Mastering IPAFFS: A Practical Guide for Importers of Animal Products, Food, and Plants into the UK

Post-Brexit border controls have transformed the way regulated goods enter Great Britain. Among the most critical changes for importers is the use of IPAFFS—the Import of Products, Animals, Food and Feed System. While it may sound like just another government acronym, failing to use IPAFFS correctly can lead to real consequences: shipment delays, penalties, and even destruction of goods.

This article drills down into what importers must do now to stay compliant with IPAFFS rules, avoid disruptions, and ensure their goods move smoothly through UK borders. Whether you're importing chilled meat from Ireland, ornamental plants from the Netherlands, or animal feed from France, mastering IPAFFS is no longer optional—it’s a legal obligation.

What Is IPAFFS and Why It Matters

IPAFFS is the UK’s official system for notifying authorities of imports of live animals, animal products, high-risk food and feed not of animal origin (HRFNAO), and regulated plants and plant products into Great Britain (England, Scotland, and Wales). It replaces the EU’s TRACES system, which was used prior to Brexit.

IPAFFS allows the Animal and Plant Health Agency (APHA) and other relevant authorities to conduct risk assessments and schedule border inspections. Without an approved IPAFFS notification, your goods may be refused entry—even if all other documentation is in order.

Who Needs to Use IPAFFS?

The requirement to submit an IPAFFS notification applies to:

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  • Importers of Products of Animal Origin (POAO) such as dairy, meat, eggs, and seafood
  • Businesses bringing in live animals, including horses, cattle, and pets
  • Importers of germinal products (e.g. embryos, semen)
  • Companies importing HRFNAO, such as certain spices, seeds, and dried foods
  • Importers of plants, cut flowers, and soil-related products

Even if your goods originate from the EU, many product types now require IPAFFS pre-notification. Don’t assume exemption based on past trade arrangements—check every shipment for IPAFFS relevance.

When and How to Submit an IPAFFS Notification

The timing and content of your IPAFFS notification depend on the type of product and method of transport. As a rule of thumb:

  • For air and Ro-Ro traffic, submit the IPAFFS notification at least 4 working hours before the goods arrive
  • For other methods (e.g. sea freight), submit at least one working day in advance

Key information required includes:

  • Commodity code and product description
  • Country of origin
  • Approved establishment number (if applicable)
  • Transport details (mode, point of entry, estimated time of arrival)
  • Health certificate reference number
  • Exporter and importer details
  • Destination address

Every field must be accurately filled, and the data must match the accompanying health certificate and customs declaration. Discrepancies between documents are a leading cause of consignment delays.

Common Mistakes and How to Avoid Them

Here are the most frequent IPAFFS-related errors we see—and how to avoid them:

1. Incorrect Commodity Code

Using the wrong HS or commodity code can flag a consignment for unnecessary inspection or misroute it entirely. Double-check classification using HMRC’s Trade Tariff tool or consult a customs expert.

2. Mismatched Data

The product name, origin, and approval numbers on your health certificate must exactly match what’s entered in IPAFFS. Even small differences (e.g., abbreviation vs full name) can lead to rejection.

3. Late Notification

IPAFFS notifications submitted too close to arrival time won’t give Border Control Posts enough time to process the consignment, leading to delays or redirection to an inland facility.

4. Wrong Border Control Post (BCP)

Always check that the BCP selected in IPAFFS is authorised to handle the specific product type you’re importing.

Connecting IPAFFS to the Customs Process

Filing an IPAFFS notification is only part of the compliance chain. Your consignment also requires a correct and timely customs declaration—including EORI number, commodity code, customs value, and licensing references—via the UK’s Customs Declaration Service (CDS).

The information in your IPAFFS entry must mirror the details submitted in your customs declaration. Customs officials routinely cross-reference the two. Inconsistencies (e.g., different declared origins or quantities) can trigger inspections, fines, or post-clearance audits.

This is why many importers now choose an integrated solution that handles both IPAFFS and CDS declarations together, ensuring total alignment and reduced risk.

How Customs Declarations UK Can Help

Navigating IPAFFS on your own can be time-consuming and risky—especially if you're managing multiple product types or working with overseas suppliers unfamiliar with UK requirements.

At Customs Declarations UK, our experts provide end-to-end support for:

  • IPAFFS notifications for POAO, HRFNAO, and plant products
  • Customs declarations via CDS
  • Pre-entry checks on health certificates, documentation, and BCPs
  • Real-time updates and Movement Reference Numbers (MRNs)
  • Guidance on licensing, commodity codes, and compliance

By consolidating your IPAFFS and customs processes with one trusted provider, you reduce admin time, minimise errors, and keep your shipments moving without delay.

Final Checklist for IPAFFS Compliance

Before your next import, make sure you’ve ticked all the boxes:

✔ GB EORI number is valid and active ✔ Health certificate is complete and matches product ✔ Border Control Post is authorised for your goods ✔ IPAFFS notification submitted on time and fully accurate ✔ Customs declaration filed and matches IPAFFS details ✔ Documentation (invoices, packing list, certificates) is aligned and ready

Conclusion

The IPAFFS system is a crucial gateway for regulated goods entering Great Britain. While it adds an extra layer of responsibility for importers, it also offers a path to faster, safer, and more traceable trade. But only if done right.

For businesses importing food, animals, or plant-based products, understanding and correctly using IPAFFS is non-negotiable. Partnering with a customs expert like Customs Declarations UK ensures that every notification and declaration is accurate, compliant, and submitted on time—so your goods clear the border without stress.

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