Transportation of food goods in international traffic involves a number of formal requirements. Loading, customs clearance, all the way to sanitary inspection – complete documentation is needed at each stage. Food is a sensitive commodity, requiring high hygienic standards and strictly controlled conditions. The required documents ensure safe transportation and compliance with the regulations not only of the country, but also of the countries through which the goods will be transported.
Shipping and commercial documents required for food loading
The first step is the loading of goods at the shipper’s premises. Already at this stage, the appropriate shipping and commercial documents must be prepared to accompany the cargo all the way.
Commercial invoice
The basic document issued by the seller (exporter) to the buyer (importer). It contains a description of the goods, quantity, value, currency of the transaction and details of both parties. The invoice is necessary for customs clearance and is the basis for determining the classification of the goods and customs and tax duties.
Goods specification (packing list)
A document that supplements the invoice, detailing the contents of individual packages, net/gross weight, number of packages, etc. It facilitates inspection of the goods during loading and unloading, and allows customs authorities to verify the conformity of the goods with the declaration.
CMR waybill
An international consignment note required for road transport. It is a document confirming the conclusion of a contract of carriage between the shipper and the carrier. It contains details of the shipper, consignee, carrier, description of the cargo, place of loading and unloading and transport instructions. The CMR is proof of the carrier’s acceptance of the goods and is the primary document to be inspected during any roadside inspections. The driver receives the CMR letter upon loading, and the consignee acknowledges receipt of the shipment with it.
Certificate of origin of goods
A document required in certain cases, confirming the country of origin of foodstuffs. It is sometimes needed if we want to confirm the country of origin of the goods (ordinary certificate) or additionally to take advantage of preferential tariff rates resulting from trade agreements, or when the recipient requires it (EUR 1 certificate). Certificates of origin are legalized by authorized authorities (e.g., the National Chamber of Commerce or the Customs and Revenue Service) at the exporter’s request.
Quality certificates or documents from the manufacturer
Depending on the type of food, additional attestations may be required to confirm that the goods meet certain standards. Examples include an organic certificate (for organic food) or the results of laboratory tests on a batch of goods (e.g., a certificate of composition analysis, no exceedances of pesticide or microorganism standards). These documents build trust with the recipient and are often required for quality control.
For products of animal or plant origin intended for export outside the EU, care should be taken to obtain official health certificates as early as the loading stage. Products of animal origin (meat, dairy, fish, eggs, etc.) must have a veterinary certificate issued by the competent veterinary service of the country of shipment. This document confirms that the food is safe, comes from an approved facility and meets the requirements of the importer’s country. Products of plant origin (fresh fruits, vegetables, grains, seeds), on the other hand, require a phytosanitary certificate, issued by the plant protection authorities in the exporter’s country, which confirms that the products are free of quarantine pests and diseases. Without these certificates, the goods will not be allowed to be transported across the border, so when organizing international food transportation, they must be obtained before shipment.
When transporting food, it is very important to maintain the cold chain and proper conditions of transportation. The carrier should have a document confirming that the vehicle is suitable for transporting foodstuffs, especially perishable ones. Any vehicle used for international food transportation must have a certificate of compliance with the ATP agreement. This is a certificate confirming that the vehicle complies with the requirements of the ATP Agreement (for the carriage of perishable foodstuffs at controlled temperatures). The driver should carry a current ATP certificate for the vehicle. In the event of a roadside inspection, the service may demand to see it. The absence of this document exposes the carrier to a penalty and may result in the detention of the carriage.
In addition, the driver and those in contact with food cargo must have a current sanitary-epidemiological examination (the so-called sanepid booklet), which confirms the absence of health contraindications to working with food. This is a national requirement, but widely respected as part of hygiene concerns throughout the supply chain.
Once the commercial documents have been completed and sanitary requirements have been ensured at the loading stage, the goods can go on their way. Another challenge is border formalities, primarily customs clearance, which requires an additional set of documents.
International food transportation. What documents should be prepared for customs clearance?
If the transport of food is outside the European Union or from a third country to the EU, customs clearance is necessary. The purpose of the customs procedure is to declare the goods for import or export, calculate the duties and taxes due, and check the compliance of the shipment with the regulations. The following documents are required for a smooth clearance:
Customs declaration
A formal declaration submitted to customs, usually by a customs agency acting on behalf of the importer or exporter. Nowadays it is in electronic form in customs systems, but paper documents (invoice, bill of lading, etc.) are the basis for its preparation. The customs declaration declares, among other things, the code of the goods (according to the customs tariff), value, country of origin, weight, and attaches the required permits and certificates. Correct completion of the declaration is essential to avoid delays or erroneous calculation of fees.
