Importing food into the European Union (EU) is governed by strict regulations designed to ensure food safety, consumer protection, and fair trade. With the EU’s population exceeding 440 million and a food market valued at over €1 trillion annually, getting it right is crucial for success. This comprehensive guide covers everything you need to know about importing food from foreign countries into the EU, including updated regulations as of 2025. Whether you’re a small importer or a large distributor, we’ll walk you through the steps, requirements, and potential challenges.

Table of Contents

• Understanding EU Food Import Regulations
• Preparing for Import: Key Steps
  • Step 1: Classify Your Product
  • Step 2: Check Country and Product Eligibility
  • Step 3: Gather Required Documents (This Is Mostly For the Seller But It’s Still Interesting to Know).
  • Step 4: Customs Procedures and Declarations (Ensure to Import With a Courier Like DHL and UPS, or Use a Food-Specialized Freight Forwarder)
  • Step 5: Pay Tariffs, Duties, and Taxes
• Labeling and Packaging Requirements
• Food Safety and Hygiene Standards
• Special Considerations for Certain Foods
• Common Pitfalls and How to Avoid Them
• Conclusion
• Looking For a Food Co-Packer?

Understanding EU Food Import Regulations

The EU maintains some of the world’s most rigorous standards for food imports, overseen by bodies like the European Food Safety Authority (EFSA), the Directorate-General for Health and Food Safety (DG SANTE), and national customs authorities in each member state.

Core regulations stem from the EU’s General Food Law (Regulation (EC) No 178/2002), which emphasizes traceability and safety throughout the supply chain. For imports, the focus is on products from “third countries,” with specific rules for animal-origin foods (like meat, dairy, and fish) versus plant-based items.

As of 2025, the EU has reinforced controls on food, animal, and plant products entering the bloc, including tighter checks to address emerging risks like contamination or fraud. This follows announcements from the European Commission to enhance border inspections amid global supply chain disruptions.

Imports must comply with the Official Controls Regulation (EU) 2017/625, which mandates risk-based checks at Border Control Posts (BCPs). The TRACES NT system (Trade Control and Expert System) is used for tracking consignments, especially for veterinary and phytosanitary certificates.

Additionally, the 2025 New Food Reform introduces provisions for “compliant importers” using the European route, exempting them from certain labeling rules but requiring full adherence to safety standards. Novel foods (defined as those not commonly consumed in the EU before 1997) require EFSA approval under Regulation (EU) 2015/2283, with updated guidance emphasizing detailed dossiers on safety and composition.

Quick tip
It is the seller’s job to take care of most of the paperwork before the product leaves its country of origin. However, it’s the buyer’s job to ensure that they have the right authorisations to import the products that they’re meant to receive. For small imports (up to 1,000 kg, switch to sea freight beyond that), use a courier like DHL and UPS as they’re extremely quick at dealing with customs, given that they control your product from the supplier’s premises to your address. For bigger shipments (from 1,000 kg onward), don’t hesitate to hire a freight forwarder who’ll ensure that your products will arrive swiftly at their destination.

Preparing for Import: Key Steps

Step 1: Classify Your Product

Every food item must be classified under the Harmonized System (HS) code, part of the EU’s Combined Nomenclature (CN). This 8-10 digit code determines applicable tariffs, restrictions, and controls. For example, fresh fruits fall under Chapter 08, while processed meats are in Chapter 02.

Use the European Commission’s Access2Markets portal to search by product name or HS code. Enter the origin country and EU destination to view tariffs, rules of origin, and requirements. Misclassification is a common pitfall leading to delays or fines.

Step 2: Check Country and Product Eligibility

Not all countries can export all foods to the EU. Animal-origin products must come from EU-approved establishments in approved third countries. Check lists on the EU’s Food Safety website for approvals. Plant products require phytosanitary certificates to prevent pests.

For genetically modified organisms (GMOs), strict authorization under Regulation (EC) No 1829/2003 is needed, with labeling thresholds. Organic imports must meet EU organic standards (Regulation (EU) 2018/848) and come from recognized equivalent systems.

It’s important to check ahead whether the products you plan to import require tracking within TRACES.

You can do so here.

If so, you can register on TRACES here, but the final approval of your registration will be given by your local (national) food chain security agency.

Step 3: Gather Required Documents (This Is Mostly For the Seller But It’s Still Interesting to Know).

