Export of food to EU countries, requirements for safety and quality of products

Introduction

Relevance of the topic and its significance for wholesalers and manufacturers

In the modern world, the European Union (EU) market is one of the most attractive and promising for the export of food products. EU countries have a high standard of living, and consumers here are extremely attentive to the quality and safety of food products. This opens up enormous opportunities for wholesalers and manufacturers seeking to expand their markets.

However, along with great opportunities come strict requirements. The EU sets high standards for food safety and quality, governed by a variety of laws and regulations. Failure to comply with these requirements can lead not only to fines and loss of reputation, but also to exclusion from the market.

Purpose of the article and key issues that will be considered

The purpose of this article — provide food wholesalers and manufacturers with overview information on EU food safety and quality requirements. We will consider the following key questions:

• What are the key EU laws and regulations affecting food exports?
• What documents are needed for successful export?
• How to go through the authorization procedure and obtain the necessary certificates?
• What technical and quality requirements are established for various types of products?
• What environmental and chemical standards must be met?
• What veterinary and phytosanitary requirements exist for products of animal and plant origin?
• What are the requirements for product labeling and packaging?

The article will provide recommendations and links to the main regulations and requirements of the European Union. 

Having gone through all these stages, you will be able to form a clear understanding of how to prepare your products for export to the EU, minimize risks and maximize the opportunities that this promising market opens up for you.

EU market: Why is it important?

Overview of the EU market and its attractiveness

The European Union is one of the largest and most stable economic blocs in the world. With a population of over 440 million people and a high GDP per capita, the EU market represents enormous potential for food exporters. According to Eurostat, total food imports into the EU amount to hundreds of billions of euros per year, and this figure continues to grow.

Due to deep integration between the countries of the European Union, trade processes are significantly simplified and associated costs are reduced. The presence of a single economic space and the abolition of customs duties within the union make exports to this region particularly profitable.

Basic needs and market requirements

Consumers in the EU highly value the quality and safety of products. This is not just a fashion trend, but a fundamental need backed by strict legal regulations. There are a number of key aspects that exporters should pay attention to:

• Organic and environmentally friendly products. There is growing demand in the EU for products produced with environmental standards and sustainable practices.
• Traceability. The ability to trace the origin of a product is critical. Accounting and labeling systems must be impeccable.
• High quality standards. Quality standards in the EU are among the highest in the world. Products must comply with many technical standards and regulations, including HACCP, ISO and others.
• Innovation. European consumers are open to new tastes and textures, which creates opportunities to promote innovative products.
• Social and ethnic products. Given the diversity of cultures in the EU, there is a demand for ethnic and regional products.
• Health and well-being. Products low in sugar, salt and fat are also trending, as are healthy foods.

Understanding these needs and requirements will not only help in successfully entering the market, but will also allow you to build long-term relationships with partners and consumers in the EU.

Step 1: Key EU regulations

Overview of key regulations and their impact on business

Before you start exporting food products to the EU market, it is extremely important to familiarize yourself with the main regulations that regulate this area. Failure to comply with these regulations may result in serious legal consequences, including fines and prohibition of product sales. In this section we will look at the most important of them.

EC Regulation No. 178/2002

This regulation sets out the general principles and requirements for food legislation, creates the European Food and Feed Rapid Alert System and establishes the European Food Safety Authority. It obliges manufacturers to ensure traceability of products at all stages of production and sales.

Key aspects:

• Ensuring product safety at all stages of the production chain.
• The obligation to label products to ensure their traceability.
• Establishment of a rapid notification system for unsafe products.

Links to regulation No. 178/2002: RU /EN

EU Regulation No. 2015/2283

This regulation concerns "new food products" and sets out the conditions under which such products may be approved for sale in the EU. It includes different categories of products, including ingredients obtained using new technologies and production processes, as well as products with a history of safe use outside the EU.

Key aspects:

• Conducting scientific research and risk assessments for new products.
• Procedure for approval and registration of new food products.