Commercial documents supporting the data in the declaration
Customs requires the submission of source documents, primarily the commercial invoice and packing list. Based on these, the declared value and type of goods are verified. Sometimes a contract or purchase order is also required, if customs needs additional confirmation of the terms of the transaction.
Certificate of origin
If an exporter or importer wants to take advantage of the reduced tariff rate under an FTA, he or she should present a certificate of origin (or an invoice declaration) confirming that the goods originate in the country covered by the agreement. For example, when exporting Polish foodstuffs to a non-EU country that has a trade agreement with the EU, a EUR.1 certificate will confirm origin in Poland and enable the importer to pay a lower duty.
Import/export licenses and permits
Some food commodities are subject to additional restrictions. For example, the importation of certain products may require a license or a quota to be met (as is the case, for example, with certain quantities of sugar, dairy products or alcohol). If the product is under the supervision of licensing institutions (e.g., ARR – Agricultural Market Agency, now KOWR – National Center for Agricultural Support, for certain agricultural commodities), the appropriate permit must be attached. In the transportation of food, we rarely deal with strategic goods requiring a license, but it is worth making sure that the transported assortment is not subject to additional regulations.
Confirmation of compliance with sanitary/veterinary requirements
The main element of food clearance is to provide evidence that the goods have passed the required sanitary inspections. In practice, this means attaching to the declaration the results of the inspection (veterinary, sanitary or phytosanitary) or relevant documents such as a veterinary, phytosanitary certificate or CHED document (more about it below). Before releasing the goods, the customs office will check whether, for example, the Border Veterinary Inspectorate or Sanitary Inspectorate has issued a positive decision allowing the food to be marketed. Without such approval, customs clearance will not be completed, and the product cannot legally cross the border.
It is worth noting that many customs formalities can be prepared in advance. Our professional customs agency will take care of gathering documents in advance, completing declarations and verifying the accuracy of data. As a result, a shipment with food appearing at the border has a set of documents, and the procedures run smoothly. When exporting outside the EU, the forwarder will take care of issuing the export document, and when importing – all customs declarations and fees. In the case of transit through third countries, it is also possible to use the TIR carnet or customs transit procedure – these are documents and mechanisms that allow goods to pass through the territories of foreign countries in customs confinement, without paying customs duties in transit.
Sanitary and veterinary control of food. What is its purpose?
Food crossing national borders (especially the border of the European Union) is subject to strict controls by specialized services. The goal is to ensure that products that endanger the health of humans, animals or plants do not enter the market. Depending on the type of food, transport may be referred for inspection by various inspections: veterinary, sanitary, phytosanitary and commercial quality. Each of them requires specific documents:
Border veterinary inspection
Covers all products of animal origin (both raw and processed) and feed. At the EU border, such control is carried out by the Border Veterinary Inspectorate (GIW). The basic document here is the previously mentioned veterinary certificate issued by the exporter’s country. The document must accompany the shipment (the original with a possible translation). The veterinary inspector at the border verifies its authenticity and compatibility with the goods.
In addition, the shipper or importer is required to notify the shipment for border veterinary inspection in advance, usually through the TRACES (Trade Control and Expert System) system. In this system, a common entry document (CHED-P) is generated for products of animal origin. An electronic form that provides information about the shipment, shipper, consignee, type of goods, country of origin, etc. The GIW inspector, after inspection (of the documents, and often of the commodity itself and the means of transportation), confirms the release of the commodity in the CHED system.
The printed and certified CHED-P document becomes confirmation that the batch has passed the veterinary inspection with a positive result. Only with such confirmation can the goods be cleared through customs and brought into the country. In the case of exports from the EU (e.g., Polish food sent outside the Union), the veterinary services of the exporting country also issue the appropriate certificate, which will be required by the authorities of the destination country.
Border sanitary control
Applies to food of non-animal origin, i.e. plant and processed products that are not subject to veterinary control, but may pose a threat to human health. In Poland, the State Sanitary Inspectorate (Sanepid), or more precisely, the State Border Sanitary Inspectors, is responsible for such control. Not all plant foods are subject to mandatory inspection. The European Union designates a list of products that must be inspected in a special way (these are, for example, selected dried fruits, nuts, spices, foods containing certain additives, food contact materials, etc., often from specific countries where non-compliance has been found).
For such products, the previously described TRACES system and the CHED-D (Common Health Entry Document) apply. The importer or his representative fills out the first part of the CHED-D electronically before the arrival of the goods. The declaration is accompanied by the health quality certificates in possession from the country of shipment (if required by EU regulations or the recipient) and other documents such as certificates of laboratory analysis. The Sanitary Inspectorate at the border checks the documents, may take samples for testing (e.g., for pesticide residues, aflatoxins, heavy metals – depending on the product) and approves the document after a positive inspection result.
