In this article, we’ll walk you through the procedures for exporting charcoal—covering everything from initial customer inquiry to final vessel departure. Whether you’re a buyer looking to buy charcoal, or a supplier planning your first container, this guide gives you a full view of real-world export procedures.

Buyer Inquiry and Initial Quotation: The First Step to Export Charcoal

The export process begins when a customer from abroad sends an inquiry to a supplier in Vietnam. This message typically includes the type of charcoal they want to purchase—such as mangrove charcoal, white charcoal, coffee charcoal—or a specific grade of BBQ charcoal. Other key details might include:

• Quantity (in tons or container loads)
• Preferred charcoal packages (bulk, 3kg paper bags, PP bags, cartons)
• Destination country and port
• Estimated delivery date
• Special quality requirements

Once the supplier receives this inquiry, they will send back a formal quotation. This document includes:

• Product specification
• Charcoal price per ton or per package (FOB or CIF basis)
• Shipping terms (Incoterms)
• Lead time and estimated time of arrival (ETA)
• Payment terms (T/T, L/C, or deposit)

A clear and professional quotation helps the buyer compare offers and builds trust for further cooperation.

Confirming the Order: Contract and Advance Payment

When the buyer agrees with the price and terms, both parties move forward by signing a commercial contract. This contract includes:

• Product name and description
• Quantity and total value
• Packaging format and label design
• Delivery timeline and shipping method
• Payment conditions
• Legal clauses for dispute resolution

At this stage, the buyer usually makes an advance payment (commonly 30%–50% of total value) to initiate the production process. This payment confirms the order and helps the supplier purchase raw materials and plan production.

Production, Packing, and Quality Control

After receiving the deposit, the supplier begins producing the goods. For charcoal exporters, this phase is not only about making charcoal but also about ensuring consistency and export-grade quality.

Key steps include:

• Selecting high-density raw wood (longan, eucalyptus, mango, coffee, etc.)
• Carbonizing under controlled temperature
• Cooling and removing ash or debris
• Sorting by size, shape, and burn quality
• Packing into selected charcoal packages, such as 5kg paper bags, 10kg cartons, or jumbo bags

Once the goods are packed, quality inspection is carried out. Buyers from strict markets often request third-party inspection (by SGS, Intertek, or local agencies) to confirm:

• Moisture content (under 8%)
• Ash content (under 7–10%)
• Fixed carbon (above 60%)
• Burning time (over 2.5–4 hours depending on charcoal type)

A quality certificate is issued and attached to the shipment if required.

If you’re interested in learning more about proper charcoal packaging for export, check out our in-depth article on this topic: What is the suitable kg charcoal BBQ packaging weight for export? 

Preparing Export Documents: A Crucial Step in Export Procedures

One of the most important parts of the procedures for exporting is the preparation of accurate shipping documents. These documents ensure smooth customs clearance and payment release from the buyer’s bank. The key documents include:

• Commercial Invoice: Listing the product, unit price, and total amount.
• Packing List: Detailing number of bags, weight per bag, and packaging type.
• Certificate of Origin (C/O): Proving that the goods are made in Vietnam, often required for tax reduction in importing countries.
• Phytosanitary or Fumigation Certificate: Required for wood-based products in certain countries.
• Bill of Lading (B/L): Issued by the shipping line after the container is loaded onto the vessel.
• Export declaration form: Submitted to the Vietnamese customs system.

Any mistake or missing detail in these documents can lead to port delays, penalties, or even shipment rejection. That’s why experienced charcoal exporters work closely with freight forwarders and customs agents to ensure accuracy.

Booking the Vessel and Arranging Ocean Freight

While the goods are being packed and the documents prepared, the supplier works with a freight forwarder to book space on a vessel. This step involves:

• Choosing a suitable vessel route and schedule
• Getting a quote for ocean freight charges
• Reserving container space (usually 20ft or 40ft containers)
• Arranging trucking to deliver the container from the factory to the port

At this point, the estimated time of arrival (ETA) is confirmed and shared with the buyer. Depending on the destination, sea transit time ranges from:

• 5–7 days to Singapore and Malaysia
• 15–20 days to the Middle East
• 20–30 days to Australia
• 25–35 days to Europe

Ocean freight costs fluctuate depending on the season, fuel prices, and demand. For new exporters, working with a trusted forwarder ensures better rates and on-time space booking.

6. Customs Clearance and Port Handling

Once the container arrives at the port (e.g., Cat Lai, Hai Phong, or Cai Mep), it must go through customs clearance. This step involves:

• Submitting the export declaration and invoice via the national customs portal
• Paying any applicable fees or environmental taxes
• Presenting the container for inspection (if randomly selected)
• Getting port gate-in approval and container seal

After these formalities, the container is loaded onto the vessel according to the shipping schedule. A clean Bill of Lading is issued, marking the completion of physical export.

