How many pages should a shrimp export capability file be?

The first version should be around four to six pages, plus a one-page version for buyers with only a few minutes. The full set with certificates and test results stays separate and goes out on request.

Should the capability file include prices?

Not in the general file. Prices change by size, season and delivery terms, so make a separate price list with an effective date and send it after the buyer states a specific need.

Should an expired certificate go into the file?

No. List only certifications currently valid, with the issuing body and expiry date. If one is being renewed, state the status instead of letting the buyer find out.

Shrimp Export Capability File: What to Bring to Buyer Meetings

A shrimp buyer at a trade show can meet twenty suppliers in a day. By evening they remember a few. The ones they remember are usually not the best talkers, but the people who left behind documents that answer the questions the buyer planned to ask later.

A shrimp export capability file is evidence for each question a buyer will ask once back at the office comparing many files side by side, not a company brochure. The competition is stiff. According to the Vietnam Association of Seafood Exporters and Producers (VASEP), shrimp exports in 2025 reached about USD 4.6 billion, the highest ever, which means buyers have plenty of choices. A complete, easy-to-compare file shortens their selection process.

Seven parts of a shrimp export capability file

Part 1: a one-page company introduction

Year founded, plant address, nearest export port, markets already supplied, and one or two sentences on strengths. Every figure must be verifiable. State processing capacity per day or per month with a clear unit.

Part 2: product catalogue and specifications

List product forms, sizes, packaging and storage conditions. In the trade, terms such as head-on shell-on (HOSO), headless shell-on (HLSO) or peeled and deveined are common shorthand, but each buyer may use their own terms, so add a line explaining each code. Include real product photos taken in ordinary light.

Part 3: certifications and standards

Certifications buyers often ask about include HACCP, BRCGS, ASC and BAP, depending on the customer and market. Give the exact name, the issuing body, the scope and the expiry date. List only what is valid. If a certificate is pending, say it is in application, with the expected date.

Part 4: traceability and quality control

Does the raw material come from your own farms or linked farms, how are lot codes assigned, and if a buyer points to one lot, how long does it take to trace it back to a pond. Attach the latest test results. If the company claims the product is free of antibiotics, write it only when records and test results back it up.

Shrimp laid out in trays to check size and quality before packing

Part 5: supply capacity

Volume by month and by season, lead time for sample orders, lead time for commercial orders, and minimum order quantity. Buyers care a lot about stability, so if there is a low season, say it plainly and explain how you cover it.

Part 6: trade terms

Delivery terms such as FOB or CIF, payment method, and quote validity. Keep the price list separate with an effective date, and send it after the buyer states a specific need.

Part 7: photos of the facility

A few photos of the plant, farms, packing area and cold store, chosen to show order and tidiness. Avoid photos that reveal sensitive areas or show workers without protective gear. Photos are a natural bridge to an invitation to visit, discussed in the article on visiting a seafood processing plant.

A file for each market

The same company may need one set for one market and another set for a different market, because each place asks differently about certification, labeling and documents. A sensible approach is a common core plus market-specific appendices. Ask the buyer in advance which appendix they need instead of sending one huge file to everyone.

The article on international shrimp buyers lists five large market groups and what each tends to care about, which is useful when deciding which appendices to prepare first.

What to avoid

Using general adjectives such as top quality or long-standing reputation with no evidence beside them.
Including expired or not-yet-issued certificates without stating the status.
Stating volume figures that cannot be verified. A buyer can ask at any time.
Sending a file so heavy that email blocks it or the buyer cannot open it on a phone.

What to bring to the meeting

Each meeting should have three things: a printed one-page version, product samples if conditions allow, and a QR code leading to the full set online. When booking meetings in advance, the article on booking meetings with buyers suggests attaching the one-page version to the email so the buyer knows beforehand who they will meet. And if you are preparing a program for a whole industry, the article on business matching for the seafood industry explains how to match buyers by link in the chain.

When you need help building the file and preparing the meeting

If your shrimp company or association needs to build a shrimp export capability file, arrange meetings and host buyers on plant and shrimp farm visits, you can send a request through the quote page or book a call with Nguyễn Anh Trung. Tell us the main product, the market you want to enter and the certifications you hold.

An honest file with full evidence often beats a beautiful file the buyer cannot verify.