Who needs to use IPAFFS?

The obligation to use IPAFFS applies to any business or individual that is responsible for bringing regulated goods into Great Britain, meaning England, Scotland or Wales. In regulatory language, this person or business is referred to as the importer of record. If you are that importer, you are legally required to ensure that every qualifying consignment is pre-notified in IPAFFS before it arrives at the border. The system is designed to give the UK authorities full visibility of potentially risky imports, and to make sure that all sanitary and phytosanitary checks can be carried out in a timely manner. The fact that you are importing from the European Union or from a non-EU country makes no difference for the obligation. What matters is the type of goods, not the origin.
The categories of goods that require IPAFFS pre-notification are broad but clearly defined. They include live animals of all kinds, from cattle and horses to poultry, pets and zoo animals. They include germinal products, which are reproductive materials such as semen, ova and embryos. They cover products of animal origin for human consumption, such as fresh, frozen or processed meat, dairy products, fish, seafood and eggs. They also cover animal by-products not for human consumption, which can range from hides and skins to wool, feather meal or pet food ingredients. Another important group is high-risk food and feed not of animal origin, for example nuts, spices or vegetables that have been associated with contamination risks. Composite products containing both plant and processed animal ingredients often fall into scope too. Finally, plants and plant products that are susceptible to pests or diseases, for example live plants, seeds or some fruits and wood products, also require pre-notification.
In practice this means that many companies in the food and drink industry, agriculture, horticulture and the animal feed and pet food sectors will need to use IPAFFS regularly. If your company imports only manufactured goods, machinery, textiles or low-risk products that do not fall into any of these categories, then IPAFFS is not required. But if you are in any of the industries mentioned, the responsibility applies to you consistently, whether you import once a year or every week.
The responsibility sits with the importer of record. That is the party named on the customs declaration as the consignee, and the party legally responsible for the goods once they cross into Great Britain. However, the importer does not always need to make the pre-notification personally. The importer can appoint an authorised agent, usually a customs broker or freight forwarder, to act on their behalf in IPAFFS. To do this, both importer and agent must register in the system and link their accounts through the “trade partners” function. Once the link is established, the agent can submit notifications on behalf of the importer. Even then, it is important to remember that the importer remains ultimately responsible. If an agent fails to pre-notify or enters incorrect data, it is the importer who will face the consequences, including possible delays, costs or penalties. For this reason, choosing a reliable agent and maintaining clear communication is essential.
Another important aspect is the UK presence requirement. Only businesses or individuals established in the United Kingdom can register directly for IPAFFS. This means that an overseas exporter, for example a dairy producer in France or a horticultural supplier in the Netherlands, cannot pre-notify a shipment directly. They must rely on their UK-based customer or the customer’s agent to make the entry. This rule ensures that the UK authorities always have a domestic point of contact who is accountable for the import. It also means that foreign exporters selling into the UK market need to plan their logistics with their British partners, to make sure someone is available and authorised to complete the IPAFFS requirements in advance.
For small importers or occasional traders, the process might seem complex, but it is not optional. Even if you only import one pallet of cheese, a small shipment of ornamental plants, or a single live animal, the requirement to pre-notify applies. Larger importers with regular flows often develop standard procedures to collect information from their suppliers and send it to their customs agent. Many create checklists of documents and data that need to be provided in advance, so that the agent can enter the notification correctly. In every case, the aim is to ensure that the consignment does not get stuck at the border because of a missing or late IPAFFS entry.
Because Dover is one of the busiest entry points for EU-origin consignments into Great Britain, it is also where many companies feel the impact of these rules most strongly. Franzosini & Butti Ltd, based in Dover, manages IPAFFS notifications daily for a wide range of clients. They act as the authorised agent, linking their account with each importer’s account, and raising notifications for each consignment. This service is valuable especially for companies outside the UK, who cannot register in IPAFFS themselves. By relying on a local specialist, importers can be confident that their goods will be correctly pre-notified, the necessary references will be included on the customs declaration, and any inspection at the Border Control Post will be coordinated efficiently.
The consequences of not using IPAFFS when required can be serious. Goods may be delayed or held at the border, inspection slots may be missed, storage and demurrage costs can accumulate quickly, and in some cases the consignment may even be refused entry. For live animals or perishable goods these delays are particularly damaging. On the other hand, a properly handled IPAFFS entry ensures that inspections are scheduled in advance, documentation is available to officials, and the consignment can move forward with minimal disruption.
In summary, the parties that need to use IPAFFS are all importers of regulated goods into Great Britain, regardless of whether the origin is inside or outside the EU. They can make the notification themselves if they are UK-registered, or appoint an agent to do so. They must ensure that the notification is submitted on time, that it matches the customs declaration, and that all required documents are attached. Franzosini & Butti Ltd in Dover offers exactly this service, acting as the bridge between overseas exporters, UK importers, the customs system and the sanitary and phytosanitary authorities, so that every regulated consignment meets the requirements and clears the border smoothly.