Phytosanitary Registration Procedure: How to get Phytosanitary Certificate to export coffee?

Vietnamese Coffee Exporter
Phytosanitary Registration Procedure How to get Phytosanitary Certificate to export coffee

Phytosanitary Registration Procedure For Export Coffee In Vietnam – A phytosanitary certificate is one of the mandatory documents that importers require Vietnamese enterprises to provide when exporting agricultural and forestry products to foreign countries.

The phytosanitary registration process for export Coffee isn’t too hard. However, it requires the implementer to master the process to avoid errors and situations that the shipments have been exported without successfully registering the phytosanitary certificate.

Today, Helena Coffee Vietnam will send you the entire process of phytosanitary registration for export Coffee as follows:

What is phytosanitary for exports?

Phytosanitary is a task that a state agency requires to inspect Coffee to prevent the spread of dangerous diseases (caused by viruses, insects, or pathogens) affecting plants (agricultural products) and people in Vietnam.

Which products need phytosanitary for exporting Coffee?

Products subject to phytosanitary are products made from plants and trees such as agricultural products, crops, vegetables, wood, etc. And Coffee products belong to the plants, so they have to do this and get certificates.

What is the phytosanitary procedure for exporting Coffee?

Step 1: Register an account to do plant quarantine

Go to the new account registration office of the plant quarantine agency (regional plant quarantine department) to register and receive 02 samples included in the account registration form (needs one day to activate the account) and phytosanitary registration form.

Then, you create an account by following the above 02 forms.

Or download two samples at bellow links for registration:


Step 2: Register the shipment to need quarantining:

Shippers or authorized persons implement the phytosanitary registration with the regional plant quarantine agency 1-2 days before the ship departures

Registration documents include:

  • Phytosanitary registration form (according to the state of the quarantine agency and fully declaring information about the shipment to need quarantining)
  • Contract of sale of Coffee (required) with the bill of lading + invoice + packing list (if any)
  • The referral of the owner of a shipment (if the registrant is the person authorized)

Everyone remember to check what category the product is in and write down the quarantine fee in the registration form before submitting the documents.

If you apply without knowing the quarantine cost of your shipment, you may anger the quarantine officer who checks and approves your documents.

After the docs are approved, you need to go to the accounting department of the plant quarantine agency to pay the phytosanitary fee.

Step 3: Carry out procedures for testing and sampling the shipments that need a phytosanitary

The location of the physical sampling inspection will depend on the type of Coffee and the requirements of the importing countries; therefore, it can be the port/airport or production warehouse.

Or quarantine officer can require an extra special inspection of the factory, growing area, etc.

The quarantine agency will conduct a sampling inspection to determine whether the Coffee is eligible for export.

Step 4: Electronic declaration of the shipment that needs to exporting:

Declaring shipment information through the website of the Regional Quarantine Sub-Department (sender, recipient, name of Coffee, quantity, country of origin, special inspection, etc., or other requirements).

Within 4 hours, the quarantine agency will resend the draft certificate via email to the shipper or an authorized person.

Step 5: Submit a complete application to get a phytosanitary certificate

After having the draft phytosanitary certificate, you should check it and send it to the shipper/consignee for confirmation.

If correction is needed, you edit it directly on the draft and send the complete documents to the Plant Quarantine Sub-department.

Then you bring the completed documents to submit at the receiving room of the plant quarantine agency. Including:

  • Reception number
  • The initial set of documents
  • The draft of the phytosanitary certificate declared online
  • Bill of Lading
  • Invoice
  • Packing list

Step 6: Receive and check the completeness and validity of the record

The quarantine officer will review the documents. If the documents are sufficient and valid, the original certificate will send to the shipper within 24 hours.

In the opposite case, the quarantine officer shall require the shipment owner or authorized person to supplement and complete the documents.

Phytosanitary Registration Procedure - Helena Coffee Vietnam
Phytosanitary Certificate for Green Coffee Beans

Phytosanitary registration service for Coffee exports of Helena Coffee Vietnam company

Phytosanitary registration service for coffee exports of Helena Coffee Vietnam company, specializing in consulting for agricultural products and Coffee exported to fastidious markets such as Europe, America, Japan, Korea, China, etc.

Of course, there will be many cases with special requirements that we can’t list in this post. Please don’t hesitate to contact Mr. Edison at +84 789 818 828 (Whatsapp/Telegram/Line) for more information.


Helena Coffee Vietnam

Helena Coffee Processing & Export in Vietnam | Helena., JSC, which was established in 2016, is a Vietnamese coffee exporter, manufacturer & supplier. We provide the most prevalent varieties of coffee grown in Vietnam’s renowned producing regions.

Leave a comment

Your email address will not be published. Required fields are marked *