Phytosanitary certificate — exporting plants and plant products from the UK to Poland

What is a phytosanitary certificate and when is it required for export from the UK

A phytosanitary certificate is an official government document confirming that the plants or plant products being exported meet the phytosanitary (plant health) requirements of the destination country. The certificate is issued by the competent government authority of the exporting country — in England, Scotland and Wales this is APHA (Animal and Plant Health Agency), an executive agency of Defra. In Northern Ireland, certificates are issued by DAERA (Department of Agriculture, Environment and Rural Affairs).

Before Brexit, within the EU single market, UK exporters sending plants to Poland or other EU countries did not need phytosanitary certificates — goods moved freely without phytosanitary checks at internal borders. Since 1 January 2021 the UK has been a third country with respect to the EU. This means that every consignment of plants and plant products from the UK to Poland must be accompanied by a phytosanitary certificate issued by APHA — in exactly the same way as exports from Brazil, New Zealand or Japan. Source: gov.uk/government/collections/importing-and-exporting-plants-and-plant-products.

A phytosanitary certificate is not a customs document in the strict sense — it is a plant health document that accompanies the export consignment. It must be available to the control authorities in Poland (the State Plant and Seed Inspection Service — PIORiN) or at the EU Border Control Post (BCP). Absence of the certificate, or a certificate that has been incorrectly completed, may result in the consignment being held, rejected or destroyed at the exporter's cost.

When a phytosanitary certificate is mandatory — legal basis

The requirement for a phytosanitary certificate on import into the EU derives from EU Plant Health Regulation 2016/2031. The requirement applies to imports from third countries (including the UK since 2021) of plants and plant products listed in the EU schedules of goods subject to phytosanitary controls. On the exporter's side (UK), the obligation to apply to APHA for a certificate derives from UK Plant Health Order provisions and Defra/APHA guidance. Source: gov.uk — import and export plants and plant products.

Which plants and plant products require a phytosanitary certificate

Not all products of plant origin require a phytosanitary certificate — this depends on the type of goods, the degree of processing, the destination country, and the requirements set out by the EU in Regulation 2016/2031. Below are the main categories of goods for which a certificate is required when exporting from the UK to Poland/EU.

Categories of goods requiring a certificate — list

• Live plants — trees, shrubs, pot plants, ornamental plants, vegetable and flower transplants intended for planting
• Plant propagating material — seeds, bulbs, tubers, cuttings, scions, suckers, rootstocks for grafting
• Cut flowers — fresh cut flowers (e.g. roses, tulips, chrysanthemums) destined for the EU require a certificate if listed in the EU schedules
• Fresh fruit and vegetables — depending on species and EU schedule; many categories of fresh fruit and vegetables require a certificate on import from third countries
• Timber and wood products — raw timber, bark, wood chips, sawdust, pellets from undebarked wood; requirements depend on the timber species and degree of processing
• Soil and growing media — earth, peat, compost and other soil-containing substrates may require a certificate or be subject to EU import restrictions
• Cereal and legume grain — cereals, oilseed rape, soya and other agricultural seeds may be subject to EU phytosanitary requirements

Goods exempt from the certificate requirement

Goods that are exempt or do not obligatorily require a phytosanitary certificate include: heavily processed plant products (e.g. flour, sugar, refined vegetable oils, fermented products), plant products in hermetically sealed packaging intended for direct consumption, and processed timber (dried, debarked and/or heat-treated in accordance with ISPM 15 standard). Final verification of whether a specific product requires a certificate should be carried out by checking the EU schedules or consulting APHA and a customs agent. Source: gov.uk — import and export plants and plant products.

EU protected zones — additional requirements

Some EU member states have protected zone status for certain harmful organisms. This means that import of certain goods into those countries requires additional annotations on the phytosanitary certificate or compliance with stricter requirements. Poland may hold protected zone status for certain organisms. Before exporting to Poland you should check the current requirements for the specific goods with the Polish importer or with APHA. Source: gov.uk — import and export plants and plant products.

How to obtain a phytosanitary certificate from APHA — step-by-step procedure

The procedure for obtaining a phytosanitary certificate from APHA involves several stages: registration in the eDomero system, submission of an inspection application, an inspection by an APHA inspector, and collection of the completed certificate. Each step is described below. This article reflects the legal position as at 2026-06-06. Please consult a customs agent before taking any action.

Step 1 — Registration of the producer/exporter with APHA

Before applying for a phytosanitary certificate you must be registered with APHA as a plant producer or exporter (Plant Passport Operator or exporter). Registration is required for companies that regularly export plants and propagating material. One-off exporters must also go through APHA, but the registration pathway may differ. Contact APHA to establish the appropriate route for your business. APHA contact details: gov.uk/government/organisations/animal-and-plant-health-agency.

