What Documents Are Required for Perishable Imports Through the U.S.?

Importing perishable goods into the United States isn’t just about fast shipping and proper refrigeration—it also requires meticulous documentation. Whether you're bringing in frozen seafood, fresh produce, dairy, or meats, missing or incomplete paperwork can lead to customs delays, inspection holds, or rejected entries. Here’s a comprehensive list of the essential documents required for perishable imports through U.S. ports.

Bill of Lading (BOL)

• This is your shipment’s passport. The Bill of Lading serves as:
• A receipt for the cargo
• A contract between shipper and carrier
• Evidence of ownership or title
• Ensure all details—quantity, description, consignee—are accurate and match other shipping documents.

Commercial Invoice

• A commercial invoice provides key transaction details for customs clearance:
• Seller and buyer information
• Description of goods
• Unit price and total value
• Currency used
• Terms of sale (Incoterms)
• U.S. Customs and Border Protection (CBP) uses this document to assess duties and verify legitimacy.

Packing List

• This outlines the packaging details, such as:
• Number of cartons or pallets
• Net and gross weights
• Dimensions
• Product labeling
• For perishables, include temperature control instructions and expiration dates.

FDA Prior Notice Confirmation

• If you’re importing food products, you must submit a Prior Notice to the FDA before arrival. This includes:
• Product description
• Manufacturer and origin details
• Arrival time and carrier info
• You’ll receive a confirmation number that must accompany your entry paperwork.

USDA Import Permit (If Applicable)

• The USDA requires special permits for:
• Meat and poultry (FSIS)
• Dairy products
• Plants and seeds (APHIS)
• If your shipment includes these, obtain the appropriate USDA or APHIS permit before shipping.

Customs Entry Documents (CBP Forms 3461 and 7501)

• A licensed customs broker typically files:
• Form 3461 (Entry/Immediate Delivery)
• Form 7501 (Entry Summary)
• These documents are critical to initiate the release and duty calculation processes with U.S. Customs.

Certificate of Origin (if requested)

• Some shipments may require a Certificate of Origin to:
• Qualify for trade agreements (e.g., USMCA)
• Meet import requirements for specific products or countries

Health or Sanitary Certificates

• Required for items like seafood, dairy, or meats, these certificates are issued by the exporting country's health authority and confirm:
• Product safety
• Facility compliance
• Absence of disease or contamination

Temperature Logs or Cold Chain Records

For highly sensitive perishables, CBP or FDA may request documentation that proves continuous temperature control throughout the supply chain.

Importer Security Filing (ISF) – “10+2”

• For ocean freight, importers must submit an ISF to CBP at least 24 hours before the vessel departs its foreign port. This includes:
• Manufacturer name and address
• Seller, buyer, and consignee info
• HTS codes and container stuffing location

Conclusion

Proper documentation is the foundation of a smooth and compliant perishable import. Missing just one item can delay your cargo or result in rejected shipments. At Royal Foods Distribution, we assist clients in organizing and submitting all required paperwork—plus we provide cold storage, USDA/FDA coordination, and reefer drayage in Santa Clara, CA.