Case Documentation Requirement

Case: Alcoholic beverages Effective 28 Feb 2024

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.

Bill of Lading

1. Complete - All prescribed information required to be on a document must be present and complete. Additional prescribed information below:

   1. The document must detail an individual Bill of lading number.
   2. The document must include the shipping line's details, including name and contact details.
   3. The document must include the consignor/shipper/exporter details including name and address.
   4. The document must include the consignee details (may be 'to order').
   5. The document must include the vessel and voyage details.
   6. The document must detail the loading and discharge ports.
   7. The document must include details of the goods including weight/volume and a description of the goods.
   8. The document may also include container or seal numbers, shipped on board dates and marks and numbers to identify goods.
   9. The document may also include serial numbers, batch or lot code numbers or commercial reference numbers (such as invoice or order numbers).

2. Legible - All prescribed information required to be on a document must be legible.
   

3. Valid - Many documents, such as import permits, are subject to a validity period. Presented documents must comply with the validity requirements specified for that class of document.

4. In English - All prescribed information required to be on a document must be in English. Exceptions to this rule include:

   1. company letterheads do not need to be translated into English but must be in English characters (roman alphabet).
   2. commercial, transport and government certification that are required to comply with international standard formats.
   3. signatures and names of individuals.

   Where a document cannot be provided in English, an affidavit will be accepted from either:

   1. that country’s consulate in Australia.
   2. the Australian embassy in the place of origin.
   3. a translator accredited by the National Accreditation Authority for Translators and Interpreters Ltd.

5. Free from erasures and alterations - All prescribed information on a document must be free from erasures and alterations unless endorsed by an employee of the company who issued the document, or an authorised government official from the government department who issued a certificate. 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.

6. Multiple page documents - Multi page document must:

   • include a consignment-specific link on all pages of the document.
     For example, commercial invoices (or similar) must contain the documents individual reference number (e.g. invoice number) or a 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.

   Where a government issued document has noted attachments, the attachments can follow the endorsement. Where an international standard relating to the issuing of veterinary, government or phytosanitary certification does not explicitly require a link on each page of a multiple page certificate, the department will accept the document linkage on the first page of the certificate. For further information about international standards for veterinary, government and phytosanitary certificates please refer to sections 4.3.3, 4.3.4 and 4.3.5 of the Minimum documentary and import declaration requirements policy.

   Where a non-government issued document has noted attachments, the attachments are required to meet all of the overarching document requirements contained in section 1 of the Minimum documentary and import declaration requirements policy inclusive of endorsement.

7. Endorsed - Unless otherwise stated in BICON, on an import permit or on the department's website for food subject to the Imported Food Inspection Scheme, all documents must be endorsed by an employee of the organisation, corporation, or government authority issuing the document. An endorsement must:

   1. be an acceptable signature, electronic signature or stamp as defined in the Definitions section of this policy.
   2. appear after the information that the signatory is endorsing.

   Where a document has noted attachments, the endorsement can be made before the attachments, refer to section 1.6 of the Minimum documentary and import declaration requirements policy.

8. Date of issue - All documents must identify the date the document was issued including the day, month and year. Packing declarations may contain vessel/voyage number which can be used if a date of issue is not present on the document.

9. Consignment specific link - All documents that are relied on to assess the level of biosecurity risk 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
   • 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
   • flight number and arrival date.

   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.

   Note¹: Annual packing declarations and Imported Food Inspection Scheme importer declarations are exempt from having consignment-specific links.

   Note²: For acceptable consignment identification on phytosanitary certificates refer to sections 4 and 5 of ISPM 12.

10. Conflicting information on documents - Where there is conflicting information contained within a document, the document must not be accepted. Conflicting information occurs when prescribed information on one part of the document conflicts with other prescribed information on the same document.

For further information, please refer to the Minimum documentary and import declaration requirements policy.

Related Information:

• Minimum documentary and import declaration requirements policy
• Minimum documentary and import declaration requirements policy
• Minimum documentary and import declaration requirements policy
• Minimum documentary and import declaration requirements policy
• department's website
• ISPM 12