Export and transaction certificates

How do I know the certification requirements for export?

When exporting to other countries, we recommend contacting us to inquire about the different certification requirements for the destination country and a list of must-have shipping documents.

Official certificates of inspection (COI) to export to the EU from the U.S./Canada/Mexico are issued through TRACES. EU regulations require that any organic product being imported into an EU member state (also includes Andorra, Faroe Islands, Iceland, Liechtenstein, Monaco, Norway, San Marino and non-EU member states, including Switzerland, Sweden must be accompanied by a Certificate of Inspection (COI). Contact export@tilth.org for additional support.

Alert

To avoid any inconvenience or delay with organic products exported to the EU, please seriously consider the following:

OTCO is unable to authorize any COI requests once a consignment has left the country of origin, even if the COI requests were submitted to OTCO before the product left. Any organic products that arrive in the EU without an authorized COI are subject to rejection. For more information, refer to EU regulation 2020/479 or reach out to us at export@tilth.org

Note

All products on the request form must match the wording on the organic certificate. For example, if you are shipping strawberries and your organic certificate says “frozen strawberries,” then “frozen strawberries” must be on the request form.

What is TRACES?

The Trade Control and Expert System (TRACES) is the European Commission’s multilingual online management tool for all sanitary requirements on intra-EU trade and importation of animals, food, feed, and plants.

What are the supporting documents that are required for each COI?

Typical supporting documents include invoices, the packing list(s), and either a BOL (bill of lading) or AWB (airway bill) depending on how the product is being shipped.

Who can request a COI?

Importers and exporters have the ability to request a COI if they are set up in the system as operators.

How do I get started in TRACES in order to request a COI?

OTCO clients need to be registered as organic producers and organic exporters in order to be selected in designated boxes. An operator account is needed in order to create a COI. Create an account on EU Login. Then request an access profile in TRACES. Learn more and get step by step instructions on the TRACES NT Website.

Is there anything I need to know to fill out the request form?

Products must be preapproved for export to the EU prior to a COI being issued.

All products on the request form must match the wording on the organic certificate. For example, if you are shipping “strawberries” and your organic certificate says “frozen strawberries,” then “frozen strawberries” must be on the request form.

What is the next step after the submission of my COI?

Please send an email with the COI number as the subject line to export@tilth.org and be sure to include:

If expedited processing is needed, please add to the subject line of email.
Supporting documents if not uploaded to the request form already

How do I request hard copies of the certificates?

If you would like the original hard copy of the certificate to be sent, please provide a shipping address as well as an account number (FedEx, UPS, DHL) to be billed. Please include a contact name and phone number associated with the recipient. If sending via UPS, please provide the zip code associated with the account to be billed.

OTCO will provide the tracking number once the shipping label has been created.