15 per additional half kilogram.
Timeframe: 3-5 days delivery time.
Example: Sending a 5 kg parcel might cost between $100 and $200.

Please note that these estimations can vary based on currency fluctuations, fuel surcharges, and specific service providers. Therefore, always request detailed quotes from multiple shipping companies from Vietnam to Japan to get the best deal.

Custom Regulations to Ship from Vietnam to Japan

When it comes to shipping from Vietnam to Japan, one important step you should not miss is to dive into the customs regulations. After all, the last thing you want is for your carefully planned shipment to run aground due to overlooked legalities! Understanding and complying with both Vietnam's and Japan's customs requirements is essential to avoid delays, unexpected fees, or even the seizure of your goods.

Export customs regulations in Vietnam

Before your goods can leave Vietnam, they must comply with the country's export regulations, which require the following documents:

Commercial invoice: A detailed document outlining the transaction between the exporter and importer, including the value of the goods.
Packing list: A precise list specifying the contents, dimensions, and weight of each package within the shipment.
Export customs declaration: A mandatory document submitted to Vietnamese customs authorities.
Certificate of Origin (C/O): Proof that the goods were produced in Vietnam, potentially affecting import duties in Japan. This certificate verifies the origin of the goods.
Export license: Required for certain regulated items, such as antiques, cultural artifacts, or products from endangered species. This license is necessary for specific restricted items.

It’s also crucial to ensure that your exported goods are not on Vietnam's list of prohibited or restricted exports. Besides, don’t forget the pre-shipment inspection or certificates for some products, such as sanitary certificates for food items.

Import customs regulations in Japan

Next, remember that Japan has its own set of stringent import regulations designed to protect its economy and citizens.

Required import documentation

Import declaration: A document submitted to Japanese customs authorities for legally importing goods into the country.
Commercial invoice: A detailed and accurate document listing all items and their values, vital for customs valuation.
Bill of Lading (B/L) or Air Waybill (AWB): A contract between the shipper and carrier, documenting the shipment details.
Packing list: A precise list specifying the contents and characteristics of each package, aiding customs in verifying the shipment's contents.
Certificate of Origin: If the goods qualify for preferential tariff rates under trade agreements (e.g., ASEAN-Japan Comprehensive Economic Partnership (AJCEP)), this certificate is necessary.
Insurance certificate: A document confirming any separate insurance coverage for the shipment, if applicable.

Duties and Taxes

Customs duty: Calculated based on the Harmonized System (HS) code classification of the product, varying significantly by goods.
Consumption tax: Japan applies a consumption tax (currently 10%) to imported goods, similar to a Value Added Tax (VAT).
Additional taxes: Specific goods may incur additional taxes (e.g., excise taxes on alcohol or tobacco products)

Tariff classification

HS codes: Accurate classification using Harmonized System codes is essential to determine the correct duties and taxes owed.
Preferential tariffs: Certain goods from Vietnam may benefit from reduced tariffs under agreements like the ASEAN-Japan Comprehensive Economic Partnership (AJCEP), contingent on meeting the agreement's criteria.

Packaging & Labelling for Shipping from Vietnam to Japan

As we’ve learned the intricate custom regulations for shipping from Vietnam to Japan, we now turn our attention to the equally critical aspects of packaging and labeling. Mastering these elements is not just about ensuring your shipment arrives intact; it's about crafting a seamless journey from sender to receiver, reflecting the care and quality your business stands for.

General packaging principles

Imagine each package as a traveler, embarking on a voyage from the bustling ports of Vietnam to the vibrant shores of Japan. The journey, filled with transitions and handling, demands robust packaging - the traveler's armor against the perils of transport. Hence, it’s important for you to take note of the following:

Select materials that stand up to the journey's demands. Opt for sturdy boxes, cushioning materials, and secure closures. Remember, the right packaging minimizes risks and ensures your goods arrive in pristine condition.
Like a custom suit, packaging should fit your product perfectly. Avoid excess space that can lead to movement and damage, but also be wary of overpacking, which can increase shipping costs.
If the goods are susceptible to moisture or water damage, use waterproof or water-resistant packaging materials. This is crucial for shipments during the rainy season in Vietnam or if transport involves sea freight, ensuring the goods aren't compromised by external factors.
Fragile, perishable, or hazardous materials require special attention. Utilize appropriate symbols, labels, and packaging techniques to ensure they're handled with the care they deserve.

Labeling requirements for Vietnam Japan Shipments

When importing goods from Vietnam to Japan, your labels serve as the guiding stars for your shipment, navigating through the complexities of international logistics and customs clearances. Hence, besides careful packaging, it’s also crucial to label your parcels properly:

Ensure every piece of information is legible and accurate. From addresses to contents, the details on your labels pave the way for a smooth customs experience.
Labels are not just functional; they are your brand's ambassadors. A well-designed, professional label reflects the quality and care you put into your shipments.
Just as we navigated the customs regulations, your labels must reflect compliance with both Vietnamese and Japanese requirements.

