Request export documents

​​​​​​​​​We issue export documents required by Australian export laws and by your importing country authority.

Export documents include export permits and certificates. These verify that your goods meet all requirements.

You must have all required documents before you can export your goods.

Check export requirements

Before you request any export permits or certificates, check requirements for your goods:

Non-prescribed goods are products that are not regulated by Australian export laws. You must still meet any importing country requirements for these goods.

Lodge your application

Most applications for export documents are lodged and processed electronically through our Export Documentation System (EXDOC).

You may need to submit a manual application via email if:

  • your goods are not available in EXDOC (such as non-prescribed goods)
  • the importing country requires documents or details that EXDOC cannot generate.

Please ensure you check the Manual of Importing Country Requirements (MICoR) to determine whether you lodge your application electronically or manually.

Additional documents
As a part of your application, you may need to submit additional documents to us. This applies to both electronic and manual applications. Please check your export requirements and MICOR to determine the requirement to submit additional documents. 

From November 2018, some additional documents for Plant and plant products can be submitted via the Plant Export Management System (PEMS). Please check the PEMS page for further information.

Email applications and queries

As an exporter or their agent, you must:

  • provide correct information in your email subject title
  • use the correct email address for your commodity.
  • provide correct information in the email to support your application

If you do not meet these requirements, it may delay us processing your request.

Food products and non-prescribed goods (dairy, eggs, fish, animal by-products, skins, hides, wool, meat, and other non-prescribed goods)

Email: Food Exports

Review or authorisation

Subject format: Transport type (Air/Sea) – Request type (Review/Authorisation) –, date of departure – RFP number – Commodity (Dairy / Fish / Eggs / Meat / NPG) – Destination country – exporter name – location

Example:Air, Review, 27/1/17, RFP 7119011, Meat, Korea, ABC Exports

Amendment

Subject format:Transport type (Air/Sea) –  Amendment – date of departure – RFP number– Commodity (Dairy / Fish / Eggs / Meat / NPG) – Destination country, exporter name, location

Example:Sea, Amendment, 27/1/17, RFP 7023114, NPG, China, ABA Foods

Manual certificate

Subject format:Transport type (Air/Sea) – Amendment – date of departure – manual certificate number – Commodity (Dairy / Fish / Eggs / Meat / NPG), Destination country – exporter name – location

Example: Air, Manual, 27/1/17, EX188B, NPG, Sri Lanka, ABC Foods, Brisbane

Collection

Subject format:Transport type (Air/Sea) – Collection– date/s of departure -RFP number/manual certificate number – -Commodity (Dairy / Fish / Eggs / Meat / NPG) – Destination country – Collection agent name/Exporter name, location

Example:Sea, Collection, 27/08/17, 123 Express, Sydney.

Example (collecting multiple certificates): Collection, 10/11/18, multiple RFP’S, JJJ Couriers, Melbourne

Overtime

Subject format: Transport type (Air/Sea) – Overtime – date of departure –   RFP Number/Manual certificate number – Commodity (Dairy/Fish/Eggs/Meat/NPG) – Destination country – Exporter name – location

Example: Air, Overtime, 5/06/2019, EX188B, NPG, Japan, ABC Foods, Sydney

Query

Subject format: Query – month/date of departure – Commodity – Country – Exporter name

Example:Query, November, Meat, Japan, ZZZ Meat Exports

Plant and plant products

Email: Plant Exports NDH

PEMS

If you are submitting a request for authorisation without an Export Compliance Record (ECR) because the Authorised Officer (AO) has completed the ECR in PEMS, please note ‘Refer to PEMS for inspection documents’ in the body of your email/request.

When an external AO has used PEMS to record their inspection and upload any/all associated supporting documentation, you do not need to send a copy of the inspection and supporting documentation to Plant Exports NDH

Once AOs have been given access to PEMS, they are required to submit all plant export inspection records and relevant supporting documents (such as import permits and pre-inspection treatment certificates) to the department through PEMS, for all available export inspections (see What types of export inspections does PEMS support?).

Where a client or AO has an electronic system that is used to record inspections and / or generate export documentation, including an Export Compliance Record (ECR), then this system may be able to integrate with PEMS in the near future. These businesses are encouraged to use PEMS if it is efficient to do so. However where this would result in a duplication of work, then they can continue to use their current system and submit inspection records and additional documents to the department via email, until integration options are complete.

If you are having difficulty understanding how to use PEMS please consult the AO user guide on the website or contact Authorised Officer Program via Plant export training or on the AO hotline on 1800 851 305.

Clients (Exporters/EDI users/Freight Forwarders/AOs) who have a consignment inspected by an AO who uses PEMS (to record their inspection and upload any/all supporting documentation), can view the inspection record and all associated supporting documentation in PEMS (once you have registered) and will also be required to upload any post inspection documentation to PEMS.

For further information on PEMS (including how to register/gain access), please refer to the PEMS page on the Department of Agriculture and Water Resources web site.

