I've shipped Japanese matcha to the United States dozens of times. The step that first-time importers consistently get wrong — and the one that costs the most when it goes wrong — is FDA Prior Notice. Miss the deadline or include incorrect data, and your shipment sits in a bonded warehouse at JFK or LAX while you scramble. Detention fees, re-export costs, and lost revenue add up fast.
This guide covers exactly what Prior Notice is, what data you need, when to file, which system to use, and what happens if something goes wrong — all from the perspective of someone who handles this on the Japan side for every matcha order we ship to the US.
What Is FDA Prior Notice and Why Does It Apply to Matcha?
FDA Prior Notice is a mandatory pre-arrival notification for all food imported into the United States, established under the Bioterrorism Act of 2002 (21 U.S.C. § 350c). Matcha — a ground green tea powder classified as food — is subject to Prior Notice requirements regardless of shipment size, value, or whether it is for personal or commercial use.
The purpose is to give the FDA advance information about incoming food shipments so it can assess risk and allocate inspection resources. If the FDA does not receive a valid Prior Notice before your matcha arrives, US Customs and Border Protection (CBP) is legally required to refuse admission of the shipment.
| Transport mode | Minimum filing time before arrival |
|---|---|
| Air freight | 4 hours |
| Express air (e.g., DHL, FedEx, UPS) | 4 hours |
| Sea freight (ocean vessel) | 8 hours |
| Sea mail / postal | 8 hours |
| Land (road) | 2 hours |
| Land (rail) | 4 hours |
Note: "Before arrival" means before the food reaches the US port of entry — not before departure from Japan. In practice, file as soon as your AWB or bill of lading numbers are confirmed, well before departure.
Prerequisite: The Japanese Facility Must Be FDA-Registered
Before you can file a complete Prior Notice, the Japanese facility that manufactured, processed, packed, or held the matcha must be registered with the FDA. This is a separate requirement (FDA Food Facility Registration) but directly affects Prior Notice — you need the facility's FDA registration number to complete the Prior Notice form correctly.
For matcha specifically, the relevant facility is the tea processor or matcha mill — the facility that stone-grinds the tencha leaf into matcha powder. A tea farm alone does not need to register; the processing facility does.
If you are sourcing from WAGYU NINJA, our partner processors in Uji (Kyoto) and Yame (Fukuoka) hold valid FDA facility registrations with current US Agent designations. We provide the registration numbers with every export documentation package.
Sourcing Matcha for the US Market?
WAGYU NINJA handles FDA facility registration, Prior Notice documentation, and all export paperwork from the Japan side. You handle your US customs broker — we handle everything before the shipment leaves Japan.
Request a Wholesale Quote → Chat on WhatsAppWhat Information Is Required in the Prior Notice Form
The FDA Prior Notice form has several required data fields. Missing or incorrect fields result in a "refused" status. Here is what you need for a matcha shipment:
| Data field | What to enter for matcha |
|---|---|
| Submitter information | Name, address, and phone of the person filing (importer or customs broker) |
| Manufacturer name & address | The Japanese matcha mill / processor |
| FDA Facility Registration Number | The registration number of the Japanese processor — required |
| Grower name & country | Required only for raw agricultural commodities; for processed matcha, enter "N/A" or "Not applicable" |
| Shipper name & address | The exporting entity in Japan (may be WAGYU NINJA or the processor directly) |
| Importer name & address | The US company or individual receiving the shipment |
| Consignee | Same as importer, or the final US recipient if different |
| Carrier | Airline or shipping line name; flight or vessel name |
| Bill of lading / AWB number | Exact number — required to match customs entry |
| Mode of transportation | Air, sea, etc. |
| Port of entry | US port where the shipment will clear customs (e.g., JFK, LAX, Port of Los Angeles) |
| Anticipated arrival date & time | As accurate as possible — Prior Notice is linked to this |
| Article description | e.g., "Matcha green tea powder (Camellia sinensis), ceremonial grade, 100% Japanese origin" |
| HTS code | 0902.10.10 or 0902.10.90 for pure matcha; verify with your customs broker |
| Quantity & unit of measure | Gross weight in kg and number of packages |
| Lot numbers | Include if available; traceability requirement |
| Country of origin | Japan |
| Countries of transit | Any countries the shipment transited through before reaching the US |
How to File: Two Systems
Option 1: FDA Prior Notice System Interface (PNSI) — Direct Filing
The FDA's own system is available at priornotice.cfsan.fda.gov. You will need to create an account. Filing directly through PNSI is common for importers who handle their own shipments without a customs broker. The interface is functional but not intuitive — allow extra time the first time.
Option 2: CBP Automated Commercial Environment (ACE) — Via Customs Broker
The more common approach for regular importers is to have a licensed US customs broker file Prior Notice through ACE as part of the formal entry process. Most brokers include Prior Notice filing in their standard service fee. This is the path I recommend for anyone importing Japanese matcha commercially — the broker's system is integrated with CBP and has direct links to FDA review queues.
