How to Apply for an Export Certificate
for Food of Non Animal Origin
Information for Food Business Operators in Ireland
Issue Date: 06/04/2011
Table of Contents
When do I need an export certificate? ........................................................................................ 3
Where can I get an export certificate? ........................................................................................ 3
What will I need for an export certificate? ................................................................................. 3
How do I apply for an export certificate? .................................................................................. 5
What information does an Export Certificate contain? .............................................................. 5
Additional Information ............................................................................................................... 6
Appendix 1 – Contact Details for the PAL and OFML Laboratories ........................................ 7
Appendix 2 – Application Form for an Export Certificate ........................................................ 8
Issue Date: 18/02/2011
Page 2/9
When do I need an export certificate?
An export certificate may be required when exporting food of non animal origin to countries
outside of the European Union (EU). The export certificate will be requested by the
authorities of the importing country. It provides evidence that products comply with food law
and facilitates trade. Export certificates are not required when products are exported within
the EU.
Where can I get an export certificate?
Your local Environmental Health Office of the Health Service Executive (HSE) can issue an
export certificate. Their contact details can be found:
•
by checking the telephone directory for the number of your local Environmental
Health Office of the HSE
•
by checking the HSE website: http://www.hse.ie
Note: A company manufacturing food contact materials and requiring an export certificate
should contact the Food Safety Authority of Ireland (FSAI) directly to apply for a
certificate – Telephone 1890 33 66 77.
What will I need for an export certificate?
1. Registration/inspection of your food business
Your food business must be registered/approved by the Environmental Health Service (EHS)
of the HSE and have been inspected within the last 12 months and found to comply with EU
food law. If it is over 12 months since your premises has been inspected, you should contact
your local Environmental Health Officer (EHO) to arrange this.
If you are distributing/selling products which are manufactured by another food business
operator (FBO) in Ireland, then the manufacturing premises must also be registered and
inspected as above.
If you are distributing/selling products, which are manufactured in another EU country or in a
third country:
− you must also must provide a letter from the competent authority where the product is
manufactured stating the manufacturer is in compliance with EU/local food law or
provide a copy of an independent third party audit report of the manufacturer.
Issue Date: 18/02/2011
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2. Product analysis
You must have your product(s) analysed by an independent accredited laboratory.
The
analysis must be carried out within the last 12 months or sooner where the formulation of a
product has been revised. Your product should be analysed for the appropriate parameters testing should be discussed with your local EHO and the laboratory.
This can include
compositional, microbiological and/or contaminant testing. The laboratory should also be
accredited for the required tests where possible. Analysis can be carried out by the following:
−
−
The Public Analyst Laboratory (PAL) (see Appendix 1 for contact details)
An Official Food Microbiological Laboratory (OFML) (see Appendix 1 for contact
details)
−
Another independent accredited laboratory.
Note: (1)
In Ireland, laboratories are accredited by the Irish National Accreditation Board
(INAB). All laboratories used for product analysis should be accredited to ISO
17025. You will find information on accreditation on the INAB website:
(2)
http://www.inab.ie/
The laboratory will charge for this analysis. You should contact the laboratory
for information on charges and turnaround times for analysis.
(3)
Samples sent to the PAL or OFML should be recorded as ‘Export Certification’
samples.
3. Compliance of your product and its labels
Your product(s) and its label(s) must be in compliance with EU food law unless you can
provide a letter from the competent authority of the importing country stating that the product
and/or label complies with its requirements. A bilateral agreement may also exist between
Ireland/EU and the importing country and, in this case, the product must comply with the
provisions of this agreement.
So you must supply a copy of the product label for the particular market you are exporting to.
If you have non English labels, you should get a translation of the label in order to facilitate a
labelling check.
Not all products being exported are destined for the final consumer and therefore may not
have product labels for the final consumer. In this case the information should be supplied on
the commercial documentation and you will need to supply a copy of this. However please
note for pre-packaged food, certain essential information should also appear on the external
packaging - i.e. the name of the food, the date of minimum durability and the name and
address of the manufacturer, packager or seller in the EU. For beverages with greater than
Issue Date: 18/02/2011
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1.2% by volume of alcohol, the alcoholic strength by volume must also appear on the external
packaging.
Note: You will find information on food legislation on the FSAI website, along with some
useful publications and guidance documents on topics such as general labelling, food
supplements, nutrition and health claims and general information for food businesses:
http://www.fsai.ie/ e.g.
Legislation: http://www.fsai.ie/legislation.html
Labelling Information: http://www.fsai.ie/resources_and_publications/labelling.html
How do I apply for an export certificate?
An application form can be found in Appendix 2 of this document and on the HSE and
FSAI websites:
HSE: http://www.hse.ie
FSAI:http://www.fsai.ie/faq/import_export.html
You must complete this application form and send it by email, fax or post with all
relevant documentation clearly marked for the attention of your local Environmental
Health Service. If your form is not completed correctly or is missing information, you
will have to resubmit it. The product name, product description, manufacturer, exporter
and country of destination must be filled in.