7. Post-Shipment Process and Buyer Support

Once the vessel departs, the exporter sends scanned documents to the buyer by email and dispatches the original documents (if needed) via courier services like DHL or FedEx. These documents allow the buyer to:

• Clear the goods at their destination port
• Process payments through their bank (if using L/C)
• Track the container during its voyage

The charcoal exporter continues to follow up with the buyer to confirm ETA, arrival condition, and any issues during unloading.

This after-sales step is crucial in building long-term partnerships and customer satisfaction.

Realistic Timeline for Exporting Charcoal

The overall process from inquiry to final delivery typically takes:

• 1–3 days: Quotation and contract finalization
• 7–14 days: Production and packing
• 2–4 days: Inspection and documentation
• 3–7 days: Booking vessel and customs clearance
• 10–35 days: Sea shipping time

On average, it takes 25–50 days for goods to reach the buyer after the first contact, depending on order size and destination country.

Tips for New Charcoal Exporters

If you’re new to the industry, here are some best practices:

• Understand your target market’s preference in BBQ charcoal type and size.
• Offer flexible charcoal packages (paper bag, carton, bulk) to meet retailer or wholesale needs.
• Keep your production lead time and estimated time of arrival accurate—buyers rely on timely delivery.
• Avoid underestimating ocean freight costs; always update quotes based on current rates.
• Build relationships with reliable inspectors and forwarders—they can save you from costly mistakes.

Why Work with a Trusted Charcoal Exporter?

The global charcoal trade is competitive, and quality alone is not enough. Working with an experienced and professional charcoal exporter ensures:

• Clear communication and transparency
• On-time production and vessel booking
• Accurate documentation and customs support
• Competitive charcoal price and cost-effective packaging options

In Vietnam, companies like PNP Charcoal are known for their real-time updates, strict QC process, and successful shipments to UAE, Japan, Australia, Korea, and more. Their in-depth understanding of procedures for exporting helps buyers save time and reduce risks.

Conclusion

The procedures for exporting charcoal are a blend of logistics, paperwork, quality control, and customer care. Each step—from quotation to vessel departure—demands precision and professionalism.

Whether you’re a business looking to buy charcoal or a supplier preparing for your first international shipment, mastering the full export procedures ensures not only a successful delivery but also long-term business growth. 

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Contact us for more information

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Email: info@pnpglobalsupply.com 

If you’re facing difficulties with the complex export procedures, this article will guide you through the process. Below, you’ll find a detailed explanation of how sawdust charcoal is exported from Vietnam.

What is sawdust charcoal? 

Sawdust charcoal is one of the top grilling charcoal in the market due to its various benefits. Widely known for its long burning hours with consistent heat, this product is very popular in Australia, Korea, Japan, Taiwan,… These are the countries where BBQ becomes an important part of their cuisine and culture. 

Plus, sawdust charcoal originates from sawdust, which is the by-product of wood production. Along with its smokeless, ashless feature, no wonder why sawdust charcoal is considered an eco-friendly alternative. 

Explore the benefits of sawdust charcoal today! Visit our product page to learn more about our high-quality sawdust charcoal and how it can enhance your grilling experience.

The demand for importing sawdust charcoal from Vietnam

As we have mentioned above, sawdust charcoal is widely preferred by grilling enthusiasts. On top of that, It is also used for heating indoors due to its ability to emit no smoke while burning. In PNP, sawdust charcoal is the product that most customers are interested in and frequently asked about. 

Many importers, when they have a demand for importing charcoal, only care about finding a charcoal supplier that can deliver the best price. However, that is not enough. You also need to understand the export procedure to easily keep track of your consignment, ensuring the charcoal gets to you on time. 

The difficulty in importing sawdust charcoal from Vietnam

As a foreign importer, learning the Vietnamese charcoal import-export procedure can be time-consuming and difficult. The language and cultural barrier, along with the difference in the legal system, limits the ability to fully understand Vietnamese customs procedures. 

More importantly, The Ministry of Industry and Commerce categorizes sawdust charcoal as dangerous goods, which requires stricter export conditions and procedures. To be more specific, the authority has strong regulations in terms of the charcoal exporter as well as the exported charcoal. 

Discover how to import sawdust charcoal

Discovering the export condition of sawdust charcoal 

As we have mentioned earlier, for sawdust charcoal to successfully go through the export process, not only the charcoal products but also the exporter needs to meet several requirements. 

