Exporting Fruit and Vegetables from Poland to the UK — Phytosanitary Certificates and BTOM Checks

Phytosanitary Certificate — Who Issues It, When and What It Must Contain

A phytosanitary certificate (PC) is a document issued by the Plant Health Inspection Service (IORiN) in Poland — the Polish equivalent of the phytosanitary certificate required by the Animal and Plant Health Agency (APHA) in the UK. Every consignment of plants and plant products (including fresh fruit and vegetables) exported from Poland to Great Britain must carry a current phytosanitary certificate issued by the competent authority in the country of origin — i.e. IORiN. The document must be issued no earlier than 14 days before dispatch and must specify the species, quantity, HS code and a declaration that the goods are free from regulated pests subject to UK quarantine. Check the current list of quarantine organisms on the APHA website: gov.uk/government/organisations/animal-and-plant-health-agency.

How to Order a Phytosanitary Certificate in Poland — IORiN

An application for a phytosanitary certificate is submitted to the relevant Regional Branch of IORiN at least 3–5 working days before the planned loading. The Inspectorate inspects the consignment or reviews production documentation. The certificate is issued for a specific consignment — any change in volume or destination requires a new document.

The application includes: exporter details, address of the loading location, botanical name of the goods, HS code (e.g. 0808 10 80 for apples, 0810 10 00 for strawberries), country of destination (UK — Great Britain), quantity in kg or units and a description of packaging. IORiN may require additional declarations for sensitive goods (e.g. apples subject to quarantine due to the risk of Erwinia amylovora).

Information on applications: piorin.gov.pl — official IORiN certificates are accepted as the issuing authority for UK import purposes under the UK Plant Health Order.

What UK Border Force Checks During Phytosanitary Inspection

UK Animal and Plant Health Agency (APHA) at a Border Control Post (BCP) verifies: (1) the authenticity and validity of the IORiN phytosanitary certificate, (2) the conformity of the goods with the declaration (species, quantity, plant health status), (3) the absence of regulated pests or symptoms of quarantine diseases, (4) correct pre-notification in the PEACH system at least 1 working day before arrival.

For high-risk consignments (e.g. leafy vegetables with high pest risk, fruit with a history of phytosanitary issues) a physical check is mandatory. For low-risk consignments APHA may rely on a documentary check only. Risk categories are regulated by the Border Target Operating Model (BTOM) — a document published by the UK Government in August 2023 and updated periodically.

This article reflects the legal position as of 2026-04-18. Contact a customs broker before taking action.

Pre-notification in PEACH/IPAFFS — Obligation Before the Load Arrives

Every consignment of plants and plant products (including fruit and vegetables) imported into Great Britain must be pre-notified in IPAFFS (Import of Products, Animals, Food and Feed System) — the APHA platform available at gov.uk/guidance/import-of-animals-and-animal-products-from-non-eu-countries-online-service-ipaffs. Notification must be made at least 1 working day before the expected arrival date at the First Point of Entry in the UK. Failure to pre-notify results in the consignment being automatically held by UK Border Force — regardless of whether the phytosanitary documents are correct. Notification is made by the UK importer or a customs agent acting on their behalf.

How IPAFFS Pre-notification Works Step by Step

The importer or customs agent in the UK creates an IPAFFS account via Government Gateway (www.gov.uk). After logging in, they complete the CHED-PP form (Common Health Entry Document for Plants, Plant Products and Other Objects). The form requires: the IORiN phytosanitary certificate number, HS code of the goods, quantity, exporter details (Poland), importer details (UK), port of entry and expected arrival date.

Once the notification is approved, the system generates a CHED-PP number, which the customs agent enters into the import customs declaration (CDS) in the field for accompanying document codes. APHA inspectors at the border search for the consignment by this number — a missing number or data mismatch results in the consignment being held.

Current IPAFFS instructions: gov.uk — IPAFFS.

Pre-notification Deadlines — When to Submit the CHED-PP

According to APHA guidance published on gov.uk, the CHED-PP pre-notification for fresh fruit and vegetables must be submitted to IPAFFS at least 1 working day before the expected arrival at the UK First Point of Entry. For consignments from Europe by road (via Dover or the Channel Tunnel) this means in practice: if a lorry leaves Poland on Monday and is due to arrive at Dover on Tuesday morning, the notification must be submitted no later than Monday before the end of the working day.