When the product is not covered by TRACES, the importer submits a traditional application for border sanitary inspection in accordance with Polish regulations. In both cases, once the sanitary inspection is approved by the Sanitary Inspectorate (a document confirming the release of the goods), customs clearance can be finalized.
Phytosanitary control
It is dedicated to unprocessed plant products, seeds, seedlings, fresh vegetables and fruits, grains, as well as wooden packaging (pallets, crates). It is carried out by the State Plant Protection and Seed Inspection Service (PIORiN) through its phytosanitary inspectors at the border. The document conditioning the entry of plants and plant products is the original phytosanitary certificate from the country of origin. The PIORiN inspector checks it, as well as the goods themselves (whether there are traces of pests, soil, mold). In addition, he can order a more in-depth visual inspection or examination.
Currently, phytosanitary inspection is also recorded in TRACES as a CHED-PP document (for plants and plant products). After a positive inspection, the inspectorate issues an import permit, in the form of a stamp and annotation on the phytosanitary certificate and approval of the electronic document. If everything is in order, the goods can be released. In case of non-compliance (e.g., detection of live pests), the inspection may stop the batch, subject it to disinsecting treatment, or turn back/neutralize the goods.
Commercial quality control (WIJHARS)
In addition to strictly sanitary inspections, imported food, especially fresh fruits and vegetables, is subject to inspection by the Provincial Inspection for Commercial Quality of Agricultural and Food Articles (WIJHARS). The inspectorate checks whether the products meet EU commercial quality standards, such as whether the fruits have the appropriate quality category (Extra, Class I, II), whether they are properly labeled (country of origin, class, caliber), etc. WIJHARS may require the presentation of a certificate of compliance with marketing standards issued in the exporter’s country, or inspect the batch itself upon arrival in the country.
If the product in question has a foreign certificate of compliance with EU standards (and the exporter’s country has a recognized quality control system), this document should be attached to the clearance. Otherwise, the importer reports the goods to the WIJHARS for quality control. The inspector evaluates a sample of the goods and issues an appropriate certificate in Poland. This stage is important, especially when importing fresh agri-food products from outside the EU. Failure to meet quality standards can result in the batch not being allowed to be marketed or reduced in value, so documentation confirming quality is as important as sanitary documents.
As you can see, the number of documents required during food border inspections is considerable. Each inspection has its own procedures and forms, but they all work with one goal – to protect the consumer and the domestic market from unsafe products. For the entrepreneur, this means the need to work closely with the institutions to quickly obtain the required certificates and decisions. In practice, the organization of these activities is often handled by a specialized freight forwarder or customs agency, which coordinates the control of the various authorities.
Food transportation safety versus complete documentation. Get support from an experienced shipping company
Documentation in food transportation ensures safety and compliance with regulations. Each of the documents described has a specific task. It confirms the origin of the goods, their quality, health safety and legality of transportation. There is no room for negligence in the food industry. Improperly documented transportation can result in the detention of goods, the imposition of severe fines and even the destruction of the product (when, for example, it does not meet sanitary standards). What’s more, deficiencies in documentation are the cause of frequent delays, which for perishable food means loss of shelf life and serious financial losses.
Complete, properly organized documentation is also a matter of consumer safety. Thanks to the required certificates and certifications, only those products that have passed inspection for, for example, the absence of pathogenic bacteria, the appropriate level of additives or the absence of pests are allowed on the market. Once a product is on the market, the documents make it possible to trace it (traceability) – from the place of origin of the goods, through the production process to distribution. If a hazard (such as contamination) is detected, the transparency of the supply chain makes it possible to quickly withdraw a particular batch from the market. Thus, it is safe to say that documents guarantee compliance with regulations and, above all, protect safety and health.
By entrusting the transportation of food to experts, the exporter or importer gains confidence that all permits, certificates and notifications will be obtained in a timely manner. The ALLcom team monitors the process at every stage. From checking documents before loading, to keeping an eye on customs clearance, to overseeing sanitary inspection inspections. This allows our clients to focus on their business rather than the procedural complexities.
Numerous documents are required during international food transportation: commercial, freight, customs and those related to quality and food safety control. Their proper preparation and completion condition the prompt delivery of goods to the recipient. ALLcom Gdynia’s experience and competence in organizing food freight forwarding for thirty years translates into safe, timely and compliant transportation. As a result, food reaches the tables of consumers fresh, wholesome and, above all, safe…. We also keep in mind that the final list of necessary documents varies depending on the type of forwarding (road, sea, rail or air) and separate regulations in the addressee’s country. We meet our clients’ individual needs in the field of international food transportation, providing comprehensive door-to-door delivery of products.