Latest Regulations on Barcode Registration for Businesses in 2025

In the modern business era, barcodes are no longer optional—they are essential. They serve as the “identity card” of a product, enabling traceability, inventory control, and seamless integration with retail, logistics, and e-commerce systems.

Registering barcodes legally with GS1 Vietnam not only ensures compliance with legal regulations but also enhances transparency, brand credibility, and builds trust with partners and consumers—key factors for success in a competitive market.

In this article, iCheckQR provides a detailed guide on how to register barcodes in Vietnam, covering the documentation, process, costs, and the latest regulations—helping businesses implement the process quickly, legally, and effectively.

1. What Are Barcodes and Why Should Businesses Register Them?

What is a Barcode?

A barcode is a sequence of symbols consisting of bars and spaces that are encoded to hold product identification data. When scanned with a specialized device (barcode scanner or camera), the barcode allows automatic, fast, and accurate retrieval and processing of information.

Basic Structure of Some Common Barcode Types:

• EAN-13: Consists of 13 digits, widely used in Vietnam and globally in retail systems.

• UPC (Universal Product Code): Consists of 12 digits, mainly used in the United States and Canada.

• QR Code (Quick Response Code): A type of 2D barcode capable of storing large amounts of data such as website links, product information, traceability documents, etc.

Specific Benefits of Barcode Registration for Businesses

• Fast and Accurate Product Management: Enables automatic inventory tracking, reducing errors from manual data entry.

• Ease of Distribution and Export: International standard barcodes are a mandatory requirement for entry into supermarkets, shopping centers, or for export.

• Enhanced Customer Trust and Transparency: Customers can scan barcodes to verify product origin, expiration date, and other details—boosting transparency and brand reliability.

2. Who Is Required to Register for Barcodes?

Registering barcodes (MSMV – Mã Số Mã Vạch) is a mandatory requirement for organizations and individuals with products circulating in the market. This ensures transparency, traceability, and compliance with state management regulations. Specifically, the following entities are required to register for barcodes:

• Manufacturing Enterprises: This includes companies that produce consumer goods, food and beverages, cosmetics, medical devices, electronics, etc. Attaching barcodes helps clearly identify products and enables easy integration into inventory and retail management systems.

• Trading Enterprises (including OEM, packaging, and private labeling): Businesses that do not directly manufacture but act as brand owners, distributors, or are responsible for product circulation must also register their own barcodes for their products.

• Individuals and Household Businesses with Marketed Products: Even on a small scale, household businesses must register barcodes if their products are distributed through supermarkets, e-commerce platforms, or other professional distribution channels.

• Organizations Importing and Distributing Goods: For imported products that do not yet have an international GS1 standard barcode, importers must register barcodes to ensure proper management and legal distribution within the domestic market.

3. What Documents Are Required for Barcode Registration?

When a business, organization, or individual intends to use barcodes for their products, they must prepare a registration dossier to be submitted to the Directorate for Standards, Metrology and Quality or via the National Public Service Portal. The required documents include:

• Application Form for Barcode Issuance: This must follow Form No. 12 – Appendix of Decree No. 13/2022/NĐ-CP.
  → The form requires details such as business information, the type of barcode to be issued (GS1, EAN-13, etc.), a commitment to legal use, and compliance with applicable regulations.

• Copy of the Business Registration Certificate: This can be a scanned copy of the business license or household business registration certificate (for individual or sole proprietorships).

• Product List for Barcode Use Registration: Includes product names, types, and industry categories. This information enables the authorities to issue the correct codes and manage the barcode system effectively.

4. Barcode Registration Process for Businesses

Registering a barcode (MSMV – Mã Số Mã Vạch) is a crucial step in bringing products to a professional market. Below is a detailed step-by-step guide:

Step 1 – Prepare a Complete Registration Dossier

Before submitting, businesses must prepare the following valid documents:

• Application for Barcode Issuance (Form No. 12 – Decree 13/2022/NĐ-CP):
  → Accurately fill in details such as: organization name, tax code, address, and the type of barcode requested.
  → The intended use, product category, and industry must match the attached product list.

• Copy of Business Registration Certificate:
  → Notarization is not required if submitted online via the National Public Service Portal.

• Registered Product List for Barcode Use:
  → Clearly categorize product names, types, and industry groups.

Common Mistakes to Avoid:

• Incomplete information or use of outdated/invalid forms.

• Vague or incorrectly categorized product list.

• Incorrect tax code or address not matching the business registration certificate.

Step 2 – Submit the Registration Dossier

Receiving Authority: National Center for Barcodes – GS1 Vietnam (Under the Directorate for Standards, Metrology and Quality – Ministry of Science and Technology)

Submission Methods:

• In-person: No. 8 Hoang Quoc Viet Street, Cau Giay District, Hanoi

• By post: Send registered mail to the same address above.

