Completion Guide

General

1. Certificates of Origin have now moved onto plain paper (with specific printing requirements):

• Documents submitted as ‘standard’ are returned to you via post. These are a three-part set. Comprising of the original, copy and application. Applications are retained by the Chamber for our records.
• Documents submitted as ‘express’ are completed electronically and have a same day turn around, if submitted before 12pm. Express are a two-part set comprising of the original and copy. You should keep a copy of the copy for your records for a minimum of 2 years.
  • express documents once processed/approved by us must be printed in colour on plain paper.

2. Each Certificate of Origin set is individually numbered.

3. Additional copy certificate forms are available from the Chamber for use as required, e.g. to comply with Letter of Credit terms etc.

4. The Certificate of Origin set must be completed in typescript. You MUST submit all document applications via e-cert the online platform.

5. The Certificate of Origin must not contain any erasures or superimposed corrections. Documents can no longer be amended with electronic submission. If there is an error, a new application must be made.

6. The Certificate of Origin should normally be completed in English. However, should requirements of trade demand the completion of the document in any other language, this will be acceptable provided the applicant submits a translation to the Chamber.

If you have a question or would like more information speak to our team by emailing  [email protected]

Guidance on completing the Certificate

The following details should appear on each sheet on the Certificate of Origin set.

Box 1 – Consignor

Insert the full name and address (including country) of the UK exporter.

Box 2 – Consignee

Insert the full name and address of the foreign recipient of the goods. If the consignment is made to order and the consignee is not known then insert “To Order: For shipment to …………… (the name of the country of destination)”.

Box 3 – Country of Origin

Insert the country of origin of the goods.

N.B. For goods of non UK origin then the name of the actual country of origin must be used. Area groupings (e.g. EFTA) are not acceptable.

Where the Certificate includes goods of multiple origins which will not fit in the box, insert “as shown in box 6” in box 3. When completing the description of goods in box 6, clearly indicate the country of origin against each item listed.

N.B. If goods are of overseas origin additional information may be required when submitting to prove origin ie. Overseas cert of origin, invoice from supplier/manufacturer declaring the origin of the goods – The additional information to prove origin cannot be from the exporter and must be provided by the supplier/manufacturer.

Box 4 – Transport details (optional)

Leave blank, or indicate the method of transport of the goods only, e.g. road, airfreight, sea freight etc. If required by Letter of Credit a vessel name can be included.

Box 5 – Remarks
This can be left blank or used for any additional information e.g. Letter of Credit details

Box 6 – Item number, marks, numbers, number and kind of packages, description of goods

Insert the number and type of packages to be consigned e.g. 4 boxes, 3 bales, 5 cartons, etc., together with any marks and numbers appearing on the packages.

N.B. “packages” cannot be shown you must stipulate the “type” of package.

It is now mandatory for the invoice number and date to be shown on the certificate after the description.

It is also encouraged to provide general descriptions rather than full itemised descriptions.

Box 7 – Quantity

Insert gross weight in metric measurement.

The following particulars are to be completed on the application form only.

Box 8 – Indicate the place (i.e. town) where the application is signed, the date of application, and the name of the person signing the application. This detail should be entered on the line indicated by “Place and date” and “Signature of the applicant”.

It is essential that all applicants lodge list of their authorised signatories with Chamber International together with specimens of their signatures on an annual basis. Click for a copy of the Formal Undertaking, Authorised Signatory Form and Standard Rules.

Box 9 – Applicant if not the consignor.

Where the applicant is a forwarding agent acting on behalf of the consignor, then the name and full address of the agent should be inserted in this box.

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Reverse of the pink application form

This forms part of the application and undertaking signed by the applicant in box 8 on the application form and must be completed. This is done by ticking the box appropriate to the goods in question and providing the necessary supporting documents as required. There are three boxes to choose from:

Where goods are wholly of United Kingdom origin. This relates to UK raw materials or goods manufactured from UK raw materials.
Where goods are of United Kingdom origin by virtue of the processing that the goods have been subjected to in the UK – give details of the relevant manufacturing process.
Where goods are not of United Kingdom origin. In such circumstances the origin has to be declared and a list of supporting documents given in support of the declaration. Such supporting evidence must be attached to the application.

Negative declarations and political boycott statements

The Chamber will not issue a Certificate of Origin containing any negative declaration (e.g. that the goods are not of a particular origin), nor will Chamber International issue a Certificate of Origin containing any statements relating to any political boycotts, (e.g. that the manufacturer/exporter is not a blacklisted company etc).

These rules will not be waived under any circumstances.

For more information speak to one of our team by emailing  [email protected]