In general, please allow seven working days for your application to be processed (once
you have provided all required documentation). It is advisable to contact your local EHO
well in advance of exporting your products, so that any issues that may arise can be
resolved in good time. In particular, if you are applying for a certificate for the first
time, your request may take considerably longer to process.
Your application will be assessed and if all requirements are fulfilled, a certificate will be
issued.
If your application is refused, you will be informed in writing with reasons given.
The export certificate(s) will be posted out to you. Alternatively, you may arrange for
collection of certificates at your own cost.
There is currently no charge for issuing export certificates.
What information does an Export Certificate contain?
The certificate issued will be titled ‘Export Certificate’.
The certificate will be printed on HSE headed paper.
The certificate will include:
the date of issue, a unique certificate number,
product/consignment information, a statement that the product complies with food law,
Issue Date: 18/02/2011
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the name and signature of the certifying officer, the stamp of the HSE and any other
additional information requested.
Product/consignment information includes:
Product name, Product description,
Manufacturer (or country of manufacture), Exporter and Country of Destination.
The wording of the export certificate will be generic unless specific information about a
product is required by you or the importing country.
If you require a certificate to be in another language, then you must provide the
translation. The English text will also be included on the certificate.
Additional Information
If an export certificate is lost or damaged, a copy can be issued on request.
If an export certificate was issued containing errors, a new certificate can be issued on
request.
In exceptional circumstances (urgent cases only), a scanned certificate may be provided.
Electronic certificates will not be issued.
Where you export the same product(s) to non EU countries on a regular basis, multiple
certificates can be issued (i.e. a set of certificates), each with a unique certificate number.
In this case, the onus is on you, the FBO, to be able to trace the export certificate number
with the specific batches of products exported.
permitted.
Photocopying of certificates is not
Export certificates must not be altered in any way or information added to them, once
they are issued.
Where you are requested by the competent authority of the importing country to provide a
sample export certificate for review/verification prior to product being exported, a sample
certificate may be issued which is clearly marked ‘Sample Certificate’.
Where you are requested by the competent authority of the importing country to provide
an export certificate for the purposes of registering a product in that country and prior to
product being imported there, an export certificate may be issued. The certificate will
include a statement confirming that it is for registration purposes.
Issue Date: 18/02/2011
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Appendix 1 – Contact Details for the PAL and OFML Laboratories
Public Analyst Laboratories:
1. PAL Dublin 01-6612022;
2.
PAL Cork 021-4923245;
3.
PAL Galway 091-581122.
Official Food Microbiology Laboratory:
1. Public Analyst’s Laboratory, Sir Patrick Duns, Dublin (01 6612022);
2.
Public Health Microbiology Laboratory, Cherry Orchard, Dublin (01 6206175);
3.
4.
Public Health Laboratory, Limerick, HSE Western Region (061 482840);
Public Health Laboratory, Sligo, HSE Western Region (071 9174558);
5.
6.
Public Health Laboratory, Waterford, HSE Southern Region (051 842606);
Public Health Microbiology Laboratory, Cork, HSE Southern Region (021 4923308);
7.
Public Health Microbiology Laboratory, Galway, HSE Western Region (091 544410).
Issue Date: 18/02/2011
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Appendix 2 – Application Form for an Export Certificate
APPLICATION FORM FOR AN EXPORT CERTIFICATE
FOR FOODS OF NON ANIMAL ORIGIN
PART A: BUSINESS DETAILS
Name of Applicant/FBO:
Contact Name:
Email Address:
Date of Application:
Please complete all relevant sections of this form. Failure to do so may result in a delay in the issuing
of certificates.
Exporter’s Name &
Address:
Country of Destination:
Importer’s Name &
Address:
Total No. of Certificates
Required:
Accompanying Documentation:
Please specify as appropriate using :
Previously
sent to
HSE
Attached
Not
Applicable
1. Laboratory analysis report(s)
2. Product label(s)
3. List of ingredients (unless specified on label)
4. Commercial documentation
5. Letter from competent authority in importing country
re: product / label
6. Letter from competent authority re: manufacturer
7. Third party audit report re: manufacturer
For Office Use:
Application received by:
__________________________
Date: _____________________
Export Certificate issued by: __________________________
Date: _____________________
Export Certificate number(s): _________________________________________________________
Issue Date: 18/02/2011
Page 8/9
Product
Description:
Issue Date: 18/02/2011
Additional comments /
information to be included on the
certificate:
Reason for requesting certificate:
PART C: ADDITIONAL INFORMATION
Product Name(s):
PART B: PRODUCT DETAILS
Manufacturer’s Name &
Address (if different to
exporter):
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Quantity
(please specify
units):
Other: Lot Identifier / Batch
or Product Code / Order or
Invoice no. / Best Before
Date (BBD) / Date of
Manufacture (DOM) etc
(please specify):
No. of
Certs per
Product (if
individual
cert is
required):