Links to regulation No. 2015/2283: RU/EN

Other current regulations

• EC Regulation No. 852/2004. Basic requirements for food hygiene. Links:RU/EN
• EC Regulation No. 853/2004. Specific hygiene requirements for products of animal origin. Links: RU/EN
• EC Regulation No. 854/2004. Organization of official controls on products of animal origin intended for human consumption. Links: RU/EN
• EC Regulation No. 2073/2005. Microbiological criteria for food products. Links: RU/EN

These regulations affect various aspects of food production, processing and distribution and must be carefully studied for successful entry into the EU market.

Compliance with all these regulations will not only ensure compliance with the law, but will also build consumer trust, which is a key factor for success in the competitive EU market.

Step 2: Required documents for export

List and description of key documents

Successful export of food products to the EU requires a number of documents that confirm product compliance with local standards and regulations. An incomplete or incorrect package of documents can lead to delay or confiscation of goods at the border, which will negatively affect your company's reputation and may lead to financial losses. In this section we will look at the most important of them.

Export declaration, invoice, waybill, etc.

Export declaration

This document is the main one and contains all the information about the product, its origin, cost and other information necessary for customs authorities.

Invoice

Invoice (invoice) — This is a commercial document that confirms the completion of a transaction. It must contain detailed information about the product, its cost, terms of payment and delivery. The invoice serves as the basis for calculating customs duties and taxes.

Waybill

Consignment note — This is a document that accompanies the goods during their transportation and contains information about the consignor, consignee, route and characteristics of the cargo. Depending on the type of transport, this may be a CMR waybill (for road transport), an air waybill (for air transport) or a bill of lading (for sea transport).

Other documents

• Certificate of origin in the general form. Confirms the country of origin of the goods, which affects the calculation of customs duties.
• Phytosanitary/veterinary certificate. Essential for products of plant and animal origin.
  • Phytosanitary certificates for the European Union: brief reminder - RU /full information - EN
  • Veterinary certificates for the European Union: RU
• Quality and safety certificates. Confirms product compliance with EU standards.
• Packing list. Contains information about the quantity and type of packaging of the product.

All these documents play a key role in the export process and must be carefully prepared and checked to ensure compliance with EU requirements.

Step 3: Authorization and certification procedure

How to become an authorized manufacturer

In order to become an authorized manufacturer of food products for export to the EU, you must undergo a number of procedures that will confirm your compliance with strict European standards. Here are the main steps:

1. Conducting an internal assessment. Before applying for authorization, it is recommended to carry out an internal assessment to ensure that your production meets all EU requirements.
2. Preparation of documentation. Collection of all necessary documents, including a business plan, quality certificates, information about production facilities, etc.
3. Submitting an application. An application for authorization is submitted to the relevant regulatory authorities of the country from which export is planned.
4. Conducting inspections. After submitting the application, there is a stage of inspections, which can be carried out by both local and European authorities.
5. Getting approval. After successfully completing all stages, you will receive the status of an authorized producer, which gives you the right to export food to the EU.

The process of obtaining certificates and licenses

1. Quality certificates (ISO, HACCP, etc.). These certificates confirm that your products meet international quality and safety standards. They are usually issued by accredited organizations after an audit of the enterprise.
2. Phytosanitary and veterinary certificates. For products of plant and animal origin. Issued after verification by the relevant government authorities.
3. Ecological certificates. If your products are organic or environmentally friendly, you can obtain relevant certificates such as the EU Organic Logo: EN .
4. Certificates of conformity (CE marking). Some product categories require confirmation of compliance with European technical standards.
5. Export licenses. In some cases, for example, for the export of alcoholic beverages, special licenses may be required.

It is important to remember that the process of obtaining all necessary certificates and licenses can be time-consuming, so it is recommended that you begin it early. Compliance with all these procedures will not only provide you with access to the EU market, but will also significantly increase the level of trust on the part of potential partners and clients.

