Updated 26 July 2025 | TCLI Compliance Desk
If a shipment stalls at customs, profit drains quickly—cold‑storage in JFK costs ~USD 0.35 kg / day and missed shelf space can end a buyer relationship. This guide compresses more than 200 pages of plant‑health regulations into one practical playbook so supermarkets, hotel chains and wholesale distributors can move Thai mango, durian, rambutan and vegetables with zero surprises.
Quick‑Start Checklist
| Step | Document | Responsible | Lead-time |
|---|---|---|---|
| 1 | Commercial invoice & packing list | Exporter | −7 days |
| 2 | GAP / Organic certificate copy | Exporter | −7 days |
| 3 | Phytosanitary certificate (Thai DoA) | Quarantine officer | −3 days |
| 4 | Import permit (market‑specific) | Buyer | −30 days (USA) |
| 5 | Pre‑notification (TRACES NT / ZAD) | Buyer’s broker | −24 h |
| 6 | Temperature‑logger print‑out | Freight forwarder | At departure |
| 7 | Treatment certificate (if required) | Exporter | At load‑out |
Keep copies of every document in a shared cloud folder so port agents can react instantly to any queries.
United States – APHIS, FDA & CBP
Key agencies and systems
- APHIS – Issues plant permits (PPQ 587) and inspects at the port.
- FDA – Requires Prior Notice for every food shipment.
- CBP – Handles entry filing and final release.
Document requirements
| Document | Applies to | Notes |
|---|---|---|
| PPQ 587 import permit | Fresh mango, mangosteen, rambutan, longan | Apply online via ePermits; renewable every 3 years. |
| Phytosanitary certificate | All fresh produce | Original ink‑signed copy must travel with airwaybill; scans alone are rejected. |
| Treatment certificate | Durian & chilli | Vapour‑heat treatment (46 °C × 25 min) accepted; irradiation waiver possible for rambutan. |
Pesticide MRL snapshot (ppm)
| Crop | Carbendazim | Cypermethrin | Chlorpyrifos |
|---|---|---|---|
| Mango | 0.10 | 0.20 | 0.05 |
| Chilli | 0.05 | 0.30 | 0.01 |
Stay under 50 % of the limit to avoid random FDA lab re‑sampling.
Cold‑chain tip: Keep pulp temperature ≤ 3 °C through LAX or ATL; anything warmer triggers APHIS re‑inspection.
Port‑of‑entry hot list
| Airport | Average clearance time | APHIS inspector availability |
|---|---|---|
| LAX | 14 h | 24 / 7 |
| JFK | 18 h | 24 / 7 |
| ATL | 12 h | Mon–Sat |
| MIA | 26 h | 24 / 7 (produce peak) |
Clearance time measured from wheels‑down to CBP release, Q1 2025 (TCLI data)
European Union – TRACES NT & CHEDD‑P
Since Regulation (EU) 2024/900, the EU unified plant imports under the CHEDD‑P document filed in TRACES NT. One digital file now covers all 27 member states.
Five must-haves
- CHEDD‑P pre‑notification at least 24 hours before the container reaches the first EU border inspection post.
- Electronic phytosanitary certificate uploaded to TRACES; the ink original still rides with the cargo.
- Pesticide screening plan—the EU audits residue tests quarterly; keep certificates for each lot.
- For organic produce, include the control‑body letter referencing Regulation (EU) 2018/848.
- Carton labelling with ISO 2‑letter country code “TH” and a lot number of at least six digits.
Common EU pitfalls
- Styrofoam inner trays—banned under SUP Directive 2019; switch to PET or pulp.
- Chlorpyrifos detections—even trace amounts—trigger an automatic RASSF alert and 50 % sampling frequency for three months.
- Mixed loads where chillies sit above mangosteen; condensation can cross‑contaminate pesticides.
GCC / MENA Import Playbook
| Country | Digital system | Special rules |
|---|---|---|
| UAE | ZAD Platform | Arabic sticker + barcode mandatory. Durian pulp only with Dubai Municipality e‑Permit. |
| Saudi Arabia | SFDA FSC | Halal boxed logo required on mixed fruit hampers. |
| Qatar | MME Import Permit | Import licence holder must be Qatari; subcontract acceptable with notarised NOC. |
Temperature & Transit set‑points
| Commodity | Temp | Relative humidity | Max transit time (air) |
|---|---|---|---|
| Mango | 10 ± 1 °C | 85 % | 48 h |
| Rambutan | 10 ± 1 °C | 90 % | 48 h |
| Fresh chilli | 7 ± 1 °C | 90 % | 36 h |
| Frozen durian pulp | −18 °C | – | 72 h (dry ice) |
7‑Step Customs Timeline (USA Example)
| Day | Activity | Actor |
|---|---|---|
| −30 | PPQ 587 application | Buyer |
| −7 | Commercial invoice & packing list finalised | Exporter |
| −3 | Phytosanitary certificate issued | Thai DoA |
| −1 | Space booked & airwaybill raised | Forwarder |
| 0 | Cargo pre‑cooled, loaded, sealed | Exporter |
| +1 | Arrival JFK → CBP entry | Broker |
| +1 | FDA random sample (if selected) | FDA |
Case snippet: In May 2025 we cleared 14 t of Nam Dok Mai mango through JFK in 36 hours using the timeline above; the buyer hit shelves two days ahead of Cinco de Mayo promotions.
Common Mistakes Exporters Make
- Mixed English & Thai labels inside the same carton—CBP issues a HOLD until corrected.
- Blue‑ink signatures on phytosanitary certificates—APHIS scanners fail; always use black ink.
- Missing pallet corner boards—fruit arrives bruised; triggers buyer insurance claims.
- Styrofoam packaging into the EU—banned material; use moulded pulp.
- Uploading low‑resolution pesticide lab PDFs: TRACES rejects images under 150 dpi, causing 24 h delay.