Here’s a detailed guide for documentation, labeling, and trade certification for Oud (agarwood) products intended for international export:
1. Essential Documentation for Export
| Document | Purpose / Requirement | Notes |
|---|
| Commercial Invoice | Lists seller, buyer, product description, quantity, and price | Must match shipment and customs declarations |
| Packing List | Details contents of each package (weight, dimensions, batch numbers) | Facilitates customs inspection |
| CITES Export Permit | Legal authorization for international trade of Aquilaria spp. | Required for chips, oil, powder; issued by national Management Authority |
| Certificate of Origin | Confirms country of cultivation or extraction | Sometimes required for preferential trade tariffs |
| Quality Certificate / ISO 4730 Report | Confirms chemical composition, purity, and authenticity | GC-MS, HPLC, FTIR analyses recommended |
| IFRA Certificate (if for fragrance/cosmetic use) | Confirms compliance with fragrance safety standards | Ensures buyer and regulatory confidence |
| Phytosanitary Certificate(optional) | Certifies plant health for plant material exports | Sometimes required for chips or seeds in certain countries |
| Export Declaration / Customs Forms | Required by local customs authorities | May vary depending on country of export |
2. Labeling Requirements
Mandatory Information for Oud Products
- Product Name: e.g., Agarwood Oil, Aquilaria Chips
- Species Name: Aquilaria malaccensis / Aquilaria crassna
- Grade / Quality: e.g., AAA, Super Sinking, Premium Oil
- Batch Number / Production Date: For traceability
- Origin: Plantation / country
- Weight / Volume: Net weight in metric units
- CITES Permit Number: Mandatory for legal international trade
- Safety Information (IFRA if applicable): Maximum use concentration, hazard statements if required
Optional / Market-Enhancing Labels
- ISO 4730 certified
- Organic / Eco-certified
- FSC / Sustainable sourcing label
- QR code linking to chemical fingerprint report or blockchain traceability system
3. Trade Certification & Verification
| Certification | Authority / Issuer | Use |
|---|
| CITES | National Management Authority (DENR-BMB in the Philippines) | Legal export of endangered species products |
| ISO 4730 Compliance Certificate | Accredited testing lab | Confirms authenticity and chemical quality |
| IFRA Certificate | IFRA-accredited laboratory | For cosmetic/fragrance safety compliance |
| Certificate of Origin | Chamber of Commerce or relevant authority | For international customs and tariff purposes |
| Phytosanitary Certificate | Department of Agriculture or equivalent | Required for plant material in some importing countries |
4. Practical Export Workflow
- Sample Testing & Certification:
- Perform GC-MS, HPLC, FTIR analysis; obtain ISO 4730 report.
- IFRA certificate if intended for cosmetic or fragrance use.
- Apply for CITES Export Permit:
- Submit batch details, species, and quantity to the national authority.
- Prepare Export Documents:
- Commercial invoice, packing list, certificate of origin, phytosanitary certificate (if required).
- Label Products Appropriately:
- Include species, grade, batch, origin, weight, CITES permit, safety instructions.
- Ship & Declare to Customs:
- Submit all documentation to customs authorities in the exporting and importing countries.
- Maintain Traceability Records:
- Keep chemical reports, permits, and export records for audits or buyer verification.
5. Best Practices
- Ensure all labels match documentation to avoid shipment delays.
- Keep digital copies of all permits and certificates for reference.
- Batch and code products for traceability; include in blockchain or digital traceability systems if available.
- Educate buyers on how to verify authenticity via certificates and lab reports.