Labeling requirements for Vietnam Japan Shipments

Tracking Shipment from Vietnam to Japan

Your goods are packed, labeled, and sent on their way; but the journey isn't over yet. Here comes the final leg of the shipping process: tracking your shipment.

When you ship from Vietnam to Japan, your package will pass through multiple checkpoints, from port authorities to customs, and undergo various types of handling. Keeping track of your package when shipping from Vietnam to Japan ensures you stay informed and prepared for any potential delays or issues along the way.

So how to track your shipment from Vietnam to Japan properly? Follow the steps below:

First, obtain your unique tracking number from your chosen shipping provider.
Next, it’s time to utilize online tracking tools. Most shipping companies, including EFEX, offer online tracking platforms where you can simply input your tracking number and instantly see your shipment's location and status.
Finally, don’t forget to set up notifications. Many services allow you to sign up for SMS or email alerts that provide automatic updates at key points in the shipment's journey, such as when your goods clear customs or arrive at a distribution center in Japan.

Best Shipping Companies for Shipping from Vietnam to Japan

Now that we’ve covered every step of the shipping process—from estimating costs and choosing methods, to navigating customs, packing, shipping, and tracking—it’s clear that managing everything yourself can be quite overwhelming. That’s where trusted shipping companies like EFEX can step in. With the right partner, all the complexities of cross-border shipping are handled for you, so you can focus on growing your business while your goods move smoothly from Vietnam to Japan.

But with a sea of available options, what would be your suitable pick? We’ve listed below the top companies for shipping from Vietnam to Japan for your reference:

EFEX

EFEX is a leading logistics provider with a deep understanding of cross-border shipping from Vietnam in general and shipping from Vietnam to Japan in particular. With years of experience in the Vietnamese logistics landscapes, we provide tailored shipping solutions that ensure compliance with local regulations and seamless delivery. Besides, our strategic partnerships with international carriers allow us to offer competitive rates and flexible shipping options, from air and sea freight to express services.

Our top services:

Air freight: EFEX offers fast and reliable air freight services with delivery times of 1-3 days. Ideal for urgent shipments that need to reach Japan quickly.
Sea freight: For larger shipments, EFEX provides cost-effective sea freight solutions with transit times ranging from 5 to 14 days.
Express delivery: Perfect for eCommerce businesses or small parcels, EFEX’s express delivery service ensures door-to-door delivery within 3-5 days.
Customs clearance: EFEX’s team of customs specialists handles all aspects of the customs process, ensuring compliance with both Vietnamese and Japanese regulations to avoid delays.
Ecommerce fulfillment: EFEX offers end-to-end eCommerce logistics solutions, from warehousing and packaging to last-mile delivery, making it the perfect choice for online merchants.

Pros	Cons
Extensive knowledge of Vietnam-Japan shipping regulations and procedures. Competitive rates through partnerships with international carriers. Personalized logistics solutions tailored to businesses of all sizes. Advanced tracking systems provide full shipment visibility. Full range of value-added services, including warehousing and distribution.	Best suited for businesses with regular shipping needs rather than occasional one-off shipments.

All in all, EFEX is ideal for eCommerce merchants, small to medium-sized businesses, and large enterprises looking for a partner to handle their entire shipping process. Whether you need fast air freight, cost-effective sea freight, or a comprehensive logistics solution, EFEX provides tailored services to meet your specific requirements.

EFEX Cross Shipping Solution from Vietnam to Japan

DHL Express

Next on our list of top Vietnam shipping companies, DHL Express is a global leader in logistics with a solid presence in both Vietnam and Japan. Known for its reliable and fast services, DHL is perfect for businesses needing quick deliveries and comprehensive tracking.

Top services provided:

Air Freight: Transit times of 1-3 days for urgent shipments.
Express Courier: Door-to-door service for smaller parcels with delivery in 3-5 days.
Customs Support: Full customs brokerage services to ensure smooth clearance.

Pros	Cons
Fast and reliable service with a global network. Advanced tracking tools. Flexible options for urgent shipments.	Higher costs, especially for smaller or non-urgent shipments. Less cost-effective for bulk or heavy shipments.

If speed is your top priority, DHL is ideal for businesses needing fast, reliable deliveries for time-sensitive shipments or high-value goods.

Nippon Express

If you are looking for a Japanese-based company, then this option is for you! Nippon Express is one of Japan’s largest logistics companies, offering a wide range of shipping services for businesses across Asia. With a strong presence in Japan, they provide efficient solutions for businesses shipping large volumes of goods.

Top services provided:

Sea Freight: Competitive sea freight with Full Container Load (FCL) and Less than Container Load (LCL) options, with transit times of 7-14 days.
Air Freight: Air freight services for urgent shipments, with delivery times of 1-3 days.
Warehousing and Distribution: Comprehensive warehousing and distribution services within Japan.