For air freight (Heathrow, Manchester) the deadline is the same — 1 working day. For sea freight a longer lead time applies — check gov.uk for the specific port and cargo type.

Failing to account for UK Bank Holidays is a common mistake — IPAFFS operates 24/7, but APHA staff process notifications only on working days. A notification submitted on Friday for a load arriving Monday morning may not be processed in time.

The Role of the Customs Agent in Pre-notification and Customs Clearance

The UK importer can complete IPAFFS pre-notification themselves, but in practice delegates this to a customs agent who has an account in the system and is familiar with the CHED-PP procedure. Easy Clearance manages the full chain: IPAFFS pre-notification → import customs clearance (CDS declaration) → coordination with APHA border inspection.

Import customs clearance cost for fruit and vegetables: from £45 to £150. Rates quoted are indicative — exact pricing after documents are submitted.

If APHA holds the consignment for physical inspection, the customs agent coordinates contact with the inspector, supplies missing documents and — if the inspection is passed — obtains release of the goods.

6 Steps from Ordering the Certificate to UK Customs Clearance

Exporting fresh fruit and vegetables from Poland to the UK is a sequence of actions that must be coordinated between the Polish exporter, IORiN, the carrier and the customs agent in the UK. Below is a complete checklist — from the moment of transport planning to release by UK Border Force. Each step has specific deadlines — meeting them determines whether the driver leaves without delays or the consignment is held. This article reflects the legal position as of 2026-04-18. Contact a customs broker before taking action.

Steps 1–3: Ordering the Certificate, PL Export Clearance, Preparing Documents

Step 1 — Submit application to IORiN (at least 5 working days before loading). Specify the HS code, botanical species, quantity and country of destination (Great Britain). The Inspectorate inspects the goods or documentation. The phytosanitary certificate is issued before or on the day of loading.

Step 2 — Polish export customs clearance (PUESC/AES). The exporter or Polish customs agent submits an export declaration in the Automated Export System (AES) via PUESC. The declaration includes: commercial invoice, packing list, phytosanitary certificate number, CMR. Once the AES declaration is accepted it generates the export MRN and IE529 message (release).

Step 3 — Prepare the full document set for the UK. The UK importer or customs agent collects: commercial invoice (with value, Incoterms and HS code), IORiN phytosanitary certificate (original or electronic copy — APHA accepts an electronic copy subject to verification), packing list, CMR (consignment note).

Steps 4–6: IPAFFS Pre-notification, UK Import Clearance, APHA Release

Step 4 — Submit CHED-PP pre-notification in IPAFFS (at least 1 working day before arrival). The UK customs agent or importer logs into IPAFFS and completes the CHED-PP form with consignment data. Once approved — the CHED-PP number is inserted into the import customs declaration.

Step 5 — Submit the import customs declaration in CDS (UK Customs Declaration Service). The customs agent submits the import declaration, specifying the HS code (e.g. 0808 10 for apples, 0701 90 for potatoes), customs value, country of origin (PL), procedure code and CHED-PP number. On import from the EU, duty is 0% for most fruit and vegetables under TCA (Trade and Cooperation Agreement) — check the specific HS code on the UK Trade Tariff.

Step 6 — APHA inspection and release of goods. APHA, based on the CHED-PP and customs declaration data, decides on the type of check (documentary / identity / physical). After a positive check the goods are released and the driver can continue. Check duration: from a few minutes to several hours for a physical check.

HS Codes and Duty for Fruit and Vegetables Imported to the UK

The Harmonised System (HS) code determines the duty rate and phytosanitary requirements for fruit and vegetable imports to the UK. Polish exporters using the UK-EU Trade and Cooperation Agreement (TCA) can import most plant products at zero duty provided TCA rules of origin are met (product originates from the EU). Below are selected HS codes and indicative rates — always verify on the UK Trade Tariff before submitting a customs declaration. This article reflects the legal position as of 2026-04-18. Contact a customs broker before taking action.

