Health and Safety Executive

Part 1 substances - export notification procedure

This process combines export notification with the requirement that your DNA seeks explicit consent from the importing country that they wish to receive your goods.

What chemical exports must exporters notify?

The export notification procedure is required for exports of:

Substances (and preparations containing substances that trigger labelling) where the substances are listed in Part 1 of Annex I only;  and 

Articles containing unreacted substances (and preparations containing substances that trigger labelling) where the substances are listed in Part 2 or Part 3 of Annex I and the use of the substance in that article is subject to a restriction or ban. 

Export notification is also one-step in both the PIC notification procedure and PIC procedure.

Are there circumstances in which export notification is not required?

Export notification is not required:

  • If the UK Designated National Authorities (UK DNA) and European Commission agree that there is an emergency situation in which any delay may endanger public health or the environment in the importing party or other country;
  • When a positive consent decision has been published in the PIC Circular under the Rotterdam Convention by the DNA of the importing country. This only applies to substances listed in Part 3 of Annex I.  However you still need to include a reference identification number (RIN) in your Customs Single Administrative Document.
  • When you export 10 kg or less of a chemical for research or analysis purposes only.   However you still need to include a reference identification number (RIN) in your Customs Single Administrative Document.

Who do I notify?

You need to notify the Designated National Authority (DNA) of the EU country in which the exporter is a registered company, not the DNA of the country from which the export occurs.

UK based companies should contact the Health and Safety Executive, who represents the UK Designated National Authorities (UK DNA). 

To find contact details of other EU DNAs, click left hand link 'EU DNA addresses' on EDEXIM home page.  

When do I notify?

First time exports: notify at least 30 days before proposed export dates for each new destination country.

Subsequent exports:

  • Notify at least 15 days before proposed export dates for first export of a chemical each calendar year.
  • Exporters do not need to notify exports of the same chemical to the same country within the same calendar year (1 January to 31 December).

The export notification procedure

You can complete your notification electronically using EDEXIM – How to complete a notification using EDEXIM – step-by –step.

Completion of a notification generates a reference identification number (RIN) that exporters need to enter in Box 44 of their Customs Single Administrative Document on export.

On receipt, UK DNA check that it is complete and correct:

  • If it is not, UK DNA request amendments

The 30-day or 15-day periods start as soon as DNA receives a complete and correct notification.

When the UK DNA consider that, the notification complies with the requirements of the regulation they forward it to the European Commission.  EDEXIM will notify you when a notification has been submitted to the Commission. The European Commission sends the first export notification of each year received from an EU DNA to the importing country. Subsequent export notifications of that chemical to that country for that year received from other EU DNA are stored within EDEXIM.

The importing country either:

  • acknowledges receipt; or
  • does not acknowledge receipt within 30 days of dispatch, in which case EU Commission sends a second notification

Once the European Commission have completed their checks, and where appropriate, the importing country acknowledges receipt of the notification:

  • EU Commission validates notification and informs the UK DNA
  • EU Commission sets an activation date for the RIN (i.e. the RIN is invalid until this date)
  • UK DNA sends fax to exporter confirming the RIN and date from which exports can proceed
  • UK DNA provides details of any instructions or requests for information from the importing country.

What does a notifying exporter need to do on export?

  • Have available a copy of the fax from the UK DNA approving the export
  • Include the RIN in Box 44 of the single administrative document (SAD) and use CHIEF code Y915 with status code IP. For more information, see our Guidance on RINs and other codes.
  • Comply with the general export requirements  for exports of substances and preparations 
  • Comply with any instructions or requests for information from the importing country

What else does a notifying exporter need to do?

Provide UK DNA with the quantity of each chemical (subject to the legislation) shipped to each country during the preceding year. This should be done during the first quarter of each year, and should specify:

  • Exporter (name and address);
  • Chemical or Chemical/Preparation name or Chemical/Article; 
  • EINECS-No.;
  • CAS-No.;
  • Importing Country;
  • Address of Importer;
  • Quantity

Exporter tonnage return templates

You can use our exporter tonnage return template to provide this information, 

Exporters should report the information to the DNA of the EU country in which their company is registered. This requirement applies to all exports made out of the EU even if the export did not occur from the country in which your company is registered. The Health and Safety Executive represents the Designated National Authorities for UK.

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Updated: 08.02.12