To apply for COI in TRACES, please complete this form and send it with the required documents to DE.TC.IN.BCS@kiwa.com

Required documents to be attached are:

Invoice(s) - delivery note(s) - labeling photo(s) - waybill(s) - if the original freight documents are not available, drafts must be sent, alternatively national TC's.

After receiving the original freight documents, you need to send them immediately to your Kiwa BCS office

Additional remark:

Planned freight route - Please refer to Regulation (EU) 2021/1698 Article 16.

In case of bulk shipments, you must provide a complete freight route showing all transshipment	points that will be called during the transport from the third country or country of origin or during	the export to the EU.

The COI must be issued before the shipment leaves the third country of export or origin!

Important Notice:

The application can only be processed if the relevant information is completely provided and the relevant supporting documents are attached.

Kiwa BCS reserves the right to request additional documentation such as pesticide analysis reports, etc.!

Kiwa BCS reserves the right to perform additional checks on the shipment - document check, identity check or physical check - before issuing the COI.

Kiwa BCS assumes no responsibility if the shipment leaves the exporting third country before the COI has been issued.

Kiwa BCS assumes no responsibility if the shipping company anticipate or change the date of the departure (ETD). If information regarding the ETD is needed the exporter/importer should provide it to the corresponding authority in Europe.

Information on the processing of the COI

Application date:	- dd / mm / yyyy

COI applicant	Company Name:

Contact person:

Address

Postal Code, City

Country

VAT number of the applicant

Required processing time:	Regular within 5 working days from date of receipt

Express within 2 working day from date of receipt

Information in connection with TRACES

Required Information	TRACES Reference	Information
Name of the producer or processor of the product	Box 4
Name of Kiwa BCS certified exporter	Box 5
If applicable, operator who buys or sells the product without storing or physically handling the product	Box 6
Control authority or control body of the production or processing in the country mentioned in country of export	Box 7
Country of origin (where the product has been produced/grown or processed)	Box 8
Country of export (where the product has been subject to the last operation for the purpose of preparation) Note: Definition of Exporter box 5	Box 9	(UN/LOCODE)
Border control / point of release for free circulation Address of the customs services for the reception of the goods in the EU.	Box 10
Country of destination Refers to country of First Consignee	Box 11
Name and address of the importer (Presents the consignment for release for free circulation into the EU, either on its own, or through a representative (contracted) Name Contact Person email / Phone	Box 12
Description of products as shown on pdf documents (invoice, delivery note, transport document, Organic Certificate)	Box 13	CN-Code(s) of all products (8-digit level) Trade Name of organic product(s):
Number of packages/boxes/bags/buckets Lot-Number(s): Net weight of each product:
Box 14	Container No.:
Box 15	Seal No.:
Box 16	Total gross weight in kg:
Means of Transport before of point of entry into the Union.	Box 17	Ship: B/L No.: Airplane: Flight No.: Truck: Plate No.: other:
Bulk shipments If this information is not attached the COI can not be issued	Box 17	Provide a complete freight route showing all transshipment
Harvest year of the product/s:
Responsible of the consignment / responsible for the load Company Name, Address City + Postal Code Country	Box 19
Prior Notification time	Box 20	Date: Time:
First consignee in the European Union To be released in batches consignment will be split into different batches	Box 24

Please note:

Boxes 1 to 18 must be completed by the relevant control authority or control body in the third country.

Box 19: Name, address and the EORI number, as defined in Article 1, point (18), of Delegated Regulation (EU) 2015/2446, of the operator responsible for the consignment, as defined in Article 2, point (2), of Implementing Regulation (EU) 2021/2307. This box must be completed by the importer indicated in box 12, if the operator responsible for the consignment is different from that importer.

Box 21: To be completed by the importer, or where appropriate the operator responsible for the consignment, to request the transfer of the products to a control point in the Union for further official controls, if the consignment is selected for identity and physical checks by the competent authorities at the border control post. This box applies only to products subject to official controls at border control posts pursuant to Article 45(5) of Regulation (EU) 2018/848.

Box 24: Name and address of the first consignee in the European Union. This box must be completed by the importer.

For more information and details please see below:

https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32021R2306

Processing fees COI

The current fee schedule can be obtained from Kiwa BCS Germany.

Rejected COI will be invoiced

Additional work due to incomplete applications will be invoiced with € 78.00 per working hour

Signature of the exporter - applicant - for the COI:

By signing this form, the applicant confirms to accept the currently valid fees, to send all documents mentioned above and to pay all costs for the processing of this COI application.

____________________________________

Signature + company stamp

FOR KIWA BCS ÖKO-GARANTIE INTERNAL USE ONLY!!

Evaluation of information for issuing of CoI - Risk assessment

Risk assessment to decide whether a physical check of the consignment of organic goods has to be conducted before issuance of the COI

Verification criteria	Result	Comment
Have all necessary documents requested by the application form concerning this consignment been presented by the operator (see work instruction C-EN_09-05-03)? If not, please comment which are missing	Yes No
As applicable, is traceability back to supplier, producer or field/harvest assured and documented? If not, please comment.	Yes No
Did the mass balance verification reveal any irregularities (e.g. potential over production)	Yes No
Is there information about any mayor non compliance from previous inspections or residue cases (notification from certification department), which may affect the organic integrity of the consignment?	Yes No
Does the labelling fulfill the requirements of the equivalent EU regulation?	Yes No
Are there several operators involved in the distribution chain of the products who do not store or physically handle organic products (i.e. traders)	Yes No
In case of HRP, has the consignment physically inspected and the relevant documents are attached to the current request?	Yes No N/A
Result of verification / risk assessment:	Mark
No deviation or irregularity or risk to organic integrity of consignment is detected. No physical check is needed in order to issue CoI.
Minor deviations were detected and additional information must be required before issuing the CoI.
Mayor deviations or irregularities are detected, before issuing a CoI a physical check of the goods must be conducted. Please pass the case to certification department
If additional documents or information is needed. Please indicate below:

Date	Place Name of person performing the review

Exporter The exporter is the operator performing the last operation for the purposes of preparation as defined in Article 3, point (44), of Regulation (EU) 2018/848 on the products mentioned in box 13 and sealing the products in appropriate packaging or containers, pursuant to point 6 of Annex III to Regulation (EU) 2018/848.

HRP: High Risk Products. Defined by the EU commission and informed to the CB by official letters or the products/countries referred in the Art. 8 of the Reg. 2021/1698.