In the world of temperature-controlled freight transport, every stage matters. And when it comes to international shipments – such as those from Italy to the United Kingdom – even a seemingly minor detail, like an incomplete document, can become a serious obstacle. Customs documentation, often overlooked, is in fact one of the most strategic elements in ensuring that a shipment proceeds without complications.
Why is documentation so important in food transport?
In the transport of food products, especially fresh or frozen goods, timing isn’t just a logistical matter – it’s directly linked to quality. A formal error in the documentation can result in goods being held at customs, breaking the cold chain and putting the integrity of the product at risk.
In our daily work at Fresh Ways, we often support clients exporting to the UK. In these cases, preparing customs documents becomes an essential part of the service, just as much as punctuality and temperature control.
Customs is more than just a checkpoint
Filling out documents correctly is not only about complying with bureaucratic requirements: it means ensuring that each shipment is handled according to the nature of the goods and their destination. This becomes even more crucial in groupage transport, where different products share the same vehicle and inspections tend to be stricter.
Explore our customs assistance service for shipments to the United Kingdom and across Europe.
The most common mistakes (and how to avoid them)
Over the years, we’ve identified several recurring issues in document handling:
- vague or non-compliant product descriptions;
- incorrect or outdated HS (Harmonised System) codes;
- incomplete or incorrect sender/receiver information;
- missing certifications for sensitive products;
- misuse of Incoterms, leading to confusion about costs and responsibilities.
Even a small mistake can lead to delays, thorough inspections, or – in the worst-case scenario – the rejection of goods at the border. That’s why we provide ongoing support in preparing customs documentation, working side by side with exporters.
Customs documents specific to fresh and frozen products
When transporting fruit under temperature control, or other perishable foods, basic documents – such as the commercial invoice, CMR, and packing list – must be accompanied by specific certificates, depending on the type of product:
- health certificate (for food of animal or plant origin);
- veterinary certificate (for meat, dairy, and related products);
- catch certificate (for fishery products);
- phytosanitary certificate (for fruit, vegetables, and plants);
- certificate of origin, where required by the destination country’s customs.
Without these documents, a shipment may be delayed or even halted altogether.
If you need a practical example, you can download a sample Dual Use declaration here.
How we ensure accuracy and support
Every shipment is a commitment that requires attention and responsibility. Our team follows each stage: from document checks to regulatory updates, offering direct advice in the more complex cases.
For us, transporting food at controlled temperatures also means ensuring that every administrative detail is handled with precision. Because before the journey, before the road – there is the paperwork. And when that’s complete and correct, everything else flows more smoothly.
Do you export to the UK or non-EU countries?
If you’re unsure about which documents are required for your shipment, or how to correctly complete certificates and declarations, get in touch. We’ll guide you step by step – with expertise and transparency.
