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Express mail services (EMS)


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EMS is Express Mail Service for letter, documents, printed matter and merchandise from sender to receiver between Vietnam and other countries under frame of Universal Postal Union (UPU) and EMS Cooperative according to transit time published by VN Post Express Joint Stock Company. Please visit at website: www.ems.com.vn for detail.

Scope

Nationwide and in over 100 countries and territories around the world under the agreement between EMS Company and the members of the Postal Universal Postal Union (UPU) or other partners.

Weight, Size

Weight:
- Normal weight: maximum 31,5kg/item.
- Item being as cumbersome and not able to separate into small parts will be transported by truck with the maximum weight of 5-kg, however, it must be limited by size in accordance with regulations.
- For light items: (items with actual weight smaller than converted weight), the weight is not based on actual one, but on the converted weight calculated as follows:

 

Converted Weight (kg) =

Length x Width x Height (cm)


6000

- For international items: shall be accoding to the EMS statement for each country.
Size:
- Minimum Size: 
+ At least one side of item have the size not less than 90mm x 140mm with 2mm,  with a tolerance of 2 mm. 
+ If rolled: the length plus twice of minimum diameter 170mm and the largest dimension are not smaller than 100mm.
- Maximum size: is not exceed 1500mm for any dimension and 3000mm for the sum of the length and the greatest circumference measured in  direction other than the length.
- The item with bigger size than normal item is bulky item stipulated by another regulations based on acceptance, delivery places or transportation condition.
- For international EMS items: the normal size is not exceed 1500mm for any dimension and 3000mm for the sum of the length and the greatest circumference measured in  direction other than the length.

Transit time

attached file

Postage Rate Table

attached file

Additional services

1. “Delivery to Hand” Service: is the service in which the sender requests to deliver the item to the hand of the recipient based on name and address on the item. This service is not applied for the case of delivering to the hand of the Party’s , government’s competent authorities’ leaders..
2. Value Declared Goods Service: sender can declare the value of the item when posted. In case of loss, damage, the sender will be compensated based on the declared value. 
3. “Delivery out of working hour: service: sender requires to deliver the item within 17h00 to 21h00 daily, exception for holidays. 
4. Cash on Delivery: the sender entrust the post office to collect the amount of merchandise from the recipient at the time of delivery and return the amount to the sender.
5. Proof of Delivery: the sender requires to be provided the proof of delivery with the recipient’s signature. 
6. Checking service: the sender requires the post office do checking the number of products in the item at the time of pick-up and delivery based on the minute provided by the sender. 
7. EMS_VUN service:  this is the service to guarantee the safety of the items, and minimum the risk for VUN items transported via airline. The Airline will arrange these items in the container sealed and served by a separate staff for whole process from booking, receiving at departure airport, boarding and handing-over at arrival airport. VUN items include: camera, camcorder, laptop, personal support equipment, mobile phone, electronics, and other high-value goods.
8. Item withdrawal Service: the sender can withdraw at the origin office of exchange if the time from acceptance time to the time of withdrawal of the item is not exceed the transit time.
9. Address and Recipient Name Correction Service: the sender can correct the name of recipient at the origin office of exchange if the time from acceptance time to the time of correction is not exceed the transit time.
10. Pickup at the address: the sender requires to provide the service of pick-up at the address provided by the sender and pays fees for this. 
11. Paid on Delivery (EMSC): is the service in which the recipient signs the contract with the post office to guarantee to pay all the postage for EMS items sent to the recipient.
12. EMS PPA: is the service in which the sender signs the contract with the post office to entrust the post office to collect all the postage for the items from the recipient at the time of delivery..
Multi packages service:  is a service of acceptance, handling, transportation and delivery of multi packages items including items sent to the same recipient at the same address. 

Special Services

1. EMS VISA: is a service in which the customer nationwide applying for VISA will submit Visa dossier via EMS service to Embassy/Consulate. After getting result, the visa will be returned to the customer via EMS service.
2. EMS Diplomatic and Official Passport: is a service in which the customer nationwide will send the applying dossier for diplomatic and official passport via EMS service to the Consulate Department in Hanoi and Department of Foreign Affairs in Hochiminh City. After getting result, the visa will be returned to the customer via EMS service.
3. Application Dossier to University:  is a service of delivery application dossier of the candidates including proof of delivery and collected service which is priority to handle at all the phases of the process from handling, transportation and return.
4. Urgent service:  is the high quality express courier service, in which the transit time is shorter than Domestic EMS service.. The item will be delivered to the recipient after 2 hours after receiving by provincial post office.
5. Delivery before 09h00: is service in which the item will be handled and delivered in the same process as domestic items, but this kind of item will be arranged to deliver before 09h00.
6. Delivery within a day: is a service in which the item have priority to be accepted, delivered to the recipient within a day.
7. EMS Next Day Delivery (EMS NDD): is a service in which the item will be delivered on next day after acceptance day between Vietnam and Taiwan, South Korea.
8. Agreed EMS Service:
- is a service with the lower postage rate and the 2 days longer transit time than the normal EMS service. 
- This service applies for items delivered to nearby and distance provinces, not for local area.
- Size regulations: 
Size: length x width x height of agreed EMS item: maximum  180 x 52 x 52 cm.
- Weight:
For individual item:
- Weight: maximum 31,5kg/item (minimum weight is not regulated)
-  For cumbersome item, the maximum weight is 50kg, but the limit of size will be in accordance with regulation.
For item in one shipment:
- The minimum quantity: 02 items
- weight of item:
+ minimum: 02kg/item
+ maximum: 31,5kg/item. For cumbersome item, the maximum weight is 50kg, but the limit of size will be in accordance with regulation.
- Maximum weight for the shipment: 500kg/shipment.

