Administrative hurdles and regulatory inconsistencies at Ho Chi Minh City ports threaten supply chain stability for major enterprises

The logistical landscape in Vietnam has recently faced significant friction, as major corporations, including the prominent food manufacturer Acecook Vietnam, report prolonged delays in clearing essential imported goods. The root of the issue lies in a complex web of administrative inconsistencies and shifting jurisdictional responsibilities between various government ministries and municipal departments. At the heart of this disruption is the specialized inspection process for imports, which has evolved from a smooth procedural requirement into a bureaucratic bottleneck that is incurring substantial financial costs for businesses operating within the region.

The Genesis of the Logistical Impasse

The conflict surfaced prominently on September 11, during a dialogue session between the Ho Chi Minh City government and the business community. Representatives from Acecook Vietnam highlighted a specific, recurring challenge: since July 25, a shipment of safety equipment—specifically protective plastic piping for workers—has been held at the Ho Chi Minh City port. Despite the company’s efforts to navigate the legal requirements for clearance, the goods remain in limbo, unable to reach the manufacturing facilities where they are urgently required to maintain operational safety standards.

This situation is not an isolated incident. Representatives from Kintetsu World Express Vietnam, a major customs brokerage firm, corroborated these difficulties, noting that their clients are frequently forced to submit the same documentation multiple times. The core of the frustration, according to business leaders, is the lack of uniformity in how individual civil servants interpret and process these files.

"We often submit four identical sets of documents, yet two are accepted while two are rejected," one industry representative remarked during the dialogue. "Each officer seems to have a different interpretation of the requirements, leading to a system where consistency is nonexistent."

A Shifting Regulatory Landscape: The Source of Confusion

To understand the current crisis, one must examine the recent shift in institutional oversight. Previously, the specialized inspection of labor safety equipment fell under the jurisdiction of the Ministry of Labor, Invalids and Social Affairs (MOLISA). However, following a structural reorganization, this responsibility was transitioned to the Ministry of Home Affairs.

As a consequence of this transfer, the authority to receive and process registration files for state quality inspections of imported goods was decentralized to local Departments of Home Affairs. In Ho Chi Minh City, the local Department of Home Affairs became the designated authority for Acecook Vietnam’s imports.

The process is designed to be sequential: customs clearance is only granted once the specialized agency provides the necessary approval. Only after this clearance can the goods be released or transferred to a private warehouse for sealing and sampling, a mandatory step before products can be legally traded or utilized on the domestic market.

The impasse began in early July, when Acecook Vietnam attempted to initiate this process. The Department of Home Affairs in Ho Chi Minh City initially declined to accept the application, citing a lack of clear classification lists and definitive regulatory guidance regarding their role in the new structure.

Chronology of Regulatory Uncertainty

The timeline of this administrative struggle provides insight into the systemic challenges faced by importers:

• Pre-July 2026: The Ministry of Labor, Invalids and Social Affairs maintains clear oversight of labor safety equipment imports.
• Early July 2026: Following a ministry-level restructuring, oversight shifts to the Ministry of Home Affairs. Companies attempting to file for inspections are turned away as local departments claim they lack the necessary guidelines or delegated authority.
• July 25, 2026: A shipment of protective piping destined for Acecook Vietnam arrives at the port of Ho Chi Minh City but cannot be cleared.
• July 28, 2026: The Ministry of Home Affairs issues Circular 16, which attempts to clarify the list of products and goods subject to medium and high-risk classifications, placing them under the management of the Ministry of Home Affairs. This includes "safety equipment," confirming that the goods in question fall under the new regulatory framework.
• Late July – September 2026: Despite the issuance of Circular 16, local authorities in Ho Chi Minh City continue to reject filings, arguing that they have not yet received specific authorization from the Ho Chi Minh City People’s Committee to process these requests.
• September 11, 2026: The issue is brought to the floor during the "Enterprise-Government Dialogue" in Ho Chi Minh City, bringing the frustration of the private sector into the public eye.

Economic Implications and Operational Costs

For large-scale manufacturers like Acecook, these delays are not merely administrative annoyances; they carry tangible economic consequences. The primary impact is the accumulation of storage fees at the port, known as demurrage and detention charges. When goods are trapped in the "clearance gap," companies must pay for the physical space the containers occupy, as well as the potential cost of production halts.

Furthermore, the inconsistency in document processing—where the same file is rejected by one officer but accepted by another—suggests a lack of standardized training or a centralized digital portal for tracking the status of these applications. This uncertainty forces businesses to engage in repetitive, time-consuming cycles of "submit, reject, re-submit," which drains administrative resources and hampers productivity.

Official Responses and Proposed Pathways

During the September 11 dialogue, Le Anh Hong, Deputy Director of the Ho Chi Minh City Investment and Trade Promotion Centre (ITPC), addressed the concerns raised by the business community. He acknowledged that the administrative procedures are indeed governed by decisions issued by the City People’s Committee and require specific documents from the applicant.

Hong explained that the administrative process is designed to be rigid to ensure compliance: "Administrative agencies only accept files that are complete. If a file is incomplete, the specialized agency is required to note the specific reasons in the guidance slip when returning the file to the applicant."

To mitigate the confusion, the ITPC has proposed a new mechanism. Hong suggested that Kintetsu World Express Vietnam and other firms should submit their inquiries and documentation through the ITPC’s Business Support Service Department. By acting as an intermediary, the ITPC intends to facilitate the transfer of files and guidance slips to the Department of Home Affairs, ensuring that if a file is rejected, the reason is documented in writing. This, he argued, would provide companies with the clarity they need to rectify their applications without the current cycle of guesswork.

Broader Implications for Vietnam’s Business Environment

This case study serves as a microcosm of the challenges facing Vietnam as it continues to integrate into the global supply chain. While legislative bodies are active in issuing circulars and reforms—such as Circular 16—the "last mile" of implementation at the local government level remains a critical point of failure.

The reliance on manual, paper-based, or inconsistent review processes in an era of globalized trade suggests a need for deeper digital transformation in customs and trade administration. If Vietnam aims to maintain its position as a competitive manufacturing hub, the harmonization of procedures between ministries and municipal departments is essential.

For companies like Acecook, the path forward requires not only patience but also a more proactive engagement with trade promotion centers to bridge the gap between policy and practice. As the government continues to refine its regulatory framework, the business community remains hopeful that the current period of instability is a temporary transition phase, rather than a permanent feature of the administrative landscape. The ultimate success of these reforms will be measured by the speed with which goods can flow through the nation’s ports, fueling the production lines that sustain the domestic economy.