Selected HS Codes for Polish Fruit and Vegetables Exported to the UK

Example HS codes for Polish products exported to the UK (verify each on the UK Trade Tariff: trade-tariff.service.gov.uk):

• Fresh apples: 0808 10 80 — TCA duty 0%
• Fresh strawberries: 0810 10 00 — TCA duty 0%
• White/red cabbage: 0704 90 10 / 0704 90 90 — TCA duty 0%
• Fresh carrots: 0706 10 00 — TCA duty 0%
• Mushrooms (cultivated): 0709 51 00 — verify TCA
• Potatoes (other than seed): 0701 90 10 / 0701 90 90 — TCA duty 0%

Condition: TCA rules of origin must be met (goods produced in the EU). A REX (Registered Exporter Statement) or invoice declaration is attached to the import declaration. Without proof of origin, the MFN (Most Favoured Nation) rate applies, which for many fruit items is in the double-digit percentage range.

When an Import Licence is Required in the UK — Regulated Products

For most fresh fruit and vegetables from the EU, an import licence is not required in the UK. Exceptions include: (1) products subject to EU or UK market protection measures (e.g. courgettes outside the season covered by a seasonal tariff — check season dates on the UK Trade Tariff), (2) GMO products requiring ACNFP (Advisory Committee on Novel Foods and Processes) authorisation, (3) certain potato varieties subject to restrictions due to phytosanitary risk (ringspot, potato blight).

Before exporting a new plant product to the UK for the first time, consult a customs agent — verification of HS code, phytosanitary requirements and any licences is part of standard customs clearance. Import clearance cost: from £45 to £150. Rates quoted are indicative — exact pricing after documents are submitted.

What the current rules say

Exporting fresh fruit and vegetables from Poland to the UK requires an IORiN phytosanitary certificate, CHED-PP pre-notification in IPAFFS (at least 1 working day before arrival) and an import customs declaration with the correct HS code. When TCA requirements are met, the majority of plant products enter the UK duty-free. Easy Clearance manages the full chain: pre-notification → customs clearance → coordination with APHA inspection — import clearance cost from £45 to £150. This article reflects the legal position as of 2026-04-18. Contact a customs broker before taking action.

FAQ — frequently asked questions

Is a phytosanitary certificate required to export apples and strawberries from Poland to the UK?

Yes. Every consignment of fresh fruit and vegetables exported from Poland to Great Britain must carry a phytosanitary certificate issued by the Plant Health Inspection Service (IORiN). The document must be issued no earlier than 14 days before dispatch. Missing certification results in the consignment being held by UK Border Force.

What is CHED-PP pre-notification and who submits it?

CHED-PP (Common Health Entry Document for Plants) is a pre-notification form submitted in the IPAFFS system (gov.uk) by the UK importer or a customs agent acting on their behalf. It must be submitted at least 1 working day before the expected arrival of the consignment in the UK. Failure to submit CHED-PP results in the consignment being automatically held at the border.

Is duty payable when exporting fruit and vegetables from Poland to the UK?

When TCA (Trade and Cooperation Agreement) rules of origin requirements are met, most fresh fruit and vegetables from the EU enter the UK at zero duty. This requires presenting proof of origin (REX or invoice declaration). Without a proof of origin document the MFN rate applies, which for many products is in the double-digit percentage range. Verify your HS code on the UK Trade Tariff (trade-tariff.service.gov.uk).

How long does the APHA phytosanitary inspection at the UK border take?

A documentary and identity check typically takes between a few and several tens of minutes. A physical check (inspection of the actual goods) can take from 1 to several hours. The risk of a physical check is lower for consignments with correct documentation and a history of compliance. APHA decides on the type of check based on BTOM risk categories.

How much does UK import customs clearance for fruit and vegetables cost?

Import customs clearance costs from £45 to £150. Rates quoted are indicative — exact pricing after documents are submitted. The price may include IPAFFS pre-notification, CDS declaration and coordination with APHA inspection.

Official sources

• Import plants and plant products from the EU — UK phytosanitary requirements — GOV.UK
• Plant health checks and controls for imports — GOV.UK
• The Border Target Operating Model — August 2023 — GOV.UK
• IPAFFS — Import of Products, Animals, Food and Feed System — GOV.UK
• UK Trade Tariff — HS code verification — HMRC