Guidance notes for completion of the phytosanitary certificate application form ph25
For businesses that wish to set up a credit account with the Forestry Commission a Credit Account application form can be obtained . An Electronic Application for Phytosanitary Certification system is available but you need to register with us and accept our terms and conditions before being permitted to access the system and submit applications via the internet. To register please see our letter explaining our Internet based system and our registration form . On receipt of your original signed registration form we will email you a unique customer reference number and instructions for accessing and using the system.
Key points To avoid unnecessary delays in providing a certificate the following points should be noted: - We prioritise by date of export.
- Five working days notice are required to consider an application, arrange an inspection and also to prepare a certificate . This rule will be strictly enforced.
- Only the 'Revised July 2004 version of the application form will be accepted. For a paper copy application you need to print the form, complete it and fax it to 0131 314 6148.
- Commercial information for the purposes of Letter of Credit will not be included on the Phytosanitary certificate; the Letter of Credit reference no. can however be added
- Approved registration number and appropriate treatment code, must appear on the application form. NB: only treatment codes 'DB HT' or 'DB MB' will be accepted for wood packaging material destined for China. Phytosanitary Certificates cannot be issued without this information.
NOTE: As from 3rd of April 2006 phytosanitary certifIcates will not be issued for wood packaging material exported to China. Guidance Notes Most of the information required is self-explanatory, however, these notes are provided for clarification should it be required. Part 1 -'Name of Exporter' - enter details of the name of individual or company that will be shown as the consignor (sender) on the printed and authorised phytosanitary certificate. This information identifies the source of the consignment to facilitate 'trace back' and audit by the Forestry Commission. The name and address should be located in the exporting country. The name and address of a local exporter's agent or shipper should be used. Part 2 - 'Address of Exporter' - enter postal address, post code, contact telephone number, fax number, email address of applicant and a contact name of an individual who can answer detailed questions about the consignment. Also see the note at Part 1 above. Part 3 - 'Address where goods will be available for inspection (if different from Part 2) – enter address details of premises where the goods can be inspected by a Plant Health Inspector if necessary. Part 4 - 'Services Required/Details of Consignment(s) ' - enter a. The name of the consignee receiving the goods in the importing country
b. The address (and name as above) of the consignee should be in sufficient detail to enable the importing countries authorities to confirm the identity of the consignee. The importing country may require the address to be a location in the importing country
c. The name of the seaport or airport in the importing country . This should be the first point of arrival in the country of final destination. The point of entry of the first country of importation should be listed where more than one country is listed in the 'TO' section. The point of entry for the country of final destination should be listed in case where the consignment only transits through another country. If the country of transit is also listed in the 'TO' section, the points of entry into the transit country as well as the final destination country may be listed (e.g. point A via point B
d. The name of the seaport or airport in Great Britain
e. The date of export from GB
f. This section concerns the description of the wood or wood products which are subject to phytosanitary control. Reference to the numbers of wooden pallets, crates, boxes, packing cases, cable drums etc associated with a range of commodities should be made here as should reference to any distinguishing marks stamped, branded, stenciled or labelled on them to aid identification of the consignment. If the wood packaging material has been stamped with a UK Wood Packaging Material Marking Programme mark containing the Forestry Commission's Two Tree logo and a unique Registration number then this can be noted here or at part 4k if more appropriate. A brief description of the commodity being shipped in the wood packaging material (whether it be subject to phytosanitary control or not) can also be entered here to aid identity of the consignment.
g. Ideally botanical names of tree species should be stated here when they are known. In practice it is acceptable to state softwood (coniferous) or hardwood (non coniferous). However, to aid completion a few botanical names of tree species used for WPM construction are provided below -
English Name Botanical Name
(softwoods/conifers) Norway spruce Picea abies
Sitka spruce Picea sitchensis
Scots pine Pinus sylvestris
Weymouth pine Pinus strobus
Corsican pine Pinus nigra
European larch Larix decidua
Japanese larch Larix leptolepis
Douglas fir Pseudotsuga menziesii
Silver fir Abies alba
Western Red Cedar Thuja English Name Botanical Name
(hardwoods/non conifer) Poplar /Aspen Populus
Alder Alnus
Birch Betula
Willow Salix
Maple/Sycamore Acer
Plane Platanus
Beech Fagus
Oak Quercus
Chestnut Castanea
Elm Ulmus h. The country where the wood material was grown/originated from, if known
i. The serial number(s) of phytosanitary certificates issued in the country of origin (if applicable). This section should only be completed when re-forwarding certificates are required eg when imported consignments of sawn timber are being re-exported.
j. The dimensions or weight of either the individual wood packaging articles or the volume of timber used to construct them. If the actually commodity being transported is wood eg sawn timber or logs then state the quantity in cubic metres for example. The quantity should be expressed as accurately as possible to enable officials in the importing country to adequately verify the contents of the consignment. Internationally recognised units and terms should be used where appropriate.
k. Enter the unique the Wood Packaging Registration number ie FCXXXX and treatment codes ie DB-HT or DB-MB as apprpriate. Alternatively other marks relating to other countries' wood marking programmes can be entered here.
l. Terms such as Seafreight or Airfreight should be used.
Part 5 - 'Special Conditions (including disinfestation and/or disinfection treatment) - enter
The wood treatment type eg Heat treatment (56oC at the core for a minimum of 30 minutes), Chemical Pressure Impregnation (CPI), Fumigation, Kiln Dried (>20%) etc.
The details of any other additional information which in your opinion is technically justified and relates to the wood packaging or sawn timber which is the subject of phytosanitary control. Additional declarations should be only those containing information required by the importing country and not otherwise stated on the certificate. Additional declarations should be kept to a minimum and be concise. The text of additonal declarations may be specified in, for example, phytosanitary regulations, import permits or bilateral agreements Part 6 - 'Declaration' please read the conditions of the declaration carefully before signing the application Part 7 - 'Delivery Addresses, Purchase Order and Credit Customer Details'- enter a. The contacts name and full postal address of the premise where the completed certificate should be sent
b. The full postal address of the premise where any service charge invoices should be sent for payment.
c. The customer purchase order number, which will be quoted on the invoice for cross-referencing to the number of the phytosanitary certificate(s), issued. d. The credit customer number. This is the number allocated to customers that opt to operate a credit account with the Forestry Commission for the provision and invoicing of phytosanitary certificate services. Whenever this number becomes known to the customer (usually after receipt of the first invoice) it should be quoted on all applications submitted thereafter to assist the FC with invoice processing. Please read the notes carefully before completing the applicant details at the end of the form.
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