Step 2 — Submitting an application through the eDomero system

Applications for a phytosanitary certificate for export are submitted through the eDomero system — APHA's electronic phytosanitary application management system. In eDomero you will need to provide: exporter and importer details, a description of the goods (botanical species, quantity, type of packaging), destination country (Poland/EU), the inspection address, and the proposed dispatch date. The eDomero system is accessible through the APHA pages on gov.uk. Source: gov.uk — import and export plants and plant products.

Step 3 — Inspection by an APHA inspector

Once the application has been submitted, an APHA inspector arranges a visit to carry out an inspection of the goods and/or the production site. The inspection aims to confirm that the goods are free from regulated pests and meet the phytosanitary requirements of the destination country. The inspection may involve: visual examination of the plants, sampling for laboratory testing (where required), and verification of documentation relating to the production or treatment of the goods. The inspection result must be positive before APHA can issue the certificate.

Step 4 — Issue and collection of the phytosanitary certificate

Following a positive inspection, APHA issues the phytosanitary certificate. The document may be issued in paper or electronic form (e-phyto), depending on the destination country's requirements and system capabilities. The EU accepts electronic phytosanitary certificates transmitted via the TRACES NT system (Trade Control and Expert System). The certificate must accompany the consignment — either as a hard copy or through the electronic system — and be presented to the border control authorities (BCP) on entry into the EU. Source: gov.uk — import and export plants and plant products.

Related internal links

When exporting plants from the UK to Poland you may also wish to familiarise yourself with related procedures:

• CHED-P controls for plants imported into the UK — UK border controls for plants imported from the EU
• BTOM UK border controls — the UK border control system post-Brexit
• IPAFFS plant import registration — registering plant consignments in the IPAFFS system on import into the UK
• Export Health Certificate for food — the equivalent document for exporting animal-derived food from the UK to the EU
• customs handling for plant exports from the UK — our customs services for exporting goods from the UK

Costs and timescales — how much does it cost and how far in advance should you apply

A phytosanitary certificate from APHA is not free. APHA charges fees for the inspection and issue of the document. The level of fees depends on the type of goods, the number of line items, the duration of the inspection and any laboratory testing required. Current APHA fees for phytosanitary export services are published on gov.uk. Below we describe the cost structure and recommended application timescales.

APHA fees for a phytosanitary certificate

APHA charges fees covering: an application fee, inspection costs (inspector's time plus travel costs), any laboratory testing costs for samples, and the document issuance fee. Higher rates may apply for inspections outside standard working hours (evenings, weekends) or on an urgent basis. Current APHA fee rates should be checked directly on gov.uk or by contacting APHA — rates are updated regularly. Source: gov.uk/government/organisations/animal-and-plant-health-agency.

Timescales — when to apply for a phytosanitary certificate

APHA recommends applying for a phytosanitary certificate at least 5 working days before the planned dispatch date. During seasonal export peaks (e.g. spring transplants, flowers for the festive season) or for goods requiring laboratory testing, lead times may be longer. Exporters who regularly ship to the EU should plan to apply at least one week — or more — in advance. The validity of an issued phytosanitary certificate is limited — the document must accompany a specific consignment and cannot be used repeatedly for different shipments.

Additional costs for the importer in the EU

The importer in Poland must allow for the cost of the border control (BCP) carried out by PIORiN or other competent authorities. This control takes place under the CHED-D (Common Health Entry Document for Plants) procedure for every consignment from a third country. The cost of the control is borne by the importer. If a consignment is held due to irregularities in the phytosanitary certificate or detection of harmful organisms, the exporter bears the risk of the goods being returned or destroyed. Source: gov.uk — import and export plants and plant products.

Prohibited plants and regulated pests — export restrictions

Not all plants can be freely exported from the UK to Poland/EU. Some goods are subject to bans or strict restrictions due to the risk of transmitting regulated pests or quarantine organisms. These restrictions derive from both EU law (Regulation 2016/2031) and UK Plant Health provisions.

EU quarantine organisms — examples

The EU maintains lists of quarantine organisms (Union quarantine pests — UQPs) whose introduction into EU territory is prohibited or strictly restricted. Examples of organisms that may affect exports from the UK to the EU:

• Xylella fastidiosa — a bacterium affecting olive trees, grapevines, lavender and other plants; its presence triggers import bans on host plants
• Asian longhorn beetle (Anoplophora glabripennis) — a beetle attacking hardwoods; regulates the import of timber and live trees
• Emerald ash borer (Agrilus planipennis) — an ash pest; restricts the import of ash timber and live ash trees
• Tomato brown rugose fruit virus (ToBRFV) — a tomato virus; affects requirements for the import of tomato seeds and plants
• Potato cyst nematodes — potato nematodes; restrictions on potatoes and soil

How to check whether your exported goods are subject to restrictions

Before planning an export of plants from the UK to Poland you should: (1) check the current lists of EU regulated harmful organisms in Regulation 2016/2031 and its implementing acts, (2) consult APHA regarding the requirements for the specific plant species to the specific EU country, (3) contact the Polish importer and PIORiN to confirm the current import requirements. The lists are updated regularly — bans and restrictions may change in response to new phytosanitary threats. Source: gov.uk — import and export plants and plant products.