Electronic certification (including certificate review)

Subject format: *Authorisation /Certificate Review RFP <Insert Number> – *Horticulture / Grain; Date of Departure; *Air / Sea / Mail/ Bulk Sea Requesting an Amendment

Example: Authorisation RFP 855552, Grain, 29 April 2018, Sea

Attach: please attach to the email all relevant export documentation to enable authorisation of the RFP (only applicable when PEMs is not utilised for recording inspection information)

Body of email: If your certificate is printing in a departmental office please advise which office you wish your documents to be collected/posted from

Manual Certification

Subject format: MANUAL *<insert cert type + certificate number> - *Horticulture / Grain; Date of Departure; *Air / Sea / Mail

Example:MANUAL – Phytosanitary certificate + 637281 – Horticulture – 9 May 2018 – Air

Transfer certificate

Subject format:TRANSFER CERTIFICATE; Date of Transfer

Example: TRANSFER CERTIFICATE 6 May 2018

Amendment

Subject format:AMENDMENT *RFP / Manual Certificate <Insert number>.

Example:AMENDMENT RFP 7782991

Calibration certificate

Subject format:CALIBRATION CERTIFICATE; RFP number; Date of Departure; Sea

Example: CALIBRATION CERTIFICATE; RFP 8892782, 2 May 2018, Sea

Request for Electronic Certificate to be posted

Subject format: Printed Certificate; RFP <Insert Number>; Date of departure; Print Region: <Insert Regional office>

Example: Printed Certificate; RFP 7883902, 29 April 2018, Melbourne

Request to Book Overtime

Subject format:CLIENT QUERY, OVERTIME REQUEST Authorisation /Certificate Review RFP <Insert Number> – Horticulture / Grain; <insert day, date, time> Client: <insert client name> 

Example: CLIENT QUERY, OVERTIME REQUEST Authorisation RFP2009402 Grain 28 April 2018 2pm PIN Exporters

For inspection documents PE100, PE101 and PE102

Subject format:AO Name - AO Number - RFP number - Exporter - Date of Departure.

Example:AO Inspection: John Smith - AO 1234 - RFP 6722555 - Top Exports – DOD 11.05.14

For inspection document PE103

Subject format:AO Inspection: AO Name - AO Number - IMO Number

Example: AO Inspection: John Smith - AO 1234 - IMO 1234567

For Inspection document PE104

Subject format:AO Name - AO Number - Container number

Example:AO Inspection: John Smith - AO 1234 - Container ABCD1234567

Client Query

Used for general enquiries only and should not be related to any specific consignments currently awaiting authorisation/certification.

Subject format:Plant Export Query – <Insert relevant topic>

Example: Plant Export Query – Exporting Mangoes to Indonesia

Receive export documents

Three options are available to receive export documents.

  • Remote Print – for certain certificates, we allow you to print your own export documentation without the need to collect from the department.
  • Mail – We can organise for your export documents to be mailed to you
  • Office pick up -You can collect your documents from one of our offices.

Further information on each of these options is available below

Remote print

EXDOC supports remote printing of certain certificates to exporter designated sites.

Certificate details are transmitted electronically to the exporter’s software from EXDOC. Then their software must forward the print file to an appropriately configured printer.

To use the EXDOC remote printing facility, you must be registered with EXDOC.

Email us for information about remote print agreements:

Mail

To receive certificates by mail, include the postal address when you lodge your documents:

Office pick up

Documentation can be collected from some department offices.

For efficient collection at the office, make sure:

  • all Request for Permit (RFP) applications are complete (RFP status COMP)
  • you have allowed adequate time for us to sign/stamp/seal/collate documentation

You can complete a Collection List before you arrive. This allows us to prepare your documents, so they are ready when you come to pick them up.

Download

DocumentFile sizePages
Collection list DOCX31 KB1

If you have difficulties accessing this file, vist web accessibility for assistance.

Locations

Collection times will be during weekdays between 08:00 to 16:00 in the relevant time zone.

  • Adelaide — Sir Donald Bradman Drive, Export Park SA 5950
  • Brisbane — 42-44 Qantas Drive, Eagle Farm QLD 4009
  • Melbourne — 255 Melrose Drive Tullamarine VIC 3043
  • Perth — 24 Fricker Road, Perth Airport, WA 6105
  • Sydney — 185 O’Riordan Street Mascot, NSW 2020

In some circumstances, documentation can be collected from other department office locations.

To check, email:

Contact us

For queries, requests, or lodgement of export documentation.

Food products

Includes dairy, eggs, fish, animal by-products, skins, hides, wool, meat, and non-prescribed goods.

Email: Food Exports
Phone: 1800 900 090

Plants and plant products

Includes prescribed horticulture, grain, fresh fruit and vegetables.

Email: Plant Exports NDH
Phone: 1800 900 090 or 1800 851 306

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