Food and drink are everyday goods, and importing them can be profitable, but they are also among the most tightly regulated imports. Health and safety, plant and animal health and consumer protection rules all apply. A shipment that fails an inspection, has labels that do not meet requirements or arrives too close to its expiry date may be held, returned or destroyed. Importers who prepare thoroughly avoid these losses. Requirements change, so check current rules with the relevant agencies before you order.

Know which rules apply

Different foods fall under different agencies. Fresh produce and plant products may need phytosanitary certificates, animal products may need veterinary certificates, and processed foods and beverages typically face standards, inspection and registration requirements. Alcohol and some other goods have additional controls. Start by identifying exactly what you plan to import and which agencies regulate it. Prohibited and restricted imports into Kenya lists categories to check.

Permits and registration

Importers of food often need to be registered with the relevant authorities and to hold permits for each consignment. Application times vary, so start well before you ship. Keep copies of permits with your documents, and note their validity dates. A permit that expires while the goods are at sea can create serious problems.

Standards and conformity

Many food and drink products are subject to standards, and some must be inspected or certified before shipment. Ask your supplier for certificates of analysis, origin and conformity. KEBS, PVoC and import standards explained explains how conformity checks work for imported goods.

Shelf life matters

Goods that arrive with too little shelf life left may not be accepted. Check the minimum remaining shelf life required, and plan production dates, shipping time and clearance so that enough is left to sell. Delays at the port eat shelf life, so avoid them; see why imports get delayed at the port.

Labelling

Labels on packaged foods must usually carry certain information in a language and format the rules require, such as product name, ingredients, net quantity, dates, storage conditions and the importer's details. Labels that do not comply may need to be corrected before the goods are released. Agree label content with the supplier before production, not after arrival.

Temperature and storage

Chilled and frozen goods depend on an unbroken cold chain. Use refrigerated containers, monitor temperatures and arrange immediate collection and cold storage on arrival. Even a short break can spoil goods and void insurance. Plan transport from the port to your store in advance. Marine cargo insurance for importers explained lists the cover you may need.

Duty, VAT and excise

Food products are classified under codes with their own duty rates, and some basic foods may be zero-rated or exempt from VAT, while others carry the standard rate. Some beverages attract excise duty. Check each product with the import duty calculator, and read excise duty on imports and vehicles. The landed cost calculator gives the full cost. If you sell above the VAT threshold, register; use the VAT registration checker.

Choose your supplier carefully

Food safety depends on the producer. Verify the supplier's licences, certifications and track record, visit or audit where you can, and order samples. How to vet an overseas supplier before you pay gives a method. Agree in the contract what happens if goods fail inspection or arrive spoiled.

Documents

Prepare the full set: invoice, packing list, bill of lading, certificates of origin and analysis, health or phytosanitary certificates, permits and any conformity certificates. Mismatches cause holds. The import documents checklist and how to read a bill of lading and a packing list show what to check.

Traceability and recalls

Keep batch numbers, supplier details and distribution records so that you can trace any problem and recall products if needed. Record where each batch was sold. Keep your records for the period required, as in importing goods for resale: VAT and records. Food importing rewards careful planning, honest labelling and good suppliers.

Keep a compliance file

For every food or drink product, keep a file with the permits, certificates, test results, label approvals, supplier details and the import records. Record the batch numbers received and where each was sold. Use the import duty and landed cost workbook to keep the cost of each shipment. A complete file makes inspections quicker and protects you if a product is queried or recalled.