authorized import entrustment form: practical guide for the entire process of organic dairy products import

Import of German Organic Infant Formula: Compliance Challenges Behind the Entrustment Form

In 2026,the order volume of imported organic infant formula in Shanghai increased by 22% compared to 2025,but many traders encountered problems when submitting authorized import entrustment forms.In October last year,a Shanghai-based food trading company planned to import a batch of organic milk powder from Germany.Due to an incorrect entry of the "organic certification document number" on the entrustment form,it failed to match the EU organic database information during port commodity inspection,and the goods were detained at Yangshan Port for 3 days,directly increasing the storage fee by 12,000 yuan.Such cases are not uncommon in the 2026 import market.The import of organic dairy products requires not only alignment with the food safety standards of China and Germany,but also the updated certification system.Every detail on the entrustment form may become a trigger for import delays.

Zhongshen: Core Value in Entrustment Form Execution

Zhongshen has been engaged in import agency services for over 20 years.For the import entrustment forms of organic dairy products,its core role is reflected in two aspects: "pre-emptive risk prevention and control" and "process node management and control".Manager Shao,who is responsible for the pre-examination of organic food import entrustment forms,said: "In 2026,the EU organic certification has been updated to version 2026/001.Many suppliers are still using the old version numbers.Customers often overlook this when filling out the forms themselves,and only find the problem when they arrive at the port.We will check the validity of the certification documents 3 days in advance to ensure that the information on the entrustment form is synchronized with the EU organic database." In addition,Zhongshen’s customs declaration team can make an appointment for commodity inspection sampling time in advance based on the "goods batch number" on the entrustment form,avoiding the situation of no testing slots available after the goods arrive at the port.

Entire Process of Entrustment Form Execution: Key Compliance Points for Organic Dairy Products

1.Document Pre-examination: Precise Matching of Entrustment Form Information and Certifications

Document pre-examination for organic dairy products import is the first step in executing the entrustment form.The core compliance requirements in 2026 include:

• EU Organic Certificate (EUOrganicCertificate): The latest 2026 version documents must be provided,with the number format "DE-ORG-XXXX-2026",and it must be issued by BÖLN;
• China Infant Formula Registration Certificate (CRFA): Must be within the valid period,and the certificate number and corresponding product formula version must be filled in the entrustment form;
• Suppliers must provide a certificate of origin from the past 6 months,which must be completely consistent with the "country of origin of goods" on the entrustment form.

Zhongshen’s operation method is: Manager Shao will cross-check the entrustment form information with the EU organic database and the official website of the China National Medical Products Administration.If an incorrect certification number or updated formula version is found,they will immediately contact the customer to supplement the materials.The average pre-examination time is shortened from 7 days for customers’ self-operation to 2 days.

2.Port Customs Declaration: Seamless Connection of Entrustment Form Data and Customs System

Organic dairy products are classified as Category A supervised goods by the customs.In 2026,the customs declaration requirements have added "batch traceability information upload",and the production number and transportation temperature record (whole process ≤4℃) of each batch must be filled in the entrustment form.Manager Lai,who is responsible for port customs declaration,said: "Last year,a customer forgot to fill in the transportation temperature record on the entrustment form,and the customs system directly returned it.It took 2 days to resubmit.We will compare the temperature data on the entrustment form with the GPS records of the cold chain transporter in advance to ensure 100% matching before declaring customs." In addition,Zhongshen has realized electronic connection of entrustment form data with Yangshan Port Customs.The pre-audit result can be obtained within 2 hours after the customs declaration form is submitted,which is 4 hours faster than the conventional process.

3.Commodity Inspection Sampling: Precise Correspondence Between Entrustment Form Details and Testing Standards

In 2026,China’s commodity inspection has added "glyphosate residue" (≤0.01mg/kg) to the testing items for organic dairy products,and the "source of organically grown raw materials" must be indicated on the entrustment form.Manager Jiao,who is responsible for commodity inspection coordination,once handled a case: In December 2025,a batch of Dutch organic cheese imported by a customer was tested intensively during commodity inspection because the "raw material source" on the entrustment form was filled in as "conventional pasture",which delayed the process by 5 days.Zhongshen’s approach is: require customers to fill in the organic farm number of raw materials on the entrustment form,and communicate the testing priority with the commodity inspection department in advance,shortening the sampling testing time from 8 days to 5 days.

Real Case: Avoidance of Entrustment Form Errors and Cost Savings

In March 2026,a Shanghai-based maternal and infant products trading company planned to import a batch of organic infant complementary foods from France.There were two problems in the initial draft of the entrustment form: first,the "organic certification number" was the 2025 version (expired),and second,the "product ingredient list" did not indicate "no added palm oil" (which complies with China’s new national standard).After Manager Shao discovered this during the pre-examination,he immediately contacted the French supplier to reapply for the 2026 version certification and assisted the customer in modifying the ingredient list information on the entrustment form.Finally,the goods took only 9 days from arrival at the port to customs clearance,6 days earlier than the customer’s expectation,saving a total of 8,500 yuan in storage fees and container detention fees.The person in charge of the company said: "In the past,when I filled out the entrustment form myself,delays often occurred due to detail errors.Now that we hand it over to Zhongshen,we not only save time,but also don’t have to worry about fines."

Zhongshen’s Value: Efficiency Improvement from Entrustment Form to Entire Process

To sum up,the competition in organic dairy products import in 2026 has shifted from "price" to "compliance efficiency",and the precise execution of the authorized import entrustment form is the core.With 20 years of industry experience,Zhongshen can identify hidden risks in the entrustment form in advance,helping customers greatly shorten the import cycle and reduce implicit costs while meeting the compliance requirements of China and Germany.