In recent assessments of documentary checks conducted since January 31st, DEFRA has identified several common errors that have hindered the efficiency of import and export processes. To enhance understanding and minimise future errors, DEFRA has provided official guidance addressing these common issues.
General Errors:
1. Low Risk Consignments with Inadequate Documentation:
- Common Error: Failure to provide relevant commercial documents for low-risk consignments.
- Guidance: Low-risk consignments categorised as Low BTOM Risk must be accompanied by appropriate commercial documents from the supplier. Health certificates are not required. While routine checks are not imposed on low-risk consignments, checks may still occur if specific risks are indicated.
2. Misclassification of Composites:
- Common Error: Incorrect categorisation of goods as composite products, leading to misclassification and low-risk status.
- Guidance: Ensure proper confirmation from exporters regarding the classification of products as composites, following the prescribed process.
3. Handling of Multiple Health Certificates:
- Common Error: Attachment of multiple health certificates to a single pre-notification.
- Guidance: Each health certificate should correspond to a single import notification, particularly for mixed loads containing multiple medium-risk goods.
Import Notification Errors:
1. Incorrect Operator Address Provided:
- Common Error: Provision of an EU address for the operator responsible for the consignment, instead of a UK address.
- Guidance: The operator’s name and UK address must be provided in the import notification.
2. Omission of Establishment Field in the CHED:
- Common Error: Failure to complete the establishment field in the CHED.
- Guidance: The establishment of origin should be included in the import notification.
Export Health Certificate Errors:
1. Attestation and Certificate Model Compliance:
- Common Error: Incorrect attestation and usage of the model certificate.
- Guidance: Attestations should align with the model certificate guidelines, and only relevant attestations should be included or omitted. Competent authorities must create their official documents based on the provided model certificates.
2. Signature and Numbering Compliance:
- Common Error: Signature, numbering, and regionalisation code issues.
- Guidance: Paper certificates must bear certifying officer signatures and sequential numbering. Verifiable PDF certificates should contain valid digital signatures. Regionalisation codes, if applicable, must be correctly included.
Checklist for Compliance:
- Review documentation to ensure the presence of relevant commercial documents for low-risk consignments.
- Verify the classification of goods to avoid misclassification as composites.
- Attach one health certificate per import notification and provide accurate operator and establishment information.
- Ensure compliance with attestation requirements and utilize official certificate models.
- Confirm the presence of valid signatures, correct page numbering, and inclusion of regionalization codes.
By adhering to DEFRA’s guidance and addressing these common errors, businesses can streamline their import and export processes, improve compliance, and mitigate potential disruptions in trade operations.