The difference between a phytosanitary certificate and a CHED-P

A phytosanitary certificate and a CHED-P are two different documents, often confused by those unfamiliar with plant control procedures. The difference is explained below.

Phytosanitary certificate — an export document

A phytosanitary certificate is issued by the government authority of the exporting country — in the case of the UK, by APHA. It confirms that the consignment meets the phytosanitary requirements of the destination country. It is a document accompanying the consignment sent from the UK to Poland/EU. It is issued before dispatch, following a positive APHA inspection. The exporter is responsible for obtaining it.

CHED-P — a border control document on import into the UK

A CHED-P (Common Health Entry Document for Plants) is a UK/EU document used on import of plants into the UK from third countries — completed by the UK importer in the IPAFFS system (Import of products, animals, food and feed system) before the planned shipment. CHED-P is a document on the UK border control (BCP) side and has no connection with the Polish import of goods from the UK. When exporting from the UK to Poland, the UK exporter provides the phytosanitary certificate, and the Polish (or EU) importer registers the consignment in the TRACES NT system and is subject to inspection at the EU border control post. More about CHED-P: CHED-P controls for plants imported into the UK. More about IPAFFS: IPAFFS plant import registration.

Comparison table — phytosanitary certificate vs CHED-P

Summary of current official requirements

Since Brexit, UK exporters sending plants, propagating material, cut flowers, fruit, vegetables, timber and other plant products to Poland or the EU must obtain a phytosanitary certificate issued by APHA. The document is issued following an inspection by an APHA inspector. Applications are submitted through the eDomero system at least 5 working days in advance. APHA charges fees for the inspection and issue of the certificate. Not all plant products require a certificate — this depends on the type of goods and the EU requirements. Some plants and plant products are subject to bans or restrictions due to regulated harmful organisms. A phytosanitary certificate (export from the UK) is a separate document from a CHED-P (import into the UK). This article reflects the legal position as at 2026-06-06. Please consult a customs agent before taking any action.

FAQ — frequently asked questions

Does every export of plants from the UK to Poland require a phytosanitary certificate?

Not every shipment. The requirement for a phytosanitary certificate depends on the type of goods and the destination country's (Poland/EU) requirements. Categories that require a certificate include: live plants, propagating material (seeds, bulbs, seedlings), cut flowers, fruit, vegetables, timber, bark and soil. Certain processed plant products and packaging materials are also subject to the rules. The precise EU requirements are set out in EU Regulation 2016/2031. Source: gov.uk/government/collections/importing-and-exporting-plants-and-plant-products.

Who issues the phytosanitary certificate in the UK and how long does it take?

In England, Scotland and Wales, phytosanitary certificates are issued by APHA (Animal and Plant Health Agency) — a government executive agency of Defra. In Northern Ireland they are issued by DAERA. An APHA inspector carries out an inspection of the goods or premises before issuing the document. Lead times depend on the type of goods and the season — APHA recommends applying at least a few working days (at least 5 working days) before the planned dispatch date. Source: gov.uk/government/collections/importing-and-exporting-plants-and-plant-products.

What is the difference between a phytosanitary certificate and a CHED-P?

A phytosanitary certificate is a document issued by the exporting country's authority (e.g. APHA in the UK) confirming that the goods meet the phytosanitary requirements of the destination country. It accompanies the consignment on export. A CHED-P (Common Health Entry Document for Plants) is a document completed on import into the UK — it is part of the UK border control procedure conducted by UK authorities at Border Control Posts (BCPs). These are two entirely separate procedures: one concerns export from the UK to the EU, the other concerns import into the UK from third countries.

Which plants are prohibited from export from the UK due to regulated pests?

Certain plants and plant products are subject to export bans or require additional certificates if they are associated with regulated pests or quarantine organisms. These include Xylella fastidiosa (a bacterium affecting olive trees and grapevines), the Asian longhorn beetle and the Emerald ash borer. The detailed list of EU regulated quarantine pests (Union quarantine pests) is set out in EU Regulation 2016/2031. Source: gov.uk/government/collections/importing-and-exporting-plants-and-plant-products.

How much does an APHA phytosanitary certificate for export from the UK cost?

APHA charges fees for inspection and issuance of a phytosanitary certificate. The amount depends on the type of goods, the size of the consignment and the inspection time. Current APHA fees for phytosanitary export services (phytosanitary export services) are published on gov.uk. Additional charges may apply for urgent inspections (outside standard hours) or re-inspections following a non-compliance finding. Source: gov.uk/government/organisations/animal-and-plant-health-agency.

Official sources

• Import and export plants and plant products — gov.uk Defra/APHA — GOV.UK
• Animal and Plant Health Agency (APHA) — gov.uk — GOV.UK