Checklist for Completion of Official Export Certification
The following information sheet is available as downloadable pdf document
Here
- Have you completed all parts of the certificate in accordance with the 12 Principles of Certification
- Have you read and complied with the Notes for Guidance for the certificate?
- Is the notifiable disease clearance (where applicable) still valid?
- Are all entries clearly legible; preferably typewritten or in block capitals?
- Are all “delete as applicable” deletions made?
- Are manuscript entries, the signature and official stamp in a colour other than black?
- Are all blank spaces which could be used fraudulently ruled off?
- Are all corrections endorsed with your initials and official stamp, applied so that text is not obscured?
- Are any associated documents or schedules correctly identified and attached to the certificate securely and “fan stamped”?
- Are you confident that there is no conflict of interest which prevents you from signing this certificate?
- Have you signed, dated, stamped and added your name and qualifications in block capitals?
Additional reminders for Official Veterinarians carrying out official export certification:
All certificates to be signed by an Official Veterinarian (OV) must be official Defra documents, serially numbered and recorded by the issuing Animal Health office.
OVs must not use their Official Veterinarian stamp on non Defra documents.
All blank certificates should be held in secure conditions.
All parts of a certificate must be completed; do not sign certificates which are incomplete.
All permissible deletions (ie delete as applicable) must be made before the certificate is signed. Deletions of options or alternatives, including non-applicable conditions on EU certificates (ITAHCs), do not need to be initialled and stamped, unless instructions on or with the certificate specifically ask for this.
The conditions on the certificate must not be altered unless an official derogation has been issued to the OV authorising a specific amendment.
Any corrections or officially authorised amendments must be made by crossing out the incorrect entry and inserting the correct entry; correction fluid must not be used. All corrections or authorised amendments must be endorsed with the initials and official stamp of the OV.
OVs should avoid having to make corrections, by ensuring all details are checked before entering them on the certificate.
If mistakes are made which need correcting, it may well be more appropriate, if time allows, to start again with a new certificate depending on the nature and number of the corrections needed. Multiple corrections, even if correctly endorsed, are likely to arouse suspicion of tampering.
Additional initialling and stamping beyond that which is necessary should be avoided; it may be counter-productive as some destination countries may suspect that certificates bearing an untidy mass of additional stamps have been tampered with.
Before signing the certificate, the OV must ensure that any necessary support certificates, declarations, records or other documents have been obtained and checked. Copies of these documents should be retained by the certifying veterinarian.
Schedules - When there is insufficient space to list all required information in a section of a certificate, a separate schedule may be used. Each page of the schedule should be headed “Schedule to certificate number XXXXXXX” and have a page number. If, after the schedule is drawn up, any details are amended or deleted by the certifying OV, the alteration must be initialled and stamped to show that this is an authorised change to the schedule. The certifying officer must draw a line under the last entry on each page and sign, date and affix the OV stamp on that line in order to prevent the unauthorised addition of more entries. Any blank space under the line should be ruled off. “See attached schedule” should be entered in the relevant part of the certificate.
Fan Stamping - Any additional documents associated with a certificate e.g. schedules or supplementary certificates should be stapled and “fan stamped” together to make a tamper proof composite document. The pages of the certificate and associated documents should be "fanned" to overlap each page by approximately 2cm at the foot and the overlying edges stamped several times with the OV stamp in a colour other than black to authenticate each page. Alternatively, the bottom right hand corners of the pages can be folded over progressively to create overlapping edges which are then stamped. The top left corner of the documents should be folded down, then stapled and the OV stamp applied over the join.
Copies - OVs should retain copies of export certificates for a minimum of one year, and return a copy to the issuing Animal Health office within 7 days of signing (for Third Country certificates) or on the day of signing (for EU certificates). Copies should be endorsed with “Certified Copy” and the OV’s initials or signature at the top of the front page.