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China and Vietnam GTIN Filing Requirements

For products manufactured and sold in China or Vietnam using a GS1 Company Prefix licensed outside those countries, local regulations may require a GTIN filing before products can be marketed or distributed. These filing requirements help local authorities maintain product traceability and associate GTINs with domestic manufacturing companies.

This article explains the GTIN filing processes for China and Vietnam, including when filing is required, who is responsible for completing the filing, and the documentation needed to comply with local regulations. You'll also find links to the required forms and additional resources to help you complete the process successfully. 

How to Process a GTIN Filing

When is GTIN filing required?

GTIN filing may be required when:

  • Your products are manufactured and sold in China or Vietnam.
  • The products use a GS1 Company Prefix licensed by a GS1 Member Organization other than GS1 China or GS1 Vietnam.
  • The name of the domestic manufacturing company appears on the product packaging.

The purpose of GTIN filing is to help local authorities establish traceability between GTINs and manufacturing companies operating within the country.

Before you begin, gather the following:

  • Your GS1 Company Prefix or GS1 US GTIN information
  • The legal name of the brand owner or license holder
  • The name and contact information for the manufacturer in China or Vietnam
  • The required authorization form
  • An authorized company representative who can sign the form
  • For China filings, a copy of the Chinese manufacturer’s business license

Step 1: Complete the Authorization Declaration Form

The brand owner or GS1 Company Prefix license holder must:

  • Download and complete the Authorization Declaration Form in English
  • Have the form signed by an authorized company executive
  • Include all GS1 Company Prefixes or GS1 US GTINs for products requiring the GTIN filing process

You can file:

  • At the GS1 Company Prefix (GCP) level, which allows a single filing to cover all GTINs assigned under the specified GS1 Company Prefix, including future GTINs.
  • At the GTIN level, which covers only the specific GTINs included in the filing. Additional filings are required if new GTINs are created or existing GTINs change.

Step 2: Submit the Authorization Declaration Form to GS1 US

The brand owner sends the complete form to GS1 US via email at info@gs1us.org. The form is then reviewed to confirm:

  • All required fields are completed
  • The form is signed and dated
  • The GS1 Company Prefix or GS1 US GTIN is licensed to the organization listed on the form

Step 3: Complete the China Application Form

The manufacturer's company in China must:

  • Complete the China Application Form in Chinese
  • Obtain a copy of its Chinese business license
  • Submit both documents to GS1 China

Step 4: Receive Filing Approval

GS1 China processes the filing after receiving:

  • The verified Authorization Declaration Form
  • The China Application Form
  • The business license documentation

GS1 China issues the filing permit directly to the Chinese manufacturing company.

Step 1: Complete the Authorization Declaration Letter

The brand owner or GS1 Company Prefix license holder must:

  • Complete an Authorization Declaration Letter
  • List all GS1 Company Prefixes for products requiring the GTIN filing process
  • Include a list of authorized supplier companies in Vietnam

Step 2: Submit the Authorization Declaration Letter to GS1 US

The brand owner sends the complete form to GS1 US via email at info@gs1us.org. The form is then reviewed to confirm:

  • All required fields are completed
  • The form is signed and dated
  • The GS1 Company Prefix or GS1 US GTIN is licensed to the organization listed on the form

Once GS1 US receives the completed Authorization Declaration Letter it is sent to GS1 Vietnam.

The brand owner should also provide a copy to the Vietnamese manufacturing company that will complete the local filing process.

Step 3: Receive the Notification Letter

After review, GS1 Vietnam issues a notification letter authorizing the use of foreign company prefixes.

This notification can be used with Vietnam authorities, including customs and market supervision agencies.

Common Frequently Asked Questions

The process typically involves both:

  • The brand owner or GS1 Company Prefix license holder
  • The domestic manufacturing company in China or Vietnam

Each party is responsible for completing specific documentation required by local authorities.

After GS1 US receives your completed Authorization Declaration Form, the form is reviewed to ensure all required information has been provided and that the GS1 Company Prefix information is valid and current. Once the review is complete, GS1 US submits the filing to the appropriate GS1 Member Organization for processing.

Processing times can vary based on the completeness of the submitted documentation and the volume of requests being handled. To help avoid delays, make sure all required fields are completed, the form is signed and dated by an authorized company representative, and your GS1 Company Prefix information is accurate and up to date.

Note: After GS1 US completes its review and submission, additional processing by GS1 China or GS1 Vietnam and the local manufacturing company may still be required before the filing process is fully complete. For Vietnam filings, local processing may take approximately two weeks after the manufacturer's application is submitted.

Yes, multiple GS1 Company Prefixes can be listed on the Authorization Declaration Form. Be sure all prefixes are licensed to the organization submitting the filing.

Yes, but filing at the GS1 Company Prefix level is recommended. GTIN level filing only covers the GTINs listed on your submission. If you add new GTINs in the future, you'll need to file them separately. Filing at the GS1 Company Prefix level helps avoid additional filings by covering all GTINs associated with the prefix.

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