Introduction.
The European market is one of the largest consumer markets in the world, and exports are very attractive to Japanese companies.
However, when exporting to Europe, it is necessary to comply with a wide variety of regulations and standards set forth not only in Japan but also in the European Union (EU).
From document preparation to customs clearance and tariff handling, a mishandled export process can lead to significant damage.
This article summarizes the basic knowledge required for "European export procedures," and explains the points to note by industry, such as food and cosmetics, points to avoid risks, and how to proceed efficiently.
Organizing European Exports
1. customs clearance documents (common to all items)
Commercial invoice (in English): product name, quantity, unit price, currency, HS code, Incoterms® (e.g. DAP Paris 2025), payment terms, exporter/importer information.
Packing list: packing type, total weight/volume, and case specifics.
Origin-related:
General: Certificate of Origin (CO) (Chamber of Commerce and Industry, etc.)
When utilizing EPA/FTA: Self-declaration (REX number) or a prescribed form of origin declaration statement.
Transport documents: Air Waybill (AWB) or Bill of Lading (B/L), insurance policy, etc.
When clearing customs by proxy, a customs clearance power of attorney is required.
2. product-specific conformity/regulatory documents (typical examples)
Products subject to CE marking (electrical, mechanical, toys, etc.)
EU Declaration of Conformity (DoC), technical documentation (technical file), and required test reports.
Cosmetics:
CPNP registration, PIF (Product Information File), responsible person labeling, ingredient labeling/allergen labeling.
*Consider CLP-related (e.g., UFI code) if the product is a mixture and labeling requirements arise.
Food and agricultural products:
Sanitation/quarantine certification, (where applicable) radiation test results, additive compliance, and proposed nutritional and allergen labeling.
Chemicals / products containing alcohol (aroma, perfume, etc.)
SDS (EU version: REACH/CLP compliant), Dangerous Goods Declaration (IATA/IMDG), CLP label (pictogram, etc.).
Electronic and electrical equipment:
RoHS, RED, EMC, etc. conformance documents.
Packaging and EPR compatible:
Design of labeling, including EPR registration by country (e.g., French packaging, German LUCID, etc.), Triman/material identification, etc.
3. system/number (required on site)
Secure importer (IOR), EORI number and VAT number (importer's side).
Appointment of a Responsible Person on-site is required depending on the product (e.g., cosmetics, medical devices, etc.).
4. display and language requirements
As a rule, documents to be submitted should be in English (or the language required in the country of sale).
Labels indicate essential information (country of origin, address of responsible person, notes, lot, etc.) in the language of the country of sale. For multi-country sales, multilingual design ensures consistency.
5. logistics and pre-filing (carrier/forwarder collaboration)
Advance cargo information by air and sea (e.g. ICS2, etc.) is declared by the forwarder, but it is the shipper's responsibility to provide accurate HS codes and product descriptions.
For food products for European export procedures
Exporting food products to Europe is subject to stricter regulations than for general products.
Radioactivity Inspection Certificate: Rice and agricultural products from Japan must be inspected for radioactivity by an inspection agency designated by the EU and a certificate must be attached.
Alcohol and beverage regulations: Alcohol tax and import regulations vary depending on the alcohol content and ingredients. This includes wine, sake, shochu, etc.
Regulation of food additives: The EU has adopted a "positive list system" for food additives, and additives not approved by the EU cannot be imported.
Package labeling regulations: Allergen labeling, nutritional information, recycling mark (Triman mark, PAP21, etc.), etc. must be in line with EU standards.
Retort pouch foods and processed foods: Local regulations and sanitation authority approval are also required for sterilization and preservation treatment methods, container materials, and best before date labeling.
Merely "good quality" is not enough for food exports; scientific inspection data and proof of regulatory compliance are key.
Risks of European export procedures
The greatest risk in exporting is trouble at customs.
Cases considered as samples or personal imports
Even when companies send sample goods, they are randomly inspected by customs and may be required to submit SDS and authorized documentation, just like corporate exports.
Customs Storage Risk
In the event of incomplete documentation or suspected regulatory violations, shipments are held at customs warehouses. In this case, storage fees are charged on a daily basis, which can be a significant cost burden if prolonged.
Worst case scenario: cargo destruction
If a violation of regulations is determined or improvement is deemed impossible, the cargo will be destroyed by customs. This is the most important risk to avoid, as it will lead to a total loss of transportation costs and the value of the goods.
Successful exporting is all about "not underestimating regulations. It is important to have all the necessary documentation in advance and be prepared for any inspections that may occur.
How to proceed with export procedures to Europe
Cosmetics, aroma oils, and products containing alcohol are often considered "difficult" to export, but with the correct procedures and the use of specialized companies, it is possible.
Utilizing forwarders
Once you enter the full-scale export phase to Europe, it is preferable to use international forwarders instead of ordinary courier companies (EMS, DHL, FedEx). Forwarders can handle customs clearance and export-related procedures on your behalf.Eliminates the need for human resources
Even if you do not have in-house personnel specializing in trade practices, you can delegate the preparation of necessary documents and local correspondence through forwarders.Points to consider when selecting a forwarder
Is there a Japanese-speaking person in charge?
Does the company have a local branch office or network in the importing country (Europe) to provide local support?
If you choose a forwarder that meets these requirements, you will be able to transport perfumes and alcohol products, greatly reducing export barriers.
However, special documents such as hazardous materials declarations and SDSs must be prepared.
summary
While exporting to Europe offers huge business opportunities, it also requires overcoming complex barriers in terms of documentation, regulations, and taxation.
Prepare required documents such as CE Mark, SDS, Certificate of Origin, etc.
Pay attention to radiation testing, additive regulations, and labeling regulations for food and processed products.
Do not neglect formalities to prevent customs problems
Utilize forwarders for efficient export procedures
Sort out customs, VAT, and EPR systems in advance
By keeping these points in mind, you will be able to export to Europe safely and effectively.