Step 4: Technical and quality requirements

Harmonized standards and their application

The EU has a number of harmonized standards that ensure uniform requirements for products in all member countries. These standards are developed by European standardization organizations such as CEN, CENELEC and ETSI, and cover various aspects — from safety to environmental friendliness.

The application of harmonized standards facilitates the export process, since products that meet these standards are automatically considered to comply with the essential requirements of EU legislation. Some key standards include:

• EN ISO 22000. Food safety management systems: RU/< a href="https://www.iso.org/iso-22000-food-safety-management.html">EN
• EN 45011. General requirements for product certification bodies
• EN 12830. Requirements for temperature monitors for the transport, storage and distribution of refrigerated, frozen and deep-frozen products

Quality control and laboratory testing

Quality control — it is an integral part of the export process to the EU. Manufacturers must ensure that their products undergo all necessary laboratory tests to confirm compliance with European standards. Here are the main steps:

• Choice of an accredited laboratory. Testing must be carried out in laboratories accredited to international standards such as ISO/IEC 17025: RU/EN
• Conducting tests. Depending on the type of product, different types of testing may be required, including microbiological, chemical and physical.
• Analysis of results. Once the results are obtained, they must be carefully analyzed to ensure that the product meets all requirements.
• Documentation. All results must be properly documented and retained. They may be required during customs control or in case of an audit.
• Continuous monitoring. Quality control — This is not a one-time procedure, but an ongoing process. Regular inspections and tests ensure that the product remains at a high level of quality and safety.

Compliance with technical and quality requirements not only ensures compliance with EU legislation, but is also a key factor in gaining trust in the market.

Step 5: Environmental and chemical standards

Restrictions on the use of chemicals and additives

The European Union pays great attention to the safety and environmental friendliness of products. In this context, there are strict restrictions on the use of chemicals and additives in food products. For example, EU Regulation No. 1907/2006 (REACH) regulates the production and circulation of chemicals and sets requirements for their safe use: EN

• Banned list: The EU has a clear list of chemicals and additives that are prohibited for use in food.
• Maximum Residue Levels: Authorized chemicals have maximum residue levels (MRLs) that must not be exceeded.
• Certification and testing: All chemicals and additives must be certified and undergo regular safety tests.

Environmentally sustainable practices

Given global environmental challenges such as climate change and biodiversity loss, the EU is actively promoting environmentally sustainable production practices.

• Organic production. If your products are organic, you may qualify for a special environmental certificate.
• Sustainable use of resources. Adopting practices that minimize waste and energy consumption can be not only environmentally responsible, but also cost-effective.
• Trace and transparency. An important aspect is the ability to trace the environmental impact of a product at each stage of its life cycle.
• Social responsibility. Sustainable practices also include social aspects, such as respect for workers' rights and safe working conditions.

Compliance with environmental and chemical standards will not only help you comply with EU legal requirements, but will also improve your company's image as an environmentally and socially responsible manufacturer. This, in turn, can become a competitive advantage in the EU market.

Step 6: Veterinary and phytosanitary requirements

Specifications for products of animal and plant origin

The European Union sets strict veterinary and phytosanitary requirements for products of animal and plant origin to ensure product safety and quality.

• Products of animal origin. For meat, milk, eggs and other products of animal origin, confirmation of the absence of dangerous diseases is required, as well as compliance with standards for the care and feeding of animals.
• Products of plant origin. Fruits, vegetables and grains must be certified free of pests and comply with standards for the use of pesticides and fertilizers.

The process of obtaining veterinary and phytosanitary certificates

• Submitting an application. The first step is to submit an application to the relevant government authorities to conduct an inspection and obtain the necessary certificates.
• Conducting an inspection. After submitting the application, specialists conduct an inspection at the enterprise, checking compliance with all requirements.
• Laboratory tests. Depending on the type of product, laboratory tests may be required to confirm the safety of the product.
• Obtaining a certificate. Based on the results of the inspection and analysis, a corresponding certificate is issued, which is mandatory for export to the EU.
• Updating certificates. It is worth remembering that certificates have a validity period and must be renewed regularly.

