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Exporting food from Canada

Food exported from Canada must generally meet Canadian requirements. To get a CFIA export certificate, the exporter needs a Safe Food for Canadians licence and a written preventive control plan, and the food must still be in Canada. The exporter reports the goods to the CBSA and supplies origin documents to the importer.

Updated · Each section links to the official source it comes from

Export certificates
The Canadian Food Inspection Agency (CFIA)
Licence
A Safe Food for Canadians licence, if a CFIA certificate or listing is sought
Destination requirements
The CFIA Export requirements library
Export declaration
To the CBSA through CERS, for most destinations other than the US
Records
Traceability documents for two years (SFCR); export records for six years (CBSA)

Before the goods leave

The questions to answer, in the order they usually come up.

  1. 1Does the destination ask for a CFIA certificate, and which one? Read more
  2. 2Does your business hold a Safe Food for Canadians licence and a preventive control plan? Read more
  3. 3Must your establishment be on the destination's eligibility list? Read more
  4. 4Is the product under an export quota that needs a permit? Read more
  5. 5Is an export declaration needed at the border? Read more
  6. 6Will the importer claim a preferential duty rate? Read more

The rules, by area

What each area covers, the texts that set it, and what the official pages say.

Licensing and Canadian requirements

Who needs a Safe Food for Canadians licence to export food, and which Canadian requirements exported food still has to meet.

  • You need a licence to export food if you want an export certificate, or another export permission such as a place on an export eligibility list, from the CFIA.
  • No licence is needed if your sole activity is export and you need no CFIA certificate or permission, or if you act only as an export customs broker or freight forwarder.
  • Manufacturing, processing, treating, preserving, grading, packaging and labelling food that is to be exported must be done under a licence (SFCR section 7).
  • Exported food must meet Canadian requirements for food safety, grades and standards, labelling, and packaging and containers.
  • Under SFCR section 16, food that does not meet certain requirements may be exported if labelled "Export" or "exportation" and the exporter keeps, for two years, a document showing the foreign requirement or the foreign buyer's specification.
  • Anyone who exports food keeps traceability documents, such as the common name, lot code and who supplied and received it, for two years, accessible in Canada (SFCR section 90).

How we help: Compliant Always keeps the licence, the preventive control plan and the document behind any "Export" label with each product and lot, dated, and shows when one lapses. Ask about this

CFIA export certificates

The certificates the CFIA issues to show an importing country that food meets its requirements. Not every country or product needs one.

  • Health or sanitary certificates are negotiated government to government, and may state the origin of ingredients, treatments, microbiological status and disease status.
  • Inspection certificates are Canadian certificates attesting to Canadian standards, such as certificates of origin and hygiene and grading certificates. Where no requirement is known, the exporter takes the commercial risk.
  • The Certificate of Free Sale (CFIA/ACIA 5786) is issued only to licence holders, for food made in Canada by a licensed manufacturer and still in Canada. It has no expiry date, but the CFIA recommends using it within 30 days.
  • Since 1 May 2019 the CFIA has been the only Canadian authority issuing radiation certificates for food exports, when the importing country requires one.
  • Certificates are requested through My CFIA or the local CFIA office before shipping. The CFIA cannot certify food that has already left Canada.

How we help: Compliant Always keeps each certificate with the shipment and lot it covers, dated, and reads it against what the destination asks for. Ask about this

Destination requirements and eligibility lists

Where the importing country's conditions are published, and how establishments get onto the lists some countries require.

  • The exporter is responsible for knowing the destination's requirements. The CFIA publishes known and negotiated ones in the Export requirements library.
  • If a country is not in the library, nothing is known about its requirements, and the exporter works with the importer, the Trade Commissioner Service or the CFIA Market Access Secretariat.
  • Some countries accept product only from establishments on an eligibility list. Being added can take up to six months.
  • Exporters must tell the CFIA in writing of changes that may affect a listing, such as a name change, new products or a new operator, and ask in writing to be removed.
  • The importing country may audit the establishment, and may ask for corrective actions beyond Canadian requirements.

How we help: Compliant Always keeps the destination's conditions beside the product's documents, and shows which of them a shipment has and which it lacks. Ask about this

Export permits for food under quota

A few foods need a permit from Global Affairs Canada to be shipped under a quota with a preferential duty rate.

  • Sugar confectionery and chocolate preparations, and processed foods, shipped to the EU under CETA origin quotas need a shipment-specific export permit (Export Control List items 5206 and 5207).
  • The exporter refers to Annex 5-A on the commercial invoice and gives the importer a copy of the permit. Permits are issued first come, first served until the quota is used.
  • High-sugar-containing products to the EU (item 5205), and sugar-containing products and peanut butter to the United States (items 5203 and 5201), are also under export controls.
  • Skim milk powders, milk protein concentrates and certain infant formulas are on the Export Control List for all destinations (item 5200).

How we help: Compliant Always keeps each quota permit with the shipment it was issued for, and shows a shipment to a quota destination that has no permit on record. Ask about this

Export declaration and reporting to the CBSA

How commercial goods are reported to the Canada Border Services Agency before they leave Canada, and what the exporter keeps afterwards.

