For UK buyers importing ornamental plants from EU producers, IPAFFS pre-notification is a mandatory step under the Border Target Operating Model (BTOM). Getting it right — submitting the correct information at the right time — is the importer’s legal responsibility. Getting it wrong can delay or block a consignment at a UK Border Control Post.
This guide explains what IPAFFS pre-notification is, what information is required, who submits it and when, and how the process fits with the standard export workflow from an Italian nursery like Vivai Reali.
What Is IPAFFS?
IPAFFS stands for Import of Products, Animals, Food and Feed System. It is the UK Government’s digital pre-arrival notification platform for controlled imports entering Great Britain. For plant imports from EU countries, IPAFFS replaced the previous PEACH system.
IPAFFS is used to notify UK Border Force and the Animal and Plant Health Agency (APHA) of an incoming consignment before it arrives at a UK Border Control Post (BCP). The pre-notification triggers the relevant checks — documentary, identity and physical — at the point of entry.
Who Is Responsible for IPAFFS Pre-Notification?
The UK importer is legally responsible for submitting the IPAFFS pre-notification. In practice, most UK importers delegate this to a customs agent or customs broker who has IPAFFS system access and experience with plant import declarations.
The Italian exporter — Vivai Reali — is responsible for the phytosanitary documentation on the export side (phytosanitary certificate, Additional Declarations). The IPAFFS pre-notification is separate and must be completed on the UK side by the importer or their agent.
When Must IPAFFS Be Submitted?
IPAFFS pre-notification must be submitted before the consignment arrives at the UK Border Control Post. The required lead time for the pre-notification depends on the mode of transport and the BCP procedures — typically:
- At least one working day before the consignment is expected to arrive at the BCP
- For consignments arriving by road freight (the standard route from Italy), the practical minimum is submission before the lorry crosses the Channel
IPAFFS must be submitted before the phytosanitary certificate is finalised on the Italian side. Vivai Reali will need the IPAFFS reference number (the Common Health Entry Document — CHED — reference) to include in the consignment documentation. This means the UK buyer or their customs agent should initiate the IPAFFS process in parallel with — not after — confirming the order with the nursery.
What Information Is Required for IPAFFS?
An IPAFFS pre-notification for an ornamental plant consignment from Italy requires the following:
Consignment details:
- Species names (botanical names) and quantities
- Container type and number of packages
- Gross weight
- Country of origin (Italy)
- Country of dispatch (Italy, unless re-exported via another country)
Importer and supplier details:
- UK importer name, address and contact details
- Italian exporter (Vivai Reali) name and address
Documentation references:
- Phytosanitary certificate reference number (provided by Vivai Reali once the certificate is issued)
- Expected port of entry / Border Control Post
Transport details:
- Mode of transport (road)
- Expected arrival date and time at BCP
Vivai Reali provides all the necessary export-side information — phytosanitary certificate reference, species declarations, consignment details — to the buyer’s customs agent as part of the standard export documentation package.
How to Submit an IPAFFS Pre-Notification
IPAFFS is accessed via the UK Government’s online service at gov.uk/guidance/import-of-products-animals-food-and-feed-system. Importers and their agents must have an IPAFFS account to access the system.
For buyers who have not previously imported plants directly from the EU and who do not have an IPAFFS account or a customs agent experienced in plant imports, Annalisa and the Vivai Reali commercial team can provide practical guidance based on existing UK buyer relationships. We work with UK buyers regularly and can recommend the right approach based on your import volumes and frequency.
IPAFFS and the Wider Import Workflow
The full import workflow for a consignment of ornamental plants from Vivai Reali to a UK buyer is:
1. Buyer confirms order with Vivai Reali and provides importer name and UK delivery address
2. Vivai Reali prepares the consignment and coordinates phytosanitary inspection with the Italian plant health authority
3. Buyer’s customs agent submits IPAFFS pre-notification — providing the phytosanitary certificate reference once available from Vivai Reali
4. Vivai Reali despatches the consignment with phytosanitary certificate and CHED reference
5. Consignment arrives at UK Border Control Post — documentary, identity and (where required) physical checks are conducted
6. Consignment is cleared and delivered to UK premises
Vivai Reali’s standard order-to-despatch lead time is 1–2 weeks, including phytosanitary certification. UK buyers should factor in BCP processing time and transit time to their premises when planning delivery.
Does IPAFFS Apply to Irish Buyers?
No. Republic of Ireland buyers importing plants from Italy are not subject to IPAFFS or the UK BTOM regime. Ireland is an EU member state, and intra-EU trade in ornamental plants is governed by the EU plant passport system — not the UK border control framework.
Irish buyers benefit from simpler, faster import procedures with no phytosanitary certificate or IPAFFS pre-notification requirement.
IPAFFS Pre-Notification Plant Import: Why Timing Matters
Getting IPAFFS pre-notification for plant import right is not just a compliance formality — it directly affects whether a consignment clears the UK border on schedule. Vivai Reali supports UK buyers through the full IPAFFS pre-notification workflow for every ornamental plant order, from phytosanitary documentation to submission timing aligned with the shipment plan.
Check Current Stock
Real-time availability of Vivai Reali’s full ornamental plant range is published on the B2B Stock List on infoplant.
→ View Stock List — current availability
