How long does it take to send EMS from Japan to Vietnam? 7 things you need to know when sending EMS from Japan

While living in Japan, many Vietnamese people often have the need to send gifts, documents or goods to family and friends in their homeland. Among the international shipping services, send EMS in Japan (Express Mail Service) is a popular choice thanks to its fast speed, simple procedures and high reliability. However, not everyone understands how to send, the cost, the time as well as the necessary notes to avoid problems. In this article, T-Connect will share details from the concept of EMS, conditions of use, costs, shipping time, shipping instructions, how to track parcels to important notes. This will be a "handbook" to help you send EMS in Japan more easily and economically.

What is EMS? Conditions and subjects of EMS use in Japan

EMS (Express Mail Service) is an international express delivery service provided by Japan Post. This is a global express delivery network with more than 120 participating countries, including Vietnam. When using EMS, your goods will be prioritized for air transport and delivered to the recipient in the shortest time.

Who can send EMS in Japan:

• International students want to send documents and papers to Vietnam.
• Trainees and workers send gifts home to their families.
• Online business people send goods to customers in Vietnam.
• Export enterprises test product samples.

EMS shipping conditions:

• Maximum weight: 30kg.
• Maximum size: length + circumference ≤ 3m, length ≤ 1,5m.
• Do not send prohibited items: liquids, flammable and explosive items, loose batteries, cutlery, fresh food, animals, cash.

EMS shipping time and cost from Japan

When using EMS shipping services in Japan, the two factors that users are most concerned about are delivery speed and shipping costs. Compared to other services of Japan Post (SAL, Airmail, Surface Mail), EMS is always highly appreciated for its fast time, priority customs clearance process and transparent prices.

EMS shipping time from Japan to Vietnam

EMS shipping time from Japan to Vietnam will vary depending on the time:

• Normally: 3-5 working days (excluding weekends and holidays).
• Quick case: It may take only 2-3 days if the goods clear customs smoothly.
• Peak season: On occasions such as Lunar New Year, Golden Week, Obon, Christmas, the time may be extended from 7-10 days due to high volume of goods.
• Special effects: During epidemics, natural disasters or changes in customs regulations, parcels may be delayed longer than expected.

Cost of sending EMS from Japan to Vietnam

EMS shipping rates in Japan depend on the weight of the package and the destination area. Vietnam is in Zone 3 according to Japan Post's classification.

Reference fee table 2025 (Zone 3 – Vietnam):

Weight	Fare (JPY)	Estimated time
500g	1,400 - 1,600	3–5 days
1kg	2,000 - 2,200	3–5 days
2kg	3,200 - 3,600	3–5 days
5kg	7,000 - 8,000	3–6 days
10kg	12,000 - 14,000	4–6 days
20kg	22,000 - 25,000	4–7 days
30kg (max)	32,000 - 35,000	5–7 days

(Price is for reference only, subject to change depending on time and Yen - VND exchange rate)

Detailed 5-step guide to sending EMS in Japan

Many people who send EMS from Japan to Vietnam for the first time often worry about whether the procedure is complicated or not. In fact, the process only consists of 5 simple steps. If you prepare carefully in advance, it will only take you about 10-15 minutes at the post office.

Step 1: Prepare goods and packaging

• You should pack in a cardboard box or a special EMS envelope (available at the post office).
• If the item is fragile (ceramics, bottles, etc.), wrap it with bubble wrap and line it with newspaper.
• Tape securely, note “Fragile” if necessary.
• Avoid sending prohibited items (batteries, liquids, cutlery, explosives…).

Step 2: Fill out the EMS shipping form (EMS Label)

• Get a form at a post office or fill it out online on the Japan Post website.
• Required information:
  • Sender (From): Full name, address, phone number in Japan.
  • Recipient (To): Full name, address in Vietnamese & English, phone number in Vietnam.
  • Product description: for example “Clothes”, “Snacks”, “Documents”.
  • Value of goods: Declare honestly to avoid trouble when clearing customs.

Step 3: Bring the goods to the Japan Post office

• Go to any nearest post office (郵便局 – Yūbinkyoku).
• Deliver goods + EMS shipping form to staff.
• Staff will:
  • Check the goods.
  • Weigh and determine freight rates.
  • Attach tracking code to package.

Step 4: Pay EMS shipping costs

• You can pay by cash or card (depending on the post office).
• After paying the fee, the staff will give you a receipt with a tracking number (12-13 characters).
• Keep your receipt to track your package.

Step 5: Track order status

• Visit page Japan Post Tracking.
• Enter the tracking number to see detailed status: “Received”, “In transit”, “Cleared”, “Delivered”, “Delivered successfully”.
• When the goods arrive in Vietnam, you can check on the VNPost system using this same code.

Important notes when sending EMS in Japan

Although EMS shipping service in Japan is very fast and convenient, you still need to prepare carefully to avoid trouble during the shipping process. Below are important notes that you should not ignore when sending EMS in Japan:

• Check the product list: EMS does not accept batteries, liquids, fresh food, medicine and flammable and explosive materials. You should only send documents, clothes, souvenirs or dry food in sealed packaging.
• Proper packaging: Use sturdy cardboard boxes or EMS envelopes. Fragile items should be wrapped with bubble wrap and marked “Fragile” to avoid damage during shipping.
• Write the address clearly: Should write bilingual (Vietnamese and English) to limit loss. Don't forget the recipient's phone number so the postman can easily contact.
• Declare the value of goods honestly: If you declare less than the actual amount, you will only be compensated for the loss according to the declared amount. Conversely, declaring too much can cause the goods to be held at customs longer.
• Choose the right time to send: Avoid peak periods such as Tet, Golden Week, Obon because large volumes of goods will slow down shipping time. If urgent, send at least 1-2 weeks earlier.
• Buy EMS insurance when needed: With high-value items such as laptops, cameras, and phones, insurance will give you peace of mind because you will be compensated if there is an incident.
• Track your parcel regularly: Use the tracking code to look up on Japan Post or VNPost. If you find that your goods are stuck at customs for too long, you should contact the post office for quick support.

It can be seen that sending EMS in Japan is a safe, fast and reliable option to send gifts, documents or goods to Vietnam. With a time of only 3-5 days, transparent costs and online tracking, EMS helps you rest assured that the package will reach the recipient smoothly. However, for the process to go smoothly, you need to prepare carefully. Then, sending EMS in Japan to Vietnam will become extremely simple and time-saving.