  • In most cases an export declaration is needed for commercial goods. The most common exceptions are goods exported for consumption in the United States and non-restricted goods valued at less than CAN $2,000.
  • Goods moving through the United States to another destination, including goods entering the US on a transportation and exportation (T and E) bond, need a declaration.
  • Restricted goods, those controlled, regulated or prohibited under Canadian law, need their permit, certificate or licence whatever their value; going to the US they need no declaration, but the permit must still be presented.
  • Declarations are made through the Canadian Export Reporting System (CERS) or G7 EDI, with a business number and RM export program identifier. The exporter gives the carrier the proof of report number.
  • Minimum time limits: 2 hours before loading for air and rail, 48 hours before loading for marine, 2 hours before delivery to the post office, and immediately before export by highway.
  • The exporter may delegate reporting to a customs service provider but remains responsible for the information, and keeps export records in Canada for 6 years.

How we help: Compliant Always keeps the proof of report number, permits and export records with each shipment, dated, and shows what is missing before the goods are loaded. Ask about this

Certificates of origin under trade agreements

The document that lets the importer claim a preferential duty rate under one of Canada's free trade agreements, such as CUSMA, CETA or CPTPP.

  • A certificate of origin certifies that the good meets a free trade agreement's rules of origin; the importer must have it to claim preferential tariff treatment.
  • Under CETA, the Canada-UK TCA, CEFTA and CUFTA it is an origin declaration on an invoice or other commercial document. Canadian exporters enter their Business Number in the CETA declaration.
  • Under CUSMA and CPTPP it is a set of minimum data elements with no prescribed format, which the importer, exporter or producer may complete.
  • A certificate can cover one shipment, or identical goods over a blanket period of up to 12 months. It is valid for four years from signature.
  • Whoever certifies origin keeps the certificate and supporting records for six years, and must tell everyone they gave it to of any change affecting its accuracy.

How we help: Compliant Always keeps each origin declaration with the products and shipments it covers, shows when a blanket period runs out, and answers importers' origin questions from the record. Ask about this

Who answers for what

WhoWhat they answer forHow we help
ExporterKnowing the destination's requirements, the licence to export, accurate certificate requests, the export declaration and the records behind them.Certificates, permits and declarations kept with each shipment, dated.
ManufacturerA licence for making, packaging and labelling the food, a preventive control plan, and a place on any eligibility list.Licence and plan kept with each product, ready for the exporter's request.
Customs service provider or freight forwarderReporting on the exporter's behalf where delegated, using the exporter's business number.The proof of report and permits in one place for the carrier.
CFIANegotiating conditions with importing countries, inspecting, and issuing export certificates.Certificates read against the destination's conditions before shipping.

Where are the goods going?

Most of what food have to meet is set where they are sold. Each guide sets out the rules on arrival, with the official source for each.

Questions businesses ask

Do I need a licence to export food from Canada?
Only if you want a CFIA export certificate or another export permission, such as a place on an eligibility list. Businesses that only export and need no CFIA certificate, and customs brokers or freight forwarders, do not. Making, packaging or labelling food for export does need a licence.
What is a CFIA Certificate of Free Sale?
Form CFIA/ACIA 5786 attests that food was made in Canada by a licensed manufacturer in good standing, with a food safety control plan and traceability, and is safe for human consumption. It is issued only to Safe Food for Canadians licence holders, and the food must still be in Canada.
How long is a CFIA Certificate of Free Sale valid?
It has no expiry date, but the CFIA recommends using it for shipments leaving Canada within 30 days. The importing country may refuse a certificate not used within a reasonable time.
Can the CFIA certify food that has already left Canada?
No. The CFIA issues export certificates only for products still in Canada, so a certificate must be requested before the food is shipped.
Can I request a Certificate of Free Sale online for maple syrup or honey?
Yes. Licensed businesses can apply through My CFIA for manufactured foods, processed fruits and vegetables, maple products and honey products. Dairy products, eggs, fish and seafood, and meat and poultry go through the local CFIA office.
Where do I find a country's requirements for Canadian food?
In the CFIA Export requirements library, which lists known and negotiated conditions by product sector and country. If a country is not listed, nothing is known about its requirements; the CFIA points exporters to the importer, the Trade Commissioner Service and the Market Access Secretariat.
Can I export food that does not meet Canadian requirements?
In limited cases. Under SFCR section 16 the food must be labelled "Export" or "exportation", and the exporter keeps, for two years, a document showing the foreign requirement is met or setting out the foreign buyer's specification. Some requirements, including licensing, cannot be set aside this way.
Do I need a phytosanitary certificate to export tea, spices or coffee from Canada?
Possibly. The CFIA lists coffee and teas, including herbal teas, spices and dried soup mixes among foods that may need plant health certification. It issues phytosanitary certificates only when the importing country's plant protection organisation requires one; apply on form CFIA/ACIA 3369 or through My CFIA.
Do I need an export declaration for food going to the United States?
Not for non-restricted goods exported for consumption in the United States. Goods going on to another country through the US need one, and so do restricted goods to other destinations; restricted goods still need their permit.
Do I need a permit to export chocolate or processed food to the EU?
Only to claim the CETA origin quota. Shipments of sugar confectionery and chocolate preparations or processed foods under the quota need a shipment-specific permit from Global Affairs Canada, and the invoice must refer to Annex 5-A.
How does Compliant Always help with exporting from Canada?
Our team reads the rules for the routes you ship. Compliant Always shows which export documents apply to your product, keeps them with the shipment beside what the destination asks for, and watches the sources for changes. It shows what the requirements say and what your documents show; you decide.

Sources

Compliant Always is a product of Lettuce Labs LLC. It shows what requirements say and what your documents show. It is not legal advice, and you decide.

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