What information is required to create an IPAFFS notification?

Creating a correct IPAFFS notification requires collecting and entering a comprehensive set of details about the consignment. Each piece of information serves a purpose: it allows the UK authorities to identify the goods, match them with the correct health or phytosanitary certificates, plan any necessary inspections, and link the pre-notification with the customs declaration. Submitting incomplete or inconsistent data is one of the main causes of border delays, so importers and agents must pay close attention to every field in the system.
The process begins with importer information. The IPAFFS account is linked to a UK business, so basic company details are already stored. But the notification requires additional points of contact. The importer must provide the name, phone number and email of a person responsible for the consignment, someone the authorities can reach quickly if there are questions or problems. This ensures that if an inspector needs clarification on a certificate or a shipment is diverted to an inspection facility, there is no confusion about who should be contacted.
Next comes exporter or consignor information. This includes the name and address of the overseas supplier, and in many cases the details of the approved establishment where the goods originated. For example, when importing meat, the EU or non-EU establishment must be listed, complete with approval number, so that UK authorities can confirm it is authorised to export. For plants, the exporting nursery or facility must be recorded. IPAFFS allows users to save these addresses in an internal directory to make future notifications faster and more consistent.
The most technical section is commodity information. Here the importer or agent selects the commodity code or category that matches the goods. The choice of commodity code is crucial, as it determines which type of CHED will be generated, what documents must be attached, and which authorities will be involved. The description of the goods, species or genus (for animals and plants), and product type (for foods) must be entered clearly. Any errors at this stage can cause mismatches between IPAFFS and the customs declaration, leading to holds at the border.
Quantities and packaging are then recorded. The system asks for net weight in kilograms, number of packages, and type of packaging, for example cartons, pallets, crates or containers. For live animals, the number of animals must be entered. For plants, the number of items may also be required. Accurate weights and counts are essential because the customs declaration will contain the same figures. If the values differ, the automated match between IPAFFS and the customs system may fail, creating unnecessary delays.
The notification must also specify the country of origin of the goods (where they were produced, harvested or reared) and the consigning country if different. Along with this, the destination in Great Britain must be entered: this is usually the first warehouse, cold store or premises where the goods will be unloaded after clearance. This detail helps authorities track goods in case of later investigations and ensures compliance with UK regulations on traceability.
Transport details are also required. The importer or agent must state the mode of transport (road, sea, air or rail), identify the means of transport (ship name and voyage number, flight number, vehicle registration or trailer ID), and enter any container or seal numbers. The transport document reference, such as bill of lading, airway bill or CMR note, must be provided too. These identifiers allow inspectors to verify that the goods presented at the border match the ones declared in IPAFFS.
The expected border entry point and estimated time of arrival must be included. The user selects the port or airport, for example Dover, Felixstowe or Heathrow, and provides the date and approximate time when the goods will arrive. This is how the system ensures that the correct Border Control Post is alerted and inspection resources are ready. If the goods will move under a transit procedure to an inland facility, details of the transit MRN (Movement Reference Number) and the Goods Vehicle Movement Service reference may also be needed.
Perhaps the most important part of the notification is the section for supporting documents. Depending on the commodity, the importer must attach the Export Health Certificate, phytosanitary certificate, laboratory test results, or other official paperwork. The document type, number, date of issue and issuing authority must be entered, and a scanned copy uploaded. This allows inspectors to check the authenticity of the documents before the goods arrive, reducing the risk of long border delays. Missing or illegible documents are a common reason for consignments being held, so providing them accurately is critical.
There are also optional fields that can be valuable. These include internal references, nominated additional contacts, or packer details if the goods were repacked at another site. While not always mandatory, providing this extra information can help clarify the consignment and prevent misunderstandings.
Before submission, the system generates a draft CHED reference and shows the information entered. The importer or agent should carefully review all details at this stage. Once submitted, the notification is assigned a Unique Notification Number (UNN) that must later be quoted in the customs declaration. If mistakes are discovered after submission, the notification can be updated, but doing so late can still cause delays at the border.
In practice, preparing a complete notification requires coordination between supplier, importer, and agent. The exporter must provide certificates and packing details; the importer must ensure that the UK consignee and delivery details are accurate; and the agent must enter everything consistently in IPAFFS. To make this easier, many professional agents send their clients a simple checklist: certificate copies, commodity codes, net weights, packaging details, origin, destination, transport references and estimated arrival. With this information collected in advance, the agent can complete the IPAFFS notification quickly and correctly.
Franzosini & Butti Ltd in Dover follows exactly this process. Their team works with importers to gather all required information, verifies that certificates are complete, and inputs the details into IPAFFS with care. By aligning data across IPAFFS and customs declarations, they prevent mismatches that cause clearance problems. Their experience ensures that no field is overlooked and that consignments are ready for smooth entry into Great Britain.
In summary, an IPAFFS notification requires importer details, exporter details, commodity information, quantities, packaging, origin and destination, transport identifiers, border entry point, supporting certificates, and contact details. Submitting this information accurately and in full is the only way to guarantee compliance and avoid delays. With the help of experienced agents like Franzosini & Butti Ltd, importers can be confident that every notification is complete, consistent and submitted in good time.