Written by
Sara
Category
Importing food into the Netherlands and the EU is strictly regulated. Whether you import spices, rice, cocoa, other foodstuffs or animal products: every shipment must be assessed against legislation and regulations before arrival.
This guide explains step by step:
- which rules always apply
- how to determine which additional obligations apply to you
- how to find the correct CN code
- and which authorities are involved
No assumptions, no vagueness.
Every food importer must have:
- A registered business (in the Netherlands or abroad)
- A VAT registration (automatic upon registration at the Chamber of Commerce)
- A VAT number for foreign companies only if activities require it, or appoint a fiscal representative or limited fiscal representative
- An EORI number from Customs
- Optionally an Article 23 permit for import and export, which saves you from paying and reclaiming VAT
Without an EORI number, import is legally not possible. Apply here.
The CN code (8 digits) determines all further obligations.
Without the correct CN code, no NVWA, customs or RVO check is reliable.
1. Describe the product technically, not commercially:
- what exactly is it?
- plant-based or animal-based?
- raw, dried, ground, heated?
- intended for human consumption?
2. Look up the code in the official EU tariff database TARIC
- use product characteristics
- always read the notes for the code
- check whether the degree of processing changes the code
- whole spice versus ground spice
- uncooked rice versus pre-cooked rice
- cocoa beans versus cocoa powder
If in doubt, a Binding Tariff Information (BTI) can be requested from Customs. This provides legal certainty.
Based on the CN code, the product falls into one of the following categories.
Non-animal foodstuffs
Examples:
- spices
- rice and grains
- cocoa and coffee
- tea, nuts, seeds
These products fall under the supervision of the Netherlands Food and Consumer Product Safety Authority (NVWA).
Plant-based products (phytosanitary)
Is the product:
- plant-based, and
- unprocessed or minimally processed, and
- originating from a non-EU country
Then a phytosanitary certificate is mandatory
This certificate is issued by the authorities in the exporting country and checked by the NVWA upon arrival.
Without a valid certificate, the shipment will not be admitted.
Animal products
For all animal products:
- mandatory inspection at an approved Border Control Post (BCP)
- Official veterinary certificate
- physical inspection upon arrival
Without inspection, no entry.
Step 4: HACCP is always mandatory
Every food importer must have a HACCP system.
This system describes:
> food safety risks
> control measures
> monitoring procedures
> batch and lot traceability
HACCP is not a certificate but a legal obligation checked by the NVWA.
Step 5: NVWA pre-notification for imports from non-EU countries
For non-animal foodstuffs from third countries:
➡️ Pre-notification to the NVWA before arrival
➡️ Submission of a Common Health Entry Document (CHED)
The NVWA then assesses:
1. documentation
2. product
3. origin
And determines whether physical inspection or sampling is required.
Do not confuse this with the CHED-A for pets.
Step 6: import certificates and RVO obligations
For certain agricultural products such as rice and cocoa:
➡️ Mandatory check via the Netherlands Enterprise Agency (RVO)
➡️ Import certificate or tariff quota
➡️ Origin documents such as EUR.1 or invoice declaration
This affects import duties and market access.
Step 7: organic products require SKAL certification
If the product is sold as organic, the following applies without exception:
- SKAL-approved storage
- strict separation of organic and non-organic
The supplier’s organic certificate alone is not sufficient.
Step 8: storage and logistics
Storage is part of food safety.
Required:
> clean and dry storage
> pest prevention
> temperature and humidity control
> batch registration
For animal products: cleaned refrigerated or frozen storage.
Summary: how to avoid mistakes
Every food import follows this fixed sequence:
Conclusion
Importing spices, rice, cocoa, other foodstuffs or animal products is not a matter of estimating, but of systematic verification.
Anyone who carries out the right checks in advance avoids blockages, fines and delays.
Support with food import
Sarabel helps entrepreneurs with structuring food imports in advance, including procedures and compliance.