A phytosanitary certificate is an official document certifying that the commodity it accompanies is free of pests. This document explains the different components of a phytosanitary certificate, the information required to complete the document, as well as a short explanation of each section.

NPPO National Plant Protection Organisation

ISPM’s International Standards for Phytosanitary Measures 

(Headings in bold refer to the components of the model certificate)

The specific components of the phytosanitary certificate are explained as follows:

No. __________

This is the certificate identification number. It should be a unique serial number associated with an identification system that allows "trace-back", facilitates audits and serves for record keeping.

Plant Protection Organization of ____________

This component requires the name of the official organization and the name of the country that is issuing the certificate. In our case “Barbados” is placed in this space

TO: Plant Protection Organization(s) of ____________

The name of the importing country should be inserted here.

Section I. Description of Consignment

Name and address of exporter: ____________

This information identifies the source of the consignment to facilitate "trace back" and audit by the exporting NPPO. The name and address should be located in the exporting country. The name and address of a local exporter’s agent or shipper should be used, where an international company with a foreign address is the exporter.

Declared name and address of consignee: ____________

The name and address should be inserted here and should be in sufficient detail to enable the importing NPPO to confirm the identity of the consignee. The importing country may require that the address be a location in the importing country.

Number and description of packages: ____________

Sufficient detail should be included in this section to enable the NPPO of the importing country to identify the consignment and its component parts, and verify their size if necessary. Container numbers are a valid addition to the description of the packages and may be included here, if known.

Distinguishing marks: ____________

Distinguishing marks may be indicated at this point on the phytosanitary certificate, or else on a stamped and signed attachment to the certificate. Distinguishing marks on bags, cartons or other containers should be included only where they assist in identifying the consignment. Where no entry is made, the term “None” should be entered or the line should be blocked out (to prevent falsification).

Place of origin: ____________

This refers to place(s) from which a consignment gains its phytosanitary status, i.e. where it was possibly exposed to possible infestation or contamination by pests. Normally, this will be the place where the commodity was grown. If a commodity is stored or moved, its phytosanitary status may change over a period of time as a result of its new location. In such cases the new location may be considered as the place of origin. In specific circumstances, a commodity may gain its phytosanitary status from more than one place. In these cases where pests from one or more place may be involved, NPPOs should decide which place or places of origin most accurately describe the situation which has given the commodity its phytosanitary status. In such cases, each place should be declared. It is noted that in exceptional cases, such as with mixed seed lots that have more than one country of origin it is necessary to indicate all possible origins.

Countries may require that “pest free area,” “pest free place of production,” or “pest free production site” be identified in sufficient detail in this section. In any case, at least the country of origin should be indicated.

Declared means of conveyance: ____________

Terms such as “sea, air, road, rail, mail, and passenger” should be used. The ship’s name and voyage number or the aircraft's flight number should be included if known.

Declared point of entry: ____________

This should be the first point of arrival in the country of final destination, or if not known, the country name. The point of entry of the first country of importation should be listed where more than one country is listed in the “TO:” section. The point of entry for the country of final destination should be listed in cases where the consignment only transits through another country. If the country of transit is also listed in the “TO:” section, the points of entry into the transit country as well as the final destination country may be listed (e.g. point A via point B).

Name of produce and quantity declared: ____________

The information provided here should be sufficiently descriptive of the commodity (which should include the commodity class, i.e. fruit, plants for planting, etc.) and the quantity expressed as accurately as possible to enable officials in the importing country to adequately verify the contents of the consignment. International codes may be used to facilitate identification (e.g. customs codes) and internationally recognized units and terms should be used where appropriate. Different phytosanitary requirements may apply to the different end uses (for example, consumption as compared to propagation) or state of a product (e.g. fresh compared to dried); the intended end use or state of the product should be specified. Entries should not refer to trade names, sizes, or other commercial terms.

Botanical name of plants: ____________

The information inserted here should identify plants and plant products using accepted scientific names, at least to genus level but preferably to species level.

It may not be feasible to provide a botanical description for certain regulated articles and products of complex composition such as stock feeds. In these cases, NPPOs should agree bilaterally on a suitable common name descriptor, or the words “Not applicable” or “N/A” may be entered.

Certifying statement

This is to certify that the plants, plant products or other regulated articles described herein have been inspected and/or tested according to appropriate official procedures and are considered to be free from the quarantine pests specified by the importing contracting party and to conform with the current phytosanitary requirements of the importing contracting party, including those for regulated non-quarantine pests.

They are deemed to be practically free from other pests. (Optional clause)

In instances where specific import requirements exist and/or quarantine pests are specified, the certificate is used to certify conformity with the regulations or requirements of the importing country.

In instances where import requirements are not specific and/or quarantine pests are not specified, the exporting country can certify for any pests believed by it to be of regulatory concern.

The exporting countries may include the optional clause on their phytosanitary certificates or not.

“... appropriate official procedures ...” refers to procedures carried out by the NPPO or persons authorized by the NPPO for purposes of phytosanitary certification. Such procedures should be in conformity with ISPMs where appropriate. Where ISPMs are not relevant or do not exist, the procedures may be specified by the NPPO of the importing country.

“... considered to be free from quarantine pests ...” refers to freedom from pests in numbers or quantities that can be detected by the application of phytosanitary procedures. It should not be interpreted to mean absolute freedom in all cases but rather that quarantine pests are not believed to be present based on the procedures used for their detection or elimination. It should be recognized that phytosanitary procedures have inherent uncertainty and variability, and involve some probability that pests will not be detected or eliminated. This uncertainty and probability should be taken into account in the specification of appropriate procedures.

“... phytosanitary requirements ...” are officially prescribed conditions to be met in order to prevent the introduction and/or spread of pests. Phytosanitary requirements should be specified in advance by the NPPO of the importing country in legislation, regulations, or elsewhere (e.g. import permits and bilateral agreements and arrangements).

“... importing contracting party ...” refers to governments that have adhered to the IPPC including Members of the Interim Commission on Phytosanitary Measures until the amendments of 1997 come into force.

Section II. Additional Declaration

Additional declarations should be only those containing information required by the importing country and not otherwise noted on the certificate. Additional declarations should be kept to a minimum and be concise. The text of additional declarations may be specified in, for example, phytosanitary regulations, import permits or bilateral agreements. Treatment(s) should be indicated in Section III.

Section III. Disinfestation and/or Disinfection Treatment

Treatments indicated should only be those which are acceptable to the importing country and are performed in the exporting country or in transit to meet the phytosanitary requirements of the importing country. These can include devitalization and seed treatments.

Stamp of organization

This is the official seal, stamp or mark identifying the issuing NPPO. It may be printed on the certificate or added by the issuing official upon completion of the form. Care should be taken to ensure that the mark does not obscure essential information.

Name of authorized officer, date and signature

The name of the issuing official is typed or hand-written in legible capital letters (where applicable). The date is also to be typed or hand-written in legible capital letters (where applicable). Only abbreviations may be used to identify months, so that the month, day and year are not confused.

April 2010

Plant Protection/Plant Quarantine