Mandatory documents:

• Commercial Invoice: Details the transaction, including value, HS code, and origin.
• Bill of Lading or Air Waybill: Proof of transport.
• Single Administrative Document (SAD): The EU’s import declaration form, submitted electronically via national customs systems.

Conditional documents:

• Health Certificates: Issued by the exporting country’s authorities, attesting to safety (e.g., veterinary for animal products).
• Phytosanitary Certificate: For plants and plant products.
• Certificate of Origin: If claiming preferential tariffs under trade agreements.
• Certificate of Inspection: When importing organic goods.
• Pre-Notification: Via TRACES, at least 24 hours before arrival for high-risk goods.

Step 4: Customs Procedures and Declarations (Ensure to Import With a Courier Like DHL and UPS, or Use a Food-Specialized Freight Forwarder)

Upon arrival, goods enter via a BCP or designated customs point. File an Entry Summary Declaration (ENS) before arrival for security. Then, submit the import declaration.

Customs clearance involves:

• Documentary checks (100% for high-risk foods).
• Identity checks (matching documents to goods).
• Physical inspections (sampling for contaminants).

Use the EU’s Import Control System (ICS2) for electronic submissions. Appoint an EU-based customs representative if you’re outside the EU.

Step 5: Pay Tariffs, Duties, and Taxes

Tariffs are calculated using the Common Customs Tariff (CCT), based on the goods’ customs value (typically CIF: Cost, Insurance, Freight). Rates vary: e.g., 0-20% for fruits/vegetables, higher for processed foods. Use Access2Markets or TARIC database for exact rates.

Value-Added Tax (VAT) applies at the importing member state’s rate (e.g., 21% in many countries), plus any excise duties. Preferential rates under agreements like EU-UK TCA or EU-Japan EPA can reduce duties if rules of origin are met. For fruits and vegetables, standard import values set entry prices, with additional duties if below thresholds.

Labeling and Packaging Requirements

All imported food must comply with Regulation (EU) No 1169/2011. Mandatory labels include:

• Name of the food.
• Ingredients list (with allergens highlighted).
• Quantity.
• Storage conditions.
• Country of origin (mandatory for certain meats, fruits, etc.).
• Nutrition declaration (energy, fats, etc.).
• Importer’s name and address in the EU.

Labels must be in a language understood by consumers in the target market, often requiring multilingual versions. Packaging must be safe and not mislead consumers. Non-compliance is a top reason for rejections.

Food Safety and Hygiene Standards

EU hygiene rules (Regulation (EC) No 852/2004) require Hazard Analysis and Critical Control Points (HACCP) systems. Imports must be free from contaminants like pesticides, mycotoxins, or pathogens. Maximum residue limits (MRLs) for pesticides are strict, often leading to rejections.

Border rejections in 2024 (latest data) highlighted issues like aflatoxins in nuts and undeclared allergens. Ensure suppliers follow Good Manufacturing Practices (GMP).

Special Considerations for Certain Foods

• Animal Products: Require veterinary border checks; only from approved lists.
• Plant Products: Phytosanitary controls under Regulation (EU) 2016/2031.
• Processed Foods: May face additive restrictions (Regulation (EC) No 1333/2008).
• Biotech Foods: GMOs need approval; biotech disputes can complicate trade.

For personal imports (e.g., in luggage), limits apply: no meat/dairy from non-EU countries except small quantities for personal use.

Common Pitfalls and How to Avoid Them

Importers often stumble on:

• Logistics Delays: Transportation issues, customs holds—plan buffers and use reliable freight forwarders.
• Ingredient Non-Compliance: Banned substances or exceeded MRLs—conduct pre-shipment testing.
• Labeling Errors: Insufficient knowledge of laws—consult experts or use EU responsible persons.
• Tariff Misclassification: Leads to over/underpayment—seek binding tariff information (BTI) from customs.
• Documentation Gaps: Incomplete certificates—double-check with exporting authorities.

Conclusion

The best way to avoid issues is to ensure that your supplier has experience exporting to the EU. As long as you have the right authorisation at home and you’re using a courier or a freight forwarder to move your goods, importing food into the EU is not that complicated.

Looking For a Food Co-Packer?

Most food co-packing companies work with big established brands and require MOQs in the thousands. We built Doypacked.eu to help small food entrepreneurs launch their product quickly and iterate until they find product-market fit.

• Looking for doypack, gusset bags, or tin cans co-packing?
• In need of dry powder mixing?
• Looking for vacuum sealing or nitrogen-flush?

Contact us today.