THE IMPORTANCE OF INVOICES AND SHIPPING DOCUMENTS IN CARGO TRANSPORTATION
Invoices and shipping documents are mandatory paperwork used to verify the origin and legitimacy of goods. However, in practice, many individuals and organizations still transport cargo without complete or valid documentation, which can result in significant losses in cost, time, and corporate credibility.
In this article, Nhat Long Logistics shares insights into the critical role of invoices and shipping documents in cargo transportation.
Invoices and Shipping Documents – Essential Paperwork for Cargo Transportation
According to Circular No. 39/2014/TT-BTC, all sales of goods and provision of services with a total payment value of VND 200,000 or more are required to issue invoices. Transactions below VND 200,000 must also be invoiced upon the buyer’s request.
Therefore, invoices and shipping documents during cargo circulation not only serve to verify the origin and legality of goods but also play a crucial role in preventing and combating smuggling and illegal trade. Any transportation of goods without proper invoices and documents will be subject to penalties in accordance with applicable laws and regulations.
Types of invoices and shipping documents
Invoices and shipping documents are legal papers that reflect key information regarding a shipment, such as value, quantity, quality, and origin. Depending on the type of goods, required documents may include: VAT invoices, packing lists, delivery notes, warehouse release notes, purchase orders, dispatch orders, transfer orders, and other related documents.
Penalties for Transporting Goods Without Invoices or Documents
Goods in circulation that are found to lack valid invoices or shipping documents during inspections by competent authorities may be subject not only to administrative penalties but also to tax evasion penalties imposed on the taxpayer.
- Administrative penalties
Failure to issue invoices for goods or services with a payment value of VND 200,000 or more, as stipulated by law, may result in a fine ranging from VND 10 – 20 million, in accordance with Article 3 of Decree No. 49/2016/NĐ-CP and Article 24 of Decree No. 125/2020/NĐ-CP.
In cases where goods are in transit and invoices or documents cannot be presented upon inspection, the shipment may be temporarily seized by the competent authorities in addition to administrative fines.
- Penalties related to tax evasion
Pursuant to Decree No. 125/2020/NĐ-CP, failure to present valid invoices or documents may result in the following penalties:
| Penalty Level | Applicable Circumstances |
| 1× the evaded tax amount | One or more mitigating circumstances |
| 1.5× the evaded tax amount | No aggravating or mitigating circumstances |
| 2× the evaded tax amount | One aggravating circumstance |
| 2.5× the evaded tax amount | Two aggravating circumstances |
| 3× the evaded tax amount | Three or more aggravating circumstances |
Each type of cargo and each receiving party (agents, customers, distributors, etc.) may have different requirements regarding invoices and shipping documents. A lack of understanding of legal regulations, insufficient experience with customer requirements, or errors in document preparation prior to transportation can lead to substantial risks and losses for businesses.
For this reason, to ensure that all invoices and shipping documents are accurate and complete, companies are strongly advised to work with an experienced logistics service provider that has in-depth industry knowledge. Such providers are responsible for consulting and cross-checking documentation with the shipping warehouse to ensure that all paperwork is properly prepared before vehicles are dispatched.
With 17 years of continuous growth, Nhat Long Logistics has affirmed its pioneering position in Vietnam’s logistics industry, serving as a strategic partner to numerous businesses both domestically and internationally. The trust placed in us by world-leading electronics and home appliance corporations such as Panasonic, Sony, Mitsubishi, Aqua, Midea, etc. stands as a vivid testament to our brand reputation and our exceptional capability to meet the most rigorous transportation standards.
With a fleet of over 130 modern, fully certified vehicles (ranging from 1.25-ton trucks to 45-foot containers), integrated with comprehensive operational monitoring and smart dispatch systems, Nhat Long Logistics delivers an industry-leading on-time performance rate of up to 99.8% while ensuring outstanding safety and accuracy. Powered by a team of highly experienced dispatchers and drivers – proficient in technology and dedicated to service excellence – we are ready to handle every requirement – from individual shipments to large-scale transportation projects.
Nhat Long Logistics is where businesses find the perfect harmony of speed, safety, reliability, and legal compliance – turning each delivery into not just a logistics service, but a lasting commitment of value.
Contact us today:
📞 +84 923 739 888
📩 info@nhatlongtrans.vn
