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How to complete official certificates to export or move HRFNAO to the EU and Northern Ireland (Annex 2 2019/1793 certificates)

Updated 15 February 2023

You must use the official certificates published on 23 November 2021 for high risk food not of animal origin (HRFNAO). Do not use previous versions of the certificates.

This guide is to help traders complete certificates to export or move high risk food not of animal origin (HRFNAO) from Great Britain to the EU and Northern Ireland.

The certificates give assurance that your product complies with the rules that apply to HRFNAO.

You need to complete one certificate in English and one in the language of the country you’re exporting to. You must send both certificates with your HRFNAO consignment.

In this guide:

• ISO means the international standard 2-letter country code for a country
• Great Britain refers to England, Scotland, Wales, Channel Islands and Isle of Man

Read guidance about exporting or moving HRFNAO to the EU and Northern Ireland.

To complete the certificates you can either:

• download and complete them manually - you should email the certificate to the local authority certifying officer to sign
• use TRACES NT (also called the Integrated Management System for Official Controls (IMSOC)) to complete them online

You must cross out or delete statements that do not apply to the product you’re exporting. If you’re completing certificates manually, the certifying officer must initial and stamp anything you cross out.

Notifying changes

After you’ve completed both certificates and the certifying officer has certified them, you must tell the local authority if there is any change to the:

• consignee
• border control post (BCP) in the EU where the goods will enter
• date of transport
• means of transport

You will not get a replacement certificate for these changes. The local authority will tell you what to do next.

Part 1: Details of the dispatched consignment.

Great Britain is the country issuing the certificate.

Consignor or Exporter (Box I.1)

Add the name and address of your export business in Great Britain, and the ISO country code for Great Britain.

Certificate reference No (Box I.2)

Add the reference number given to you by the certifying officer who tested and inspected your product. You must complete this box if you’re completing the certificate manually.

IMSOC reference No (Box I.2.a)

This reference will be added automatically in TRACES NT. You do not need to complete this box if you’re completing the certificate manually.

Central competent authority (Box I.3)

This is the name of the central authority in Great Britain issuing the certificate. It will be the:

• Department for Environment, Food and Rural Affairs (Defra) for England and Wales
• Food Standards Scotland (FSS) for Scotland

Local competent authority (Box I.4)

Include the name of the local authority in Great Britain issuing the certificate.

Consignee or Importer (Box I.5)

This is the name and address of the person or legal representative in the EU, who you’re sending the consignment to.

Operator responsible for the consignment (Box I.6)

The name and address of the person in the EU in charge of the consignment when it arrives at BCP. This is the person who will make the necessary declarations to the competent authorities either as the importer or on behalf of the importer.

This box is optional.

Country of origin (Box I.7)

If your product may contain mycotoxins (including aflatoxins and plant toxins) or pesticide residues, list the country where it was grown or harvested.

If there’s a risk your product has salmonella or any other hazard, list the country where it was packaged.

(Box I.8)

You do not need to complete this box.

Country of destination (Box I.9)

The name and ISO code of the EU country where you’re sending your consignment.

(Box I.10)

You do not need to complete this box.

Place of dispatch (Box I.11)

You must give the following information for the establishment where the products come from:

• name
• address
• country
• ISO country code

For trade that involves more than one third country (triangular movement), the place of dispatch is the last third-country establishment of the export chain from which the final consignment is transported to the EU.

Place of destination (Box I.12)

Give the following information for the establishment where the products are sent for final unloading in the EU:

• name
• address
• country
• ISO country code
• registration or approval number of the establishment, if applicable

(Box I.13)

You do not need to complete this box.

Date and time of departure (Box I.14)

The date and time when the means of transport (aeroplane, vessel, railway or road vehicle) departs Great Britain.

Means of transport (Box I.15)

This is how your HRFNAO consignment will leave Great Britain. You must only select one option. Means of transport include:

• aeroplane
• vessel
• railway
• road vehicle

Add the following to identify the means of transport:

• the flight number - for aeroplanes
• the ship name(s) and number - for vessels
• the train identity and wagon number - for railways
• the registration number plate and trailer number plate, if applicable - for road vehicles
• the road vehicle registration number plate and trailer number plate if applicable, and the name of the scheduled ferry - for ferries

Entry BCP (Box I.16)

If you use TRACES NT to complete your certificate, select the EU BCP from the list.

If you complete the certificate manually, add the name of the EU BCP. The EU BCP must be designated to handle HRFNAO.

Accompanying documents (Box I.17)

Laboratory report: Add the unique reference number (URN) and the date the report or results of laboratory analyses referred to in Article 10 of Implementing Regulation (EU) 2019/1793 were issued.

Other: State the type and reference number of other documents such as a commercial document (for example, the airway bill number, the bill of lading number or the commercial number of the train or road vehicle).

A bill of lading is a document issued by a carrier to acknowledge receipt of the cargo that’s to be shipped.

Transport conditions (Box I.18)

This is the temperature you need your HRFNAO consignment to be transported. Select one option from the following temperature categories:

• ambient
• chilled
• frozen

Container Number and Seal Number (Box I.19)

You should include the following numbers, where applicable:

• the container number, if the goods are transported in closed containers
• the official seal number, if a seal is affixed to the container, truck or rail wagon under the supervision of the FCCO

Goods certified as (Box I.20)

State the intended use for products.

You should select:

• ‘human consumption’ for products only intended for human consumption.
• ‘feedstuff’ for products only intended for animal feed

You must only select one option.

(Box I.21)

You do not need to complete this box.

For internal market (Box I.22)

You should tick the box to confirm all the consignments are to be placed on the EU market.

For re-entry (Box I.23)

You do not need to complete this box.

Total number of packages (Box I.24)

State the number of packages. You do not need to complete this box if you are exporting or moving bulk consignments.

Total quantity (Box I.25)

You do not need to complete this box.

Total net weight/gross weight (kg) (Box I.26)

Total net weight is defined as the mass of the goods themselves without immediate containers or any packaging. This will be automatically calculated based on your description of goods (Box I.27) if you complete this certificate in TRACES NT.

Total gross weight: overall weight in kilograms. This is defined as the aggregate mass of the products and of the immediate containers and all their packaging but excluding transport containers and other transport equipment. The declared net weight of glazed goods should be the weight without the glaze.

Description of goods (Box I.27)

State the relevant Harmonised System code (HS code) and the title defined by the World Customs Organisation.
This customs description can be supplemented by additional information required to classify the products, if needed.

You must include the:

• species - this is the scientific name or as defined in accordance with EU legislation
• types of products
• number of packages
• type of packaging
• batch number
• net weight

Set any specific requirements related to the processing as defined in the relevant legislation.

Tick ‘final consumer’ where products are packaged for the final consumers.

Identify the type of packaging according to the definition given in Recommendation No 21 of UN/CEFACT (United Nations Centre for Trade Facilitation and Electronic Business).

Part 2: Certification

Part 2 must be completed by a local authority certifying officer in Great Britain.