Understanding EU’s Trade Control and Expert System (TRACES)

The Trade Control and Expert System (TRACES) is an online tool from the European Commission’s. It helps manage the health and safety rules for trade and imports of animals, food, feed, and plants within the EU.

Why and when did the online Certificate of Inspection (COI) system start?

Since October 19, 2017 the EU only accepts electronic export certificates, called Certificates of Inspection (COI) through their system called TRACES. This system is designed to make the import approval process faster and more reliable.

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 can request a COI if they are registered as operators in the system.Importers and exporters can request a COI if they are registered as operators  in the TRACES system.

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

To create a COI, OTCO clients need to be registered as organic producers and organic exporters in TRACES. First, create an account on EU Login. Then, request an access profile in TRACES NT. Learn more via the instructions on the TRACES NT website.

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

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. In addition, TRACES has yet to create an electronic signature feature. A hard copy of the COI is required by customs until further notice.

How do I get a copy 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:

• Destination address
• FedEx/UPS/DHL account number for billing purposes (if sending via UPS, please provide the zip code associated with the account to be billed)
• Supporting documents if not uploaded to the request form already. OTCO will provide the tracking number once the shipping label has been created