In the course of brand operations, many businesses need to change their manufacturing facilities in order to optimize quality, stabilize supply capacity, or expand their product range. However, changing production facilities is not merely a technical matter; it also directly affects the product’s legal documentation, particularly its registration documentation.
To ensure the transition process proceeds quickly and in compliance with regulations, businesses need to thoroughly understand the steps for updating their documentation when changing their dietary supplement production facilities, in accordance with the guidelines issued by the Food Safety Department (ATTP) and the Department of Health.
1. Why is it necessary to amend the notification documents when changing the manufacturing facility?
In the application for the registration of a dietary supplement, information about the manufacturing facility is an important component, including:
Plant Name
Manufacturing Address
GMP Certification
Related Food Safety and Hygiene Permits
When a business changes its manufacturing facility, this information no longer matches the information in the original filing. This may result in:
The application was deemed invalid
Challenges in Auditing and Inspection
Obstructing the circulation of products in the market
Items listed on the product label do not comply with regulations
Therefore, submitting an amendment notice is mandatory to ensure that the product remains legally on the market.
2. When is it necessary to submit a notice of changes to a production facility?
Businesses must submit an official letter when the following changes occur:
Change of Manufacturing Facility (OEM/ODM)
Change of Manufacturing Address
Changes to legal information or certifications related to the facility
Upgrading or converting a production line, which affects the original documentation
Please submit the official letter as soon as possible to avoid any disruption to business operations.
3. Documents to Prepare When Modifying a Production Facility
Depending on the requirements of the Food Safety Agency, the application package typically includes:
Official Letter Requesting Revision of the Filing Documentation
Follow the template exactly, clearly stating the product, the registration number, and the content to be amended.
Legal Documents for the New Plant
GMP Certificate
Food Safety Certificate
Business license or equivalent
Capability Statement or Production Line Description (if required)
Product-related documentation
Basic Standard (TCCS)
Production Process
Any changes (if any) must not alter the essence of the formula.
4. Important Tips to Avoid Having Your Application Rejected
This is a step where many businesses are prone to making mistakes, which can result in official documents being rejected or processing times being extended:
Verify compatibility between the formula and the new plant's capabilities
If the new plant does not meet the same process or equipment standards as the old plant → the application is likely to be requested to be resubmitted.
Legal information must match exactly
The company name, address, license number, facility code, etc., must be carefully checked before submission.
The formula must remain unchanged
If the formula is changed → it must be re-registered; it is not enough to simply make adjustments at the manufacturing facility.
Standard Format for Official Letters
Many businesses have had their applications rejected simply because of formatting errors, incorrect presentation, or missing supporting documents.
5. The Process for Amending Records in Accordance with Regulations
Preparing the amendment documents
Submit an official letter to the Food Safety and Hygiene Department (for health-promoting foods) or the Department of Health (for dietary supplements)
Please provide feedback and any additional information (if applicable)
Receive confirmation of the adjustment
Update product labels and maintain records
Typical processing time: 5–15 business days, depending on the receiving agency.
6. Conclusion
Updating records when changing production facilities is a mandatory step, but if done correctly—thoroughly and in accordance with regulations—businesses can avoid many legal risks and minimize disruptions to product distribution. For brands currently in the process of transitioning to a new factory or expanding their production capacity, Life Gift Vietnam is also assisting clients in preparing the required amendment documents in accordance with regulations, ensuring the process is swift, accurate, and legally sound.
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