In terms of exporting enterprises, they need to meet the following requirements to export charcoal: 

• Enterprises must have a Business Registration Certificate which registers the coal business line. Plus, enterprises have to operate following the Enterprise Law.
• Enterprises doing charcoal business must comply with a series of conditions regarding business locations, regional ports, export terminals, charcoal warehouses as well as means of transport according to Circular 14/2013/TT-BCT.
  
• Enterprises must supply charcoal and related products that meet standards in terms of origin and quality.
  

Regarding exporting charcoal, they need to go through strict quality standards:  

• Charcoal products must have a legal origin as regulated by Circular 14/2013/TT-BTC.
• Charcoal products must meet quality standards or equivalent quality standards as specified in Appendix I accompanying Circular 15/2013/TT-BCT.

As you can see above, these export conditions prove the importance of finding a credible, experienced charcoal supplier that can provide high-quality, legal products. If you intend to import charcoal, PNP is your ideal supplier! Within our 7 years of experience, we can export a variety of charcoal types to many countries, maintaining a good partnership with many customers. Contact us via this link if you want a detailed consultation.

Keeping track of the charcoal customs procedure

Even though the exporter will be responsible for the customs procedures, customers also need to understand the customs procedure to find a good logistics unit or make sure the charcoal will be delivered on schedule. 

Step 1: Preparing customs documentation

Enterprises exporting sawdust charcoal are required to prepare all customs documentation, including: 

• A copy of the customs declaration form according to the criteria specified in Form No. 02 in Appendix II accompanying Circular 39/2018/TT-BTC. However, if the customs declaration is in paper form, two original copies of the declaration form according to the HQ/2015/XK form in Appendix IV accompanying Circular 39/2018/TT-BTC must be declared and submitted.
• A copy of the commercial invoice or equivalent valid documents for payment from the buyer.
• A copy of documents showing the charcoal enterprise meets the requirements for exporting sawdust charcoal briquettes as stipulated by the laws and regulations for the first export consignment.
• Authorized contract proving that the business meets the requirements for exporting sawdust charcoal briquettes as regulated by investment laws, with the confirmation of the authorized person entrusted by the issuing authority.

Step 2: Declaring information

The charcoal exporting enterprises have the responsibility to declare needed information according to the customs declarations at the customs office where the exported goods are gathered or at the customs office of the export border gate. 

Step 3: General Department of Customs’ inspection

Once enterprises submit the customs documents, the customs office will proceed to check the customs documentation based on the current laws and regulations. Only when enterprises meet all conditions and regulations of the General Department of Customs can the customs documentation be accepted.

Step 4: Customs Declaration

The General Department of Customs will declare the electronic custom documentation based on the following methods: 

• Method 1: Accept the information notified in the customs documentation.
• Method 2: Inspect the documentation enterprises need to submit or upload via the national single-window portal.
• Method 3: Inspect the actual exported products following the customs documentation that the enterprise submits via the national single-window portal.

Step 5: Customs clearance

After inspecting the customs documentation/exported goods, the General Department of Customs will accept it if the enterprise fully meets the legal requirements.  

The ultimate guide for foreign sawdust charcoal importers to choose suppliers

It is undeniable that the Vietnamese export procedures for charcoal – a dangerous good – are quite complicated and time-consuming. Along with that, there are regulations in terms of charcoal exporters and exported goods. Therefore, PNP recommends importers choose charcoal suppliers carefully. 

Based on the above-mentioned regulations, these are the criteria that can help importers choose ideal charcoal suppliers: 

• Charcoal exporters must be legal enterprises registering the coal business line and operating based on the Enterprise Law.
• Enterprises should have standardized means of transportation and charcoal warehouses. We strongly advise you visit their factories to see how they produce and store charcoal.

• Enterprises must supply charcoal products of legal origin and high quality. You should ask about their products’ origins carefully. Regarding product quality, you can ask for charcoal samples to give a careful product inspection.
• Customers should choose charcoal suppliers experiencing in exporting charcoal and familiar with customs procedures. This will make sure they will be able to go through the customs procedures quickly, not affecting your business activities.

PNP – The ideal charcoal supplier with years of experience in exporting

If you are wondering where to find a sawdust charcoal supplier that meets all the criteria above, look no further! PNP is your final answer. With 7+ years of charcoal export experience, we can prove our image with premium quality and stable quantity. 

As a leading Charcoal Supplier and Charcoal Manufacturer in Vietnam, PNP Charcoal prides itself on delivering high-quality, eco-friendly charcoal products. Our extensive experience and global partnerships underscore our commitment to excellence. Whether you’re looking for premium coconut or sawdust briquettes, trust us to meet all your Charcoal in Vietnam needs with reliability and sustainability.

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Contact us for more information

Facebook: PNP Charcoal

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Email: info@pnpglobalsupply.com