Key point: If you use a customs broker, provide them with the Japanese facility's FDA registration number in advance. Brokers working with Japanese food for the first time often don't know to ask for it, and the omission causes filing errors.
After Filing: The Prior Notice Confirmation Number (PNCN)
Once Prior Notice is submitted and accepted, the FDA issues a Prior Notice Confirmation Number (PNCN). This is a critical document. The PNCN must appear on — or be attached to — the shipment so that CBP officers can verify it upon arrival.
Where to put the PNCN:
- On the commercial invoice (most common)
- On the air waybill or bill of lading
- In a separate "Prior Notice Confirmation" document included in the package documents
If a CBP officer cannot locate the PNCN on the shipment documents, they will place the shipment on hold while they investigate — even if the Prior Notice was correctly filed. Always confirm your customs broker has the PNCN before the shipment departs Japan.
Prior Notice Validity Window
A confirmed Prior Notice does not remain valid indefinitely. If your shipment is delayed:
- Air freight: PN valid for 5 days from the anticipated arrival date
- Sea freight: PN valid for 10 days from the anticipated arrival date
If the vessel or aircraft is delayed beyond that window, you must refile. Sea freight shipments from Japan to the US West Coast take approximately 10–14 days, making the 10-day sea freight window tight during typhoon season or port congestion. I always track active sea freight shipments and set a calendar reminder to refile if the estimated arrival shifts.
What Happens If FDA Refuses Admission
If Prior Notice is not filed, filed incorrectly, or if FDA determines the shipment poses a safety risk, the result is a Refusal of Admission. The importing company is responsible for:
- Storage costs at the bonded warehouse (US port) — can be $50–$200/day for palletized food
- Re-export back to Japan (you pay for the return freight), or
- Destruction of the goods under FDA supervision (at your cost)
Beyond the direct costs, a refusal is recorded in FDA's database. Future shipments from the same importer or from the same Japanese facility may be flagged for automatic detention and examination — a status that is extremely difficult to clear and can persist for years. Do not treat Prior Notice as a formality to rush through.
Common Prior Notice Errors for Japanese Matcha Shipments
- Missing or incorrect FDA facility registration number — The most common error. Always verify the registration number directly with your Japanese supplier before filing.
- Filing too late — Especially for air freight: the 4-hour minimum is tight if you book shipments last minute. File as soon as the AWB is issued.
- Inaccurate product description — Describing matcha as "tea extract" or "food ingredient" can trigger misclassification. Use "green tea powder (matcha)" with the HTS code 0902.10.
- Missing PNCN on documents — The broker files correctly but forgets to include the confirmation number in the packing documents. Always request the PNCN from your broker and confirm it's in the paperwork.
- Expired Prior Notice due to shipment delay — Especially with sea freight. Track your shipment and refile if the arrival date shifts by more than 10 days.
- Wrong port of entry — If your freight forwarder reroutes the shipment to a different port, the Prior Notice port of entry must be updated. A new filing may be required.
Frequently Asked Questions
How far in advance do I need to file FDA Prior Notice for matcha shipped by air?
At least 4 hours before arrival at the US port of entry. For sea freight, at least 8 hours. File as soon as you have the AWB number — don't wait until the last moment.
What system do I use to file FDA Prior Notice for food imports?
Either the FDA's Prior Notice System Interface (PNSI) at priornotice.cfsan.fda.gov, or through CBP's ACE system via a licensed customs broker. Most commercial importers use a broker and file through ACE.
What happens if I don't file Prior Notice for a matcha shipment?
CBP will refuse admission. The shipment is detained at the port; you pay storage costs and must either re-export to Japan or destroy the goods. Repeated violations flag your account for automatic scrutiny on all future imports.
Do I need a US Agent to file Prior Notice for Japanese matcha?
Not to file Prior Notice itself — but the Japanese facility must be FDA-registered, and that registration requires a US Agent. Without a registered facility, you cannot complete the Prior Notice form with the required facility registration number.
What is the Prior Notice Confirmation Number (PNCN) and where does it go?
The PNCN is issued by FDA after a successful filing. It must appear on the commercial invoice or a document attached to the shipment. CBP verifies it at the port of entry. Always confirm with your broker that the PNCN is in the paperwork before the shipment leaves Japan.
Does Prior Notice expire if my matcha shipment is delayed?
Yes. Air Prior Notice is valid for 5 days; sea for 10 days from the anticipated arrival date. If your shipment is delayed beyond those windows, file a new Prior Notice with the updated arrival date.
Karen Hashimoto
Founder & Export Compliance Director · WAGYU NINJA
Karen manages FDA compliance documentation for every matcha shipment that leaves WAGYU NINJA's network. Based in Fukuoka, Japan. @konnichiwa.karen