I've seen shipments worth ¥5 million stuck at Los Angeles port for three weeks because of a missing FDA Prior Notice confirmation number. Documentation isn't the exciting part of importing Japanese food — but it's where deals succeed or fail.
The Universal Document Stack (All Products, All Destinations)
| Document | Issued By | Required For | Lead Time |
|---|---|---|---|
| Commercial Invoice | Exporter (you/us) | All shipments | Same day |
| Packing List | Exporter | All shipments | Same day |
| Bill of Lading (ocean) / Air Waybill (air) | Carrier / Forwarder | All shipments | 1-3 days |
| Certificate of Origin | Chamber of Commerce | Most destinations | 2-5 days |
| Insurance Certificate | Insurance company | CIF/CIP terms | 1-2 days |
Product-Specific Documents
Meat (Wagyu, Pork)
- Animal Health Certificate — issued by MAFF (Ministry of Agriculture)
- Export Inspection Certificate — from designated slaughterhouse
- HACCP Certificate — facility certification
- Lead time: 5-10 business days
Tea & Matcha
- Phytosanitary Certificate — from Plant Protection Station
- Pesticide Residue Test Report — from accredited lab
- Organic Certificate (if applicable) — JAS, USDA NOP, or EU Organic
- Lead time: 3-7 business days
Seafood (Nori, Dried Fish)
- Health Certificate — from local health center
- Radiation Test Certificate — still required by some countries post-Fukushima
- Lead time: 3-5 business days
Destination-Specific Requirements
| Destination | Extra Requirements |
|---|---|
| USA | FDA Prior Notice (submitted electronically before arrival), FSVP records, Food Facility Registration |
| EU | TRACES NT entry, phytosanitary at BIP, EUR.1 for JEFTA tariff preference |
| UK | IPAFFS notification, similar to EU post-Brexit |
| Singapore | SFA import permit per shipment |
| Australia | Biosecurity import permit, BICON compliance |
The 3 Most Common Document Mistakes
- HS code mismatch — The HS code on your invoice doesn't match the code in the import permit. This triggers customs inspection.
- Missing Prior Notice — For US-bound shipments, FDA Prior Notice must be filed 15 days to 8 hours before arrival depending on transport mode.
- Expired certificates — Phytosanitary certificates are typically valid for 14-30 days. If your shipment is delayed, the certificate may expire.
We Handle the Paperwork
WAGYU NINJA manages all export documentation for every shipment — from MAFF certificates to FDA Prior Notice filing. You focus on your business; we handle compliance.
Get Documentation Support →FAQ
How long does it take to prepare all export documents?
Plan for 7-14 business days from order confirmation to documents-ready. Meat products take longest due to MAFF inspection scheduling.
Who is responsible for import-side documents?
The importer handles destination-side filings (FDA registration, TRACES, import permits). A good exporter like WAGYU NINJA provides all Japan-side documents and guidance on what you need to file.
Do I need a customs broker?
Yes, for most countries. A licensed customs broker handles duty calculation, document submission, and clearance. Budget $200-500 per shipment for broker fees.
Are documents different for samples vs. commercial shipments?
Sample shipments under certain value thresholds may qualify for simplified customs (e.g., informal entry in the US for shipments under $2,500). But health and phytosanitary certificates are still required regardless of shipment size.
Karen Hashimoto
Curator & Export Compliance Director · WAGYU NINJA
Karen sources directly from Japanese producers and handles export compliance for B2B buyers in 50+ countries. Based in Fukuoka, Japan. @konnichiwa.karen