• Online: Via the National Public Service Portal or the official GS1 website: https://gs1.org.vn

GS1 Vietnam Contact Information:

• Phone: (024) 3791 4114

• Email: [email protected]

• Website: https://gs1.org.vn

Step 3 – Evaluation and Certificate Issuance

• Processing Time: 5–10 working days from the date of receiving a complete and valid dossier.

• Evaluation Process:
  
  

• Verify the validity of documents and cross-check business and product information.

• Return the dossier for corrections or request additional documents (usually within 2–3 working days).

• If valid, GS1 will issue the company barcode and official certificate of barcode registration.

5. Barcode Registration Timeline and Fees in 2025

Processing Time

• The application review process for barcode registration takes 5 to 10 working days from the date of receiving a complete and valid dossier.

• If the dossier is incomplete, the receiving authority will request additional documents within 3 working days.

Barcode Registration Fee Schedule (Effective 2025)

Note:

• The above fees do not include VAT.

• The maintenance fee is calculated per fiscal year, not prorated by month or quarter.

Payment Method

• Payment is made via bank transfer to the account of the National Center for Barcodes – GS1 Vietnam (bank details will be provided upon submission of the application).

• Businesses should keep the payment receipt for future reference or in case they need to reissue the registration certificate.

6. Key Regulations and Guidelines for Using Product Barcodes

Standards for Printing, Size, and Color of Barcodes

• Barcodes must be printed clearly and accurately, ensuring they are scannable without blurring, breaks, or distortion.

• Barcode size must follow the standard magnification ratio, typically ranging from 80% to 200%, depending on the barcode type (e.g., EAN-13).

• Color guidelines:

• Background color: Should be white or light-colored.

• Bar color: Should be black, dark blue, or other dark contrasting colors.

• Do not use red or pink for the barcode bars, as laser scanners cannot read them.

• Printing position: The barcode should be placed on a flat surface, avoiding curved areas or folds on the product packaging.

Regulations on Barcode Renewal and Maintenance

• Businesses are required to pay annual maintenance fees to continue using the issued barcode.

• If the barcode is not renewed within 3 months of the expiration date, it will be temporarily suspended and rendered inactive in the GS1 system.

• If the barcode is not renewed within 12 months, it will be revoked, and the business must undergo the registration process again to use it.

Common Violations and Penalties

• Using unregistered or counterfeit GS1 barcodes: Subject to fines ranging from VND 10 million to VND 20 million according to Article 32 of Decree 119/2017/NĐ-CP.

• Failure to pay maintenance fees on time, leading to barcode suspension and disruption in product circulation.

• Printing barcodes with incorrect size, color, or unreadable quality: May result in administrative penalties and rejection of goods by supermarkets and distributors.

• Using another company's barcode without authorization: Considered a violation of intellectual property rights and product identification laws, and subject to legal action.
  
  

7. Frequently Asked Questions (FAQs) About Product Barcode Registration

Can individuals register for barcodes?

Yes.

According to regulations, individuals or household businesses with legal business registration are eligible to register for barcodes under their own name. The registration dossier must include the household business certificate and other documents similar to those required for enterprises.

Do barcodes have an expiration date?

Yes, they do.

Barcodes are valid indefinitely, but to maintain the right to use them, organizations or businesses must pay the annual maintenance fee as required by GS1 Vietnam.

If not renewed on time:

• The barcode will be temporarily suspended after 3 months.

• It will be permanently revoked after 12 months of non-payment.

Can barcodes be transferred between businesses?

No, they cannot.

A barcode is a unique identifier tied exclusively to the original registering organization. It cannot be transferred, resold, or shared between businesses.

Using another company’s barcode without authorization is a legal violation.

How can international barcodes be used in Vietnam?

They can be used, but only if valid.

Barcodes issued by GS1 member organizations in other countries (e.g., GS1 US, GS1 Japan) can be used in Vietnam if the products are legally imported.

Businesses must ensure:

• The barcode is still valid and not revoked in the issuing country.

• Legal proof of barcode origin is available for circulation in the Vietnamese market.

Conclusion

Every product needs a clear identity—and a barcode is the key to transparency, professionalism, and global integration. Registering a barcode not only helps businesses comply with the law but also lays a solid foundation to elevate brand value, expand markets, and build lasting consumer trust.

Don’t let your product be rejected due to the lack of a proper barcode.

Start your registration today with support from GS1 Vietnam and iCheckQR—so every product line you create has the opportunity to thrive with transparency in both domestic and international markets.