Case Documentation Requirement
Search Import Questions Import Conditions Onshore Outcomes
Case: Logs, log cabins and oversize timber Effective 07 Oct 2016 to 08 Oct 2016
Documentation Requirements
The information below describes the requirements for documentation presented to the Department of Agriculture, Fisheries and Forestry to support the risk assessment of imported goods.
Methyl bromide fumigation certificate
A certificate for goods/packaging that has been treated with methyl bromide prior to arrival in Australia by a Department approved provider. This document includes the treatment provider’s letterhead, a description and quantity of the items treated and details of the treatment (including dosage, fumigant, temperature and duration). The certificate must also include the AFAS (Australian Fumigation Accreditation Scheme) identification number when the goods/packaging has been treated by a provider approved under the scheme. This document is signed by the treatment provider and links to the consignment being imported.
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Complete- All prescribed information required to be on a document must be presented and complete. Additional prescribed information listed below:
The certificate must include the treatment providers letterhead including name and physical address.
The certificate must include the AEI (Department of Agriculture Entity Identifier) number or AFAS (Australian Fumigation Accreditation Scheme) identification number is to be included on the treatment certificate if treated by a provider under the AFAS scheme. It must also identify the government scheme under which the treatment provider has been registered.
The certificate must include the certificate number.
The certificate must include a description goods/packaging treated.
The certificate must include the quantity/volume of goods/packaging treated.
The certificate must include the name of fumigant.
The certificate must include the dose rate.
The certificate must include the date of treatment.
The certificate must include the date treatment started and the date treatment finished.
The certificate must include the duration of treatment (in hours).
The certificate must include the minimum temperature during treatment.
The certificate must include the minimum pressure (if applicable).
The certificate must include any relevant statements regarding whether gas proof packaging has been used.
The certificate must include any additional specific statements as required by the import conditions for the goods.
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Legible - All prescribed information required to be on a document must be legible.
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Valid - Many documents, such as import permits, are valid for a certain period. Presented documents must comply with the validity requirements specified for that class of document.
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In English - All information required to be on a document must be in English. Exceptions to this rule include:
company letterheads that do not need to be translated into English but must be in English characters
commercial, transport and government certification that are required to comply with international standard formats
signatures and names of individuals.
Where a document cannot be provided in English, an affidavit will be accepted from either:
that country’s consulate in Australia
the Australian embassy in the country of origin
a translator accredited by the National Accreditation Authority for Translators and Interpreters Ltd.
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Free from erasures and non certified alterations - All prescribed information on the document must be free from erasures and alterations unless endorsed by the issuer of the document. The only acceptable endorsement is a company stamp or seal signed by the company employee (including printed name) or a government stamp or seal signed by a government employee (including printed name) applied adjacent to the alteration.
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Multiple page documents - Multi page document must:
include individual reference numbers/numerical link on ALL pages of the document.
For example, commercial invoices (or similar) must contain the documents individual reference number or numerical link on each page of the document.contain an endorsement on the final page of the document, following the information that is being endorsed.
Note: where a document has noted attachments, the attachments can follow the endorsement.
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Endorsed - All documents must be endorsed by a representative of the organisation or corporation issuing the document. An endorsement must:
be an acceptable signature or stamp as defined in the Definitions section of this policy
appear after the information that the signatory is endorsing.
Where a document has noted attachments, the endorsement can be made before the attachments.
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Date of issue - All documents must identify the date of issue and is to include the day, month and year. Packing declarations may contain vessel/voyage number which can be used in lieu of the date of issue.
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Consignment specific link - All documents presented to the department for assessment must have a unique consignment-specific link. Examples of consignment identification include:
container numbers
bill numbers
commercial invoice numbers
lot codes
preferential tariff certificate numbers
health certificate numbers
packing list numbers
letter of credit numbers.
Where a document does not contain one of the accepted forms of consignment identification, a numerical link to another document that does contain appropriate consignment identification must be present.
Examples of acceptable numerical links include:
order numbers
reference numbers
any other internal reference numbers used by overseas companies
vessel/voyage references.
Numerical links alone cannot be used as consignment identification links.
Unacceptable numerical links are references that could be present in previous or subsequent consignments and relate to a model, type or standardised item number. Examples of unacceptable numerical links include:
number of packages
weights
dates
stockkeeping unit
item codes.
Annual packing declarations are exempt from having consignment-specific links.
For further information, please refer to the Minimum documentary and import declaration requirements policy.
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