Sending and Receiving Mail and Parcels Abroad from Vietnam

Although messages and chats are nowadays done through the internet, there is still often a need to send or receive mail and parcels internationally, and initially, it may seem very confusing as typically only a moderate amount of English is spoken in post offices in Vietnam  – so this guide will walk you through the process of posting a letter or parcel abroad from Vietnam and receiving parcels from overseas.

Sending Mail and Parcels Abroad from Vietnam

Choose the Right Postal or Courier Service

The first thing you need to do Is choose how you will send your mail/parcel – If you just have a letter or a small parcel then Vietnam Post, the country’s primary postal service, is recommended. You will find that there is typically a Vietnam Post office near you – they are easily recognizable with their bright yellow sign and you can easily google to find your nearest post office. 

If however, you have a larger parcel or a  time-sensitive delivery (although Vietnam  Post reliably gets to the intended destination it can at times be delayed and take a few weeks) then you may like to consider using international courier services like DHL, FedEx, or UPS, which also operate within Vietnam.

It is easy to spot the bright yellow Vietnamese post offices 

Prepare Your Items for Shipment

Letters- If sending a letter it is very important to make sure that the address is neatly written or printed and a standard envelope is used. Make sure that you have printed the recipient’s name, street address, city, country, and postal code – underlining the country so that it is clear. 

On the back of the envelope put your address (so that if the letter does get lost it will be able to be returned!) 

Parcels – When sending a parcel abroad you really have to be aware that it will be traveling a long way and as such ensure that you carefully pack your items in a sturdy box or padded envelope. It is recommended that you add cushioning material to prevent damage during transit and that you overseal the parcel so that it is harder to come undone en route.

Familiarize Yourself with Restricted and Prohibited Items

It is important to note that not everything can be sent abroad – as a result, it is recommended that you check with the regulations and check your items against the list of restricted and prohibited items for each destination country. You will find that some countries are more thorough than others so just because your friend has managed to send a particular item home that does not automatically mean you are able to send it to your own country. Typically, items such as weapons, hazardous materials, certain food items, and plants are not allowed for international mailing.

Weigh and Measure Your Package

The shipping cost of your parcel depends on both the weight and dimensions. It is advised that you get the list of costs prior to packing so that you are at the upper end of your category and have not just slipped over into a higher-cost price bracket. 

Once you have it approximately correct you can take it to the post office for weighing and if you find you are a little underweight for your bracket then it is fine to add a little more and have it rechecked so that you are sure you are getting maximum value for money. 

Complete Customs Declarations

Something that you will not be accustomed to is filling in a customs declaration form which is essential when sending parcels abroad. It is very important that you fill this form in correctly and clearly – if not then you will have a lot of delays at customs and this means that your parcel is held up for a while!  It is a simple form and outlines the essential information about the contents of your package, its value, and the reason for sending it (i.e. is it a gift/did you sell it/is it work orientated, etc) 

Choose the Delivery Speed

The biggest thing that determines the cost of your parcel is speed – you need to carefully consider the urgency of your delivery in order to choose the appropriate shipping option since speed equals cost! 

International airmail is usually the most economical, but it may take longer to arrive compared to express courier services, with shipping being the slowest (but cheapest) option if you are in no rush at all! 

Drop-off or Schedule a Pickup

If you are sending your items using the Vietnamese postal services, then you simply drop off your letters or parcels at the post office. 

If you are using a courier service, schedule a pickup or drop-off at the designated location. Many courier companies offer online booking options for added convenience.

Tracking and Delivery

If the items you are sending are valuable or really do need to get there then you will need to check about tracking. Postal services may offer limited tracking options, especially for regular air mail so if you really do need to know where it is then you may need to check for other options. Remember that the delivery times vary based on the destination and shipping speed.

International courier services typically provide tracking numbers, which enable you to keep a close eye on the progress of your package – so if it is essential that things arrive within a certain time frame then this may be the better option. 

Receiving Parcels from Abroad in Vietnam

Provide Accurate Shipping Information

It is very important when expecting a parcel from abroad, to ensure that the sender has your correct and complete shipping information, including your name, street address, city, country, and postal code (as well as your phone number if it is being sent by post instead of courier). The information needs to be clearly printed as without all the dots and dashes that Vietnemese has the address will not be as clear as if written in full Vietnemese. 

Be Aware of Customs Duties and Taxes

It is very important to note that often there is a need for you to pay customs duty and taxes on the parcel that has been sent to you. In order to reduce this amount as much as possible it is advised that the sender marks the items as a gift – that the items are second-hand and not new and give a minimal value. 

Take a look at the customs regulations of Vietnam to avoid surprises upon delivery.

Be aware of the customs regulations in Vietnam to ensure that you are not charged for receiving a parcel 

Be Patient with Delivery Times

Please be aware that although an international company may declare that your parcel will arrive by a certain date you will inevitably find that there are delays once in Vietnam. As a result, try not to leave it until the last minute for people to send parcels to you and instead leave more than enough time. You will find that it is quite difficult to find out clear information about your parcel once it gets to Vietnam so there is a need to be patient and allow for extra time for your parcel to arrive.

Overall, sending and receiving mail and parcels abroad from Vietnam is a relatively simple process although it can take time. Whether you are sending a postcard to your family, sending gifts home, or conducting international business, understanding the step-by-step procedures for posting letters and parcels and receiving packages will help avoid expensive mistakes of lost or misdelivery.