Defra - Common Errors Found by Sample Health Certificate Checks and an IUU Documentation Reminder

Streamlining Import Processes: HallMark Highlights Key Areas for Improvement

Streamlining Import Processes: HallMark's Role in Enhancing Documentation Accuracy

In light of recent findings by the Department for Environment, Food & Rural Affairs (Defra), HallMark Veterinary & Compliance Services is emphasising the importance of accurate documentation for importers. Defra's analysis has revealed several common errors in sample Sanitary and Phytosanitary (SPS) documentary checks since the implementation of new checks on 31st January. These errors, primarily made by importers, underscore the need for meticulous attention to detail in the completion and submission of import documentation.

Common Documentation Errors Identified

Defra's summary of errors includes issues with commercial documents for low-risk consignments, incorrect categorisation of composite products, and errors in attaching health certificates to import notifications. Additional mistakes have been noted in import notifications, such as providing incorrect addresses or failing to complete essential fields in the Common Health Entry Document (CHED).

Export Health Certificate Errors

Errors in Export Health Certificates (EHCs) have also been highlighted, including incorrect deletions of attestations, signature errors, and incorrect page numbering. These errors can lead to delays and complications in the import process, emphasising the need for careful review and adherence to guidelines.

You can read the summary of 31 Jan SPS BTOM common errors here.    

IUU Documentation for Fishery Products

In an effort to bolster regulatory compliance and streamline the import process, a significant update has been announced regarding the submission of documentation for Illegal, Unreported, and Unregulated (IUU) fishing activities. Starting from 30th April 2024, importers will be required to upload IUU documentation directly to the Import of Products, Animals, Food and Feed System (IPAFFS). This change aims to simplify the documentation process, ensuring a more efficient and secure method of compliance for businesses involved in the importation of fishery products

HallMark's Support for Importers

As Portal Official Veterinarians (Portal OVs) working with UK Port Health Authorities (PHA)/Border Control Posts (BCPs), HallMark plays a crucial role in identifying documentation errors. We are committed to supporting importers by highlighting these common mistakes and providing guidance on how to avoid them in future submissions. Our goal is to streamline the import process, ensuring a smoother, more compliant trade flow for all stakeholders involved.

Defra's Information Sessions

We encourage importers and stakeholders to participate in Defra's upcoming information sessions for businesses, running throughout March and April. These sessions are designed to provide comprehensive insights into the upcoming changes and how they impact your operations. To participate and gain valuable knowledge on the SPS border controls and the new IUU documentation process, register for an information session through Eventbrite here.

Enhanced Documentary Checks for Improved Compliance

In a proactive move to ensure the correct application and usage of import regulations, Defra has initiated a period of enhanced documentary checks. From 31st January 2024 to 30th April 2024, a randomly selected sample of consignments containing medium-risk animal products and high-risk food of non-animal origin from EU and EFTA countries is undergoing documentary checks upon arrival at GB ports. This initiative is designed to provide traders with specific feedback on their consignments, facilitating a deeper understanding of compliance requirements without the inconvenience of holding goods for inspection or levying charges at this stage.

Traders whose consignments are selected for these checks can expect constructive feedback aimed at improving future compliance. This approach underscores the government's commitment to supporting traders in meeting regulatory standards efficiently.

For comprehensive guidance on legal responsibilities and tips on ensuring compliance with import regulations, traders are encouraged to consult the official government guidance available here. This resource offers valuable information to help navigate the complexities of importing live animals and animal products into Great Britain, ensuring that businesses are well-prepared to meet the latest standards and requirements.

HallMark's Commitment

HallMark is dedicated to facilitating compliance and supporting the agrifood sector through these regulatory changes. By addressing documentation errors and providing ongoing guidance, we aim to assist importers in navigating the complexities of the import process.

Stay Updated with HallMark

For further information on avoiding common documentation errors and to stay informed on the latest regulatory requirements, visit our website and follow our updates. Together, we can achieve a more efficient and compliant import process.