Compliance with veterinary and phytosanitary requirements is critical for access to the EU market and maintaining a high level of consumer confidence. Shortcomings in this aspect can lead to serious consequences, including product recalls and penalties.

Step 7: Labeling and packaging

General and specific requirements for marking

Labelling of products for export to the EU must be carried out in accordance with a number of general and specific requirements. General labeling requirements include:

• Product name
• Composition and ingredients
• Expiration date
• Storage conditions
• Information about the manufacturer or exporter
• Instructions for use, if applicable

Specific requirements may include:

• Ecological labels and certificates (mentioned above, EU Organic Logo)
• Veterinary and phytosanitary markings
• Warnings and Risk Statements
• Information about the presence of allergens

Requirements for packaging and storage of products

Product packaging is also subject to strict requirements aimed at ensuring the safety and security of the product:

• Packaging materials. Must be safe and not affect the quality of the product. For example, food products often require packaging that complies with EN 13432 (biodegradable and compostable packaging).
• Tightness and protection. The packaging must provide reliable protection from external factors such as humidity, light and temperature fluctuations.
• Information on the packaging. All necessary information, including labeling, must be clearly and unambiguously indicated on the packaging.
• Storage requirements. The packaging must be designed to provide optimal storage conditions for the product, in accordance with its characteristics and requirements.
• Environmental aspects. There is an increasing emphasis on the use of environmentally sustainable materials and packaging methods, which can be an added benefit when exporting to the EU.

Compliance with all labeling and packaging requirements is not only a prerequisite for exporting to the EU, but also helps create a positive image of your products among European consumers.

Step 8: Common mistakes and how to avoid them

Common problems and recommendations for preventing them

Each stage of food exports to the EU has its pitfalls. Knowing the most common mistakes and how to prevent them can significantly reduce risks and simplify the process.

Insufficient preparation of documents

• Problem: Errors in documentation can lead to delays and even refusal of import.
• Recommendation: Carefully check all documents for compliance with requirements and up-to-date information.

Non-compliance with quality standards

• Problem: Products that do not meet European standards may be withdrawn from the market.
• Recommendation: Conduct regular inspections and audits to ensure compliance with standards.

Incorrect labeling and packaging

• Problem: Failure to comply with labeling and packaging requirements can result in fines and loss of consumer confidence.
• Recommendation: Keep current legislation and regularly update labeling and packaging in accordance with it.

Underestimation of environmental and social aspects

• Problem: Ignoring environmental and social standards can negatively impact a brand's reputation.
• Recommendation: Implement and document sustainable practices throughout all stages of production.

Failure to comply with veterinary and phytosanitary requirements

• Problem: The absence or invalidity of appropriate certificates may lead to an import ban.
• Recommendation: Make sure you have all the necessary certificates and their validity periods.

Insufficient logistics planning

• Problem: Improperly organized logistics can lead to loss of product quality and additional costs.
• Recommendation: Plan transportation to ensure optimal storage conditions and minimize transit time.

Conclusion

Export of food products to the European Union market — This is a complex and multi-step process that requires careful preparation and attention to detail. From compliance with legal requirements and quality standards to correct labeling and packaging — each stage has its own characteristics and potential risks.

However, with the right approach and competent organization, export operations can become not only successful, but also profitable. Compliance with all regulatory requirements and standards not only provides access to one of the largest and most attractive markets in the world, but also serves as the key to long-term and stable relationships with partners and consumers.

In this article, we looked at the key aspects that need to be taken into account when exporting food to the EU, and also offered advice on how to avoid common mistakes. We hope that this information will be useful to wholesalers and manufacturers looking to expand their activities into the European market. For additional support and expansion of your business, we recommend using the international B2B food trading platform Allfoods Market.

Success in the EU market — This is the result of a combination of quality products, compliance with legal requirements and smart marketing. Taking all these factors into account, your business can not only succeed on the European stage, but also strengthen its reputation as a reliable and responsible supplier.