Inquiries, Compensations

1. Inquiry time:
1.1.  For domestic EMS :
a. Six (06) months since the ending date of transit time of item for loss, delay against the published transit time; in case the transit time is not published, the period wil be calculated from acceptance time.
b. One (01) month since date item was delivered to the recipient for damage, postage and related inquiries
1.2. For international EMS:
a. Six (06) months since the ending date of transit time of item for loss, delay against the published transit time.
b. One (01) month since date item was delivered to the receiver for damage, postage and related inquiries.  
2. Compensations:
2.1. For domestic EMS items:
- In case the item is delivered later than the transit time: refund postage when posted.
- For loss and damage:  the compensation amount will be equivalent to 4 times of the postage when posted, minimum is 200.000 VND. For special documents: (Bidding document, airline tickets, passport, original Household Book, original certificate of bachelor), the compensation amount for redoing paperwork is maximum 1,000,000 VND.
- For partly loss and damage: The maximum compensation for each item: compensation amount: (% partly lost/damaged weight) x (the maximum compensation for loss/damage).
In which:  (% partly lost/damaged weight  is determined based on minute made and confirmed by the sender/recipient..
- In case the item was returned wrongly by the post office’s fault: free return postage and refund the acceptance postage.
- For items from Major Customers with the lost and damaged content: the compensation amount will be agreed between 2 parties for every case.
*Compensation Conditions:
- For loss and damage of special document item: 
+ The sender have to provide the necessary documents proving the cost for redoing the documents (receipt, invoice).
+ The sender declares clearly the content of the item on Label E1. In case the content was not declared. the compensation amount will be the same as the normal document item. 
- Item from Major Customer with lost/damaged content::
+ The sender have to provide the necessary document proving the value of the item (Invoice, receipt...).
+ The sender have to declare the content and value of the item in detail when posted. In case the sender didn’t declare in detail, the compensation amount will be in accordance with item 2 part I.
2.1.  For international EMS items:
a. Regulated in Rates Table.
- In case the item was delivered later than transit time: refund acceptance postage.
- In case of partly loss and damage:

Weight

Document

Merchandise

Each 500gr

200.000VND

200.000 VND

- In case of loss or damage: Refund postage plus the compensation amount according to the actual weight for each item as follows:

Weight

Document

Merchandise

Each 500gr

200.000VND

200.000 VND

Minimum for each item

1.000.000 VND

1.000.000 VND

Maximum for each item

 

4.300.000 VND

- In case the item was returned wrongly by the post office’s fault: free return postage and refund the acceptance postage 


EMS outbound procedure

1. Prohibition items, Conditionally accepted items, items with licenses (according to the stipulations of Vietnamese authorities and destination authorities) 
a.  Prohibitions items to other countries according to Vietnamese regulations
- Narcotics, mental stimulants
- Arms, ammunitions, military technical equipments;
- Depraved and reactionary publications, printed matters or documents against public security
- Explosive and inflammable items or substances or unhygienic, environmental pollutants.
- Articles, goods forbidden to be circulated, traded by the government;
- Live animals
- Animal Fur
- Articles, publications, goods forbidden to be imported to destination countries;
- Vietnamese currency, foreign currency and documents valuable as money
- Precious mental (such as gold, silver,…), gemstones or products made from precious mental and gemstones
- Antiques (fragile)
- Human body parts
- Lithunium battery
- Addictive Substances
- Items containing many items sent to different addresses. 
b. Conditionally accepted items to other countries according to Vietnamese regulations
- Alcoholic drinks (alcohol, beer…)
- Products of animal origin
- Antiques (unfragile), art painting, crafts
- Drugs, specimen samples (blood, urine)
- Flowers, botany and products of botany origin (seed, drug leaves…)
- Artificial diamond, clothes, cosmetics
- Powder, liquid, electronic, Perishable goods
 c. Items applying for export license according to Vietnamese regulations

No

Items

License

References

1

Pharmaceuticals (low quantity, sent to individual receiver)

Prescription; Commitment Document

 

Circular 39/2013 / TT-BYT on medical import and export in the non-commercial form

2

Seeds

Phytosanitary Quarantine License by Plant Quarantine Sub-Department - Plant Protection Department

List of Plant Quarantine according to Circular 40/2012/TT-BNNPTNT

3

Mineral Samples

 

Mining, export licenses, and application letter to Customs authority

Circular 41/2012/TT-BCT on mineral export

4

Wood and product of wood origin

License, Fumigation

 

Circular 88/2011/TT-BNNPTNT

5

Flora and fauna

 

Check by Plant Quarantine Dept, Veterinary Dept,

Circular 40/2013/TT-BNNPTNT

 

6

Cosmetics

License

Circular 06/2011/TT-BYT

7

Liquid, sand, coal powder

MSDS

Official Letter sent to Aviation

Flight safety regulations of Aviation

8

Books, hard drives

Check by Information and Communication Dept, Dept of Culture, Sport and Tourism

Decree 32/2012/ND-CP