Export Chilled Food Samples to the EU.

How to Export Chilled Food Samples to the EU from the UK.

A Step-by-Step Guide by Cool Cargo UK

Send chilled samples to the EU

Exporting chilled food samples from the UK to the EU opens up incredible opportunities for your food business. Here’s a comprehensive guide to help you export chilled food samples to the EU smoothly and successfully on a business to business bases. Exporting chilled food samples to the EU from the UK requires adherence to post-Brexit regulations, ensuring food safety, and maintaining cold chain logistics.

While the process is more complex since the UK left the EU, it is manageable with proper planning. Here’s how to navigate the process. Here’s a comprehensive guide to help your business export chilled food samples to the EU business's smoothly and successfully.

How to Send chilled samples to the EU ?

1. Understand EU Import Regulations:

The EU is stringent about food safety, and all imports are regulated by the food safety standards overseen by the European Food Safety Authority (EFSA). Your chilled food samples must meet these requirements:

• Food Safety Standards: Products must comply with the EU’s General Food Law, including hygiene, labelling, and traceability requirements.

• Pre-Approval for Certain Products: Some products, such as animal-based foods, may require prior approval from EU authorities.

• Third-Country Listing: The UK is now considered a "third country." Ensure your business is listed as an approved exporter of the relevant products to the EU.

2. Obtain Required Certifications

Depending on the type of chilled food you are exporting, you may need the following, please Obtain the Necessary Certifications prior to export.

• Export Health Certificate (EHCs):Mandatory for all Product-of-animal-origin (POAO) (e.g., meat, dairy, fish, and eggs). Obtain EHCs through the UK’s Animal and Plant Health Agency (APHA).

• Catch Certificates: Required for fish, seafood products to demonstrate sustainable sourcing.

• Phytosanitary Certificates: Necessary for plant-based or fresh produce. DEFRA in the UK can provide Phyto Certificates, to confirm the produce is pest and disease-free.

• Certificates of Analysis (CoA): Provide laboratory test results confirming that your product meets microbiological or allergen standards if applicable.

• HACCP Certification: Your product must be manufactured under a Hazard Analysis and Critical Control Points (HACCP) system, which ensures food safety during production.

  
  

3. Register with UK and EU Authorities

• UK Export Registration: Ensure your business is registered with the UK’s Export Health Certificate Online system, EHCOS.

  
  

• EU TRACES System: Use the EU’s TRACES (Trade Control and Expert System) platform to create export documentation and facilitate veterinary checks at EU Border Control Posts (BCPs). Submit a Traces notice to the EU, The EU requires a prior notice to be filed online before your shipment arrives. This notice helps the TRACES monitor incoming food products.

4. Label Your Products Correctly

Your chilled food samples must comply with EU labelling regulations:-

• Language Requirements: Labels must be in the official language(s) of the destination country.

  
  

• Labeling Compliance:-

• Your product label must include:

• The product name.

• An ingredient list.

• Allergen information.

• Net quantity in EU measurements.

• Manufacturer/distributor details.

  
  

• Mandatory Information: Include the product name, ingredient list, allergens, nutritional values, storage instructions, country of origin, and any applicable health claims..

5. Ensure Cold Chain Logistics with Cool Cargo UK

Maintaining the appropriate temperature for your chilled foods is essential to preserving their quality during transit:

• Packaging: Use insulated containers, gel packs, or dry ice to keep the product within its required temperature range.

• Temperature Monitoring: Equip shipments with temperature loggers to demonstrate compliance with cold chain requirements.

• Transport Provider: Choose a Cool cargo UK as your logistics partner. experienced in transporting perishable goods to the EU.

6. Navigate EU Customs Requirements

Before shipping, ensure your paperwork and customs preparations are in order:

• HS Code:

  • Assign the correct Harmonized System (HS) code to classify your goods for EU customs.

    
    

• EU Customs Agent/ Broker:

  • EU Importers would normally have their own EU-based customs Agent/broker to handle the import process and resolve any issues quickly. should you require assistance in the EU Cool Cargo UK can also provide this service.

    
    

• Duties and Tariffs:

  • Be aware of any import duties or taxes your product may incur.

    
    

7. Prepare Documentation for Shipping

Proper documentation is critical for a seamless export process. Ensure you include:

• Commercial Invoice:

  • Provide a detailed description of the product, its value, and the recipient’s information include the HS code of the Product being exported.

    
    

• Packing List:

  • Outline the contents of your shipment, including quantities and weights.

    
    

• Certificate of Origin:

  • This document verifies that your product was made in the UK.

    
    

• Air Way Bill (AWB):

  • Issued by Cool Cargo shipping company, this document serves as proof of shipment.

    
    

8. Conduct a Trial Shipment

Before committing to large-scale exports, test the process with a small shipment. This will help you identify any logistical challenges, ensure compliance, and fine-tune your workflow for efficiency.

10. Manage Risks and Plan for Contingencies

Exporting chilled foods involves some risks, including customs delays and potential spoilage. Mitigate these risks by:

• Investing in shipment insurance.

• Building in buffer time for delivery.

• Ensuring all certifications and documentation are meticulously prepared.

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Unlock Global Opportunities

Exporting chilled food samples from the UK to the EU can seem daunting, but with proper preparation and attention to detail, it’s entirely achievable. By following the steps above, you’ll be well on your way to building international partnerships and expanding your market.

Ready to take your food business global?

Start planning your first export shipment today!

This guide is perfect for small food businesses, artisanal producers, or established companies looking to enter the EU markets. If you need tailored advice or assistance, feel free to reach out to our logistics or export professionals who can guide you through the process.

Let your flavors cross borders and make a mark in the EU! 🍽️

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(C) Cool Cargo UK, How to Export Chilled Food Samples to the EU from the UK.