Phytosanitary Certificate Template
A phytosanitary certificate is an official document needed when exporting plants and plant products. It is issued by a National Plant Protection Organization (NPPO) through an authorized officer. The certificate confirms that the shipment is free from pests and meets the importing country’s plant health rules.
What is a Phytosanitary Certificate used for?
A phytosanitary certificate is used in export certification to show that plants and plant products meet the importing country’s phytosanitary regulations. Importers may require it for seeds, bulbs, tubers, fruits, vegetables, cut flowers, branches, grain and growing media. Some processed plant products such as cotton or wood may also need certification if they pose a risk of spreading pests. In some cases, certificates are required for regulated articles like empty shipping containers, vehicles, or other materials that could carry contamination. Without a valid certificate, shipments may be refused at customs and can be detained or destroyed.
How to Create a Phytosanitary Certificate in Freightnaut
Open Freightnaut: Log in to Freightnaut in your browser and navigate to the Export Documents section from the dashboard.
Choose the Phytosanitary Certificate: Click Create New Shipment and select Phytosanitary Certificate from the list of export document templates. You can include other required export or compliance documents in the same document set.
Fill out & customize with AI assistance: Enter exporter, consignee, product and shipment details required for plant and agricultural exports.
Freightnaut’s AI Assistant helps you:
Auto-fill data from saved shipment and product records
Sync details across all related documents
Flag missing or inconsistent compliance information
You can also customize template fields and apply your company letterhead and branding.
Sign & seal digitally: Add a digital signature in the signature field and save the document.
From the document preview screen, apply your digital company seal or stamp in one click no printing or scanning required.Download or share instantly: Download or share the Phytosanitary Certificate in PDF or CSV format with a single click.
Documents can be shared with inspection authorities, buyers, customs brokers, or logistics partners, or imported into other systems without manual re-entry.
Your questions, answered
How do you obtain a Phytosanitary Certificate for export shipments?
A Phytosanitary Certificate is required by the importing country to clear agricultural and plant-based goods through customs.
The exporter must apply for the certificate through their country’s relevant government authority or National Plant Protection Organization (NPPO). In most cases:
Exporters must be registered with the authority before applying
The exporter’s facility may be inspected by an authorized officer
Compliance with hygiene, safety, and plant health regulations is verified
Today, most authorities require applications to be submitted online, although some regions still accept paper-based submissions.
In Freightnaut, exporters can prepare all required shipment and product details in advance, making the government application process faster and more accurate.
What information is included on a Phytosanitary Certificate?
A Phytosanitary Certificate includes detailed shipment and compliance information to meet domestic and international regulations:
Exporter (shipper) name, address, and contact details
Consignee name, address, and contact details
Place of origin
Country of final destination
Means of conveyance (road, rail, air, or sea)
Declared point of entry
Import permit number (if required)
Product details, including:
Shipping marks and container numbers
Number and description of packages
Product name and quantity
Botanical name
Commodity or HS code
Total mass
Official exporter statement confirming inspection and pest-free status
Treatment details, including:
Treatment date
Treatment type
Chemical used
Concentration
Duration and temperature
Any additional declarations
Signature and official stamp from an authorized government officer
Who issues the most phytosanitary certificates worldwide?
Phytosanitary Certificates are issued by National Plant Protection Organizations (NPPOs).
Countries that export large volumes of agricultural goods—such as the United States, China, and European Union member states issue the highest number of certificates.
In the U.S., certificates are issued through the Animal and Plant Health Inspection Service (APHIS) under its Plant Protection and Quarantine (PPQ) export program.
What agency provides phytosanitary certification for agricultural commodities?
In the United States, APHIS is responsible for issuing phytosanitary certificates.
Authorized Certification Officials (ACOs) conduct inspections and issue certificates on behalf of the NPPO.
Other countries operate similar certification programs through their own NPPOs.
Does the U.S. require a phytosanitary certificate for imports?
Yes. Many plant and agricultural products imported into the U.S. require a phytosanitary certificate.
The certificate confirms that regulated goods meet U.S. plant health requirements and comply with international agreements such as the International Plant Protection Convention (IPPC).
Who can issue a phytosanitary certificate?
Only an Authorized Certification Official (ACO) from a recognized NPPO can issue a phytosanitary certificate.
These officials are technically qualified and authorized under ISPM standards. Most issuing authorities use digital systems, such as the Phytosanitary Certificate Issuance and Tracking system, to manage approvals.
What is a phytosanitary certificate for re-export?
A Phytosanitary Certificate for re-export is issued when agricultural goods are imported into one country and then exported to another.
The NPPO issues a new certificate confirming that the goods meet the importing country’s requirements. This may be based on:
The original certificate
An additional inspection
Or both
Do I need a Phytosanitary Certificate for each plant?
No. One Phytosanitary Certificate covers the entire shipment of plants or plant products.
The certificate confirms that all items in the shipment meet the importing country’s phytosanitary requirements.
Do seeds require a Phytosanitary Certificate?
Yes. Seeds generally require a phytosanitary certificate to confirm they are free from pests and diseases and meet the importing country’s health standards.
Do Phytosanitary Certificates expire?
Yes. Phytosanitary Certificates are issued for one specific shipment only.
Once the shipment is completed, the certificate expires and cannot be reused. A new certificate must be obtained for each export.