Pros	Cons
Strong expertise in Japan with fast customs clearance. Cost-effective for bulk shipments. Reliable warehousing and distribution services.	Longer transit times for sea freight compared to other providers. Limited tracking transparency compared to global express services.

So who should you Nippon Express? This Vietnam shipping company is best suited for businesses shipping large quantities of goods, especially those utilizing sea freight. Their extensive warehousing services make them a great choice for companies with regular, large-scale shipping needs.

FedEx

While Nippon Express is more popular (and booked) in Japan, FedEx is a globally recognized logistics provider known for its reliability and speed. With strong international coverage, FedEx is an excellent choice for businesses that need a dependable shipping partner for air freight and express services.

Top services provided:

Air Freight: Fast air freight services with transit times of 1-3 days.
Courier Services: Door-to-door delivery for smaller parcels, typically within 3-5 days.
Customs Clearance: Comprehensive customs support for smooth cross-border shipping.

Pros	Cons
Fast and reliable with excellent tracking systems. Strong global network. Ideal for high-value or time-sensitive shipments.	Higher costs compared to other providers, especially for non-urgent shipments. Less cost-effective for larger or bulk goods.

To cut it short, FedEx is perfect for businesses needing fast and reliable air freight or courier services. Besides, it is especially suited for high-value goods or urgent shipments where speed and tracking are crucial.

UPS

Last but not least, you cannot miss out UPS–another global leader in logistics, offering a comprehensive range of services, including air and sea freight, courier services, and supply chain management. With a strong presence in both Vietnam and Japan, UPS provides reliable delivery solutions for businesses of all sizes.

Services Provided:

Air Freight: UPS offers air freight services with delivery times of 1-3 days.
Sea Freight: Ocean freight options for larger shipments, with transit times of 7-14 days.
Supply Chain Management: UPS specializes in logistics management, offering warehousing, inventory management, and distribution.

Pros	Cons
Comprehensive logistics solutions for businesses with complex supply chains. Reliable delivery with advanced tracking. Strong global presence.	Higher pricing compared to regional providers. Less specialized in the Vietnam-Japan route than local providers like EFEX or Nippon Express.

With these in mind, UPS is ideal for businesses needing end-to-end logistics solutions or those with complex supply chains. If you’re looking for a global provider with a broad range of services, UPS is a solid option for both air and sea freight.

Bonus: Prohibited and Restricted Items

And that's everything you should know about shipping from Vietnam to Japan! However, before you set sail—or take to the skies—with your shipment from Vietnam to Japan, it's crucial to navigate the seas of regulations regarding prohibited and restricted items.

Japan, known for its stringent customs enforcement, has clear guidelines to protect its citizens and ecosystem. Hence, you should familiarize yourself with these restrictions to avoid delays, fines, or even confiscation of your goods. Some common categories of prohibited items include:

Weapons and ammunition: Firearms, explosives, and related items are strictly prohibited.
Drugs and narcotics: Any illegal substances are strictly forbidden.
Counterfeit goods: Imitations of branded products are illegal.
Endangered species products: Items made from endangered animals or plants are prohibited.
Agricultural products: Certain fruits, vegetables, and plants may be restricted due to quarantine regulations.

For a comprehensive list of prohibited and restricted items, click here for more details.

FAQs Related to Shipping from Vietnam to Japan

How much does it cost to ship to Japan?

Shipping costs vary depending on factors like shipment size, weight, destination, and chosen shipping method. For accurate quotes, it's best to contact a shipping provider like EFEX and provide details about your shipment.

What is the cheapest way to ship from Vietnam?

While shipping costs from Vietnam to Japan can vary based on several factors, sea freight is generally the most cost-effective option for large shipments. If you are shipping smaller packages, consider courier services for a more time-sensitive journey.

What is the fastest way to ship from Vietnam to Japan?

For urgent shipments, air freight typically offers the fastest transit times. However, the cost to ship from Vietnam to Japan by air is usually higher. Courier services can also be fast, especially for smaller packages, but their speed often depends on the specific courier company and their local network.

>> Learn more:

Conclusion

All in all, shipping from Vietnam to Japan presents a unique set of challenges and opportunities for businesses looking to expand into the Japanese market. By understanding the various methods, costs, and regulations involved, you can choose the most suitable shipping strategy for your needs and make the most out of the Vietnam-Japan shipments.

Ready to ship from Vietnam to Japan? Now's the time! And when you do, you can trust our EFEX team to have your back. With years of expertise in the field, we'll make your Vietnam-Japan shipping journey feel like a breeze — no stress, no hassle, just results.

Feel free to contact us for more information and reasonable deals for shipping from Vietnam to Japan!

Ngoc LeeNgoc Lee is an Content Creator Manager at EFEX. She wields her long-term expertise in Logistics and Supply Chain, harnessing her top-notch writing and research skills to bring incredibly valuable content. Whether you're a small startup or a well-established enterprise, Ngoc Lee is here to equip you with the essential knowledge of e-commerce, fulfillment, and all things business-related.