A practical, step-by-step system to verify an Indonesian seafood supplier’s EU approval. How to use TRACES NT, match establishment numbers and product scope, check vessels and raw materials, and request the exact documents that keep CHED-P and BCP checks smooth.
Hook: why this verification system matters
We’ve seen excellent products stuck at EU borders for fixable paperwork issues. One UK buyer lost an entire container of cooked shrimp over a mismatched establishment number on the outer cartons. That’s a five-figure problem caused by a five-minute check.
Here’s the system we use and recommend to our partners for Indonesian fishery products. It’s a focused, repeatable process to confirm a supplier is genuinely EU-approved for your exact product and to keep CHED-P and Border Control Post (BCP) checks routine instead of risky.
The 3 pillars of fast, reliable verification
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Establishment approval and scope. Confirm the establishment is on the EU list for “fishery products,” and that its activity matches your product (processing plant for cooked items, not just a cold store).
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Raw material source and vessels. For wild-caught products, verify factory/freezer vessel approvals, species coverage, and IUU documentation. For aquaculture, confirm farm origin and that no wild-caught inputs are mixed in.
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Documents that match. The EU health certificate, labels, packing list, and CHED-P must align on establishment number, product description, and weights. One inconsistency can trigger increased checks or rejection.
Week 1–2: research and validation (tools + templates)
Start with official lists. Don’t rely only on a PDF a supplier sent you last year.
- TRACES NT public list. This is the most current EU source. Filter by Country: Indonesia. Commodity: Fishery products. Then search the company name or approval number. TRACES NT public list
- European Commission overview page. High-level info and links to third-country approval rules. Approved establishments in third countries
- Indonesian competent authority (BKIPM). BKIPM is Indonesia’s fishery safety and quality authority and is being integrated into Badan Karantina Indonesia. You can check local listings or request written confirmation. BKIPM
Practical steps we use:
- Match the exact establishment approval number. Copy it exactly as shown in TRACES NT. Keep a screenshot or PDF with the date.
- Confirm the activity type. Buying cooked shrimp or pasteurized crab? You need a processing plant, not just a cold store. Cold stores can hold, but they can’t be the producing establishment for heat-treated products.
- Check status changes. TRACES NT reflects suspensions and reinstatements. Re-check before you issue a PO and again before stuffing the container.
Example: If you’re purchasing cooked, peeled Vannamei shrimp in retail IQF packs, verify the processing plant’s approval and plan for the identification mark to appear on each retail and master carton. If you’re considering multiple formats, you can use our Frozen Shrimp (Black Tiger, Vannamei & Wild Caught) specs as a reference point for common EU formats and freezing options.
Takeaway: Lock down the correct establishment number and activity scope in your PO. Add a clause that labels and the EU health certificate must show the same number.
Week 3–6: pre-shipment checks and document alignment
Here’s the thing. Most border issues come from well-meaning teams overlooking a small mismatch. We front-load these checks.
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Draft document pack. Ask your supplier for draft labels, packing list, and a proforma EU health certificate sample. Compare the establishment number, product description, net/gross weights, and lot coding.
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Wild-caught vs aquaculture. Wild-caught fishery products require an EU IUU catch certificate endorsed by Indonesia’s competent authority. Farmed shrimp doesn’t. If your shrimp is sea-caught, you’ll need a catch certificate. If it’s farmed Vannamei or Black Tiger, you don’t. Don’t mix the two materials without planning documentation.
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Vessels and transshipments. If the raw material is landed from a factory or freezer vessel, check the vessel on TRACES NT under “Factory vessels” or “Freezer vessels” and record IMO numbers. For at-sea transshipments, make sure the transshipment documents accompany the IUU pack.
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Cold storage and consolidation. If a different EU-approved cold store handles the finished goods before export, list that cold store in your files and ensure it appears correctly in documents where required. The producing plant must still be the establishment on the health certificate and labels for processed goods.
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Lab testing where relevant. For high-risk species like tuna, ask for histamine test reports per lot. For cooked crustaceans, we request microbiological parameters aligned with EU guidance. It saves time if a BCP asks.
Takeaway: One product description across all docs. One establishment number. One material origin story. If any part varies, fix it before booking space.
Week 7–12: scale and optimize your supplier program
Once you’ve verified one supplier, build a lightweight control system.
- Supplier matrix. Track establishment numbers, last TRACES NT check date, product scopes (e.g., frozen raw, cooked, breaded), and which SKUs you buy.
- Quarterly re-checks. We schedule a TRACES NT review every quarter and before each shipment leaves. Status changes do happen.
- CHED-P playbook. Agree with your EU importer or customs broker on who submits the CHED-P in TRACES NT and when. Most BCPs want prenotification at least 24 hours before arrival. Align container numbers, seal numbers, net weights, and CN codes with the commercial invoice and health certificate.
- Label sign-off. Keep a signed PDF of the final label showing the identification mark with the Indonesian country code and the establishment approval number that matches the health certificate.
Takeaway: The more you standardize, the fewer email chains at midnight when a container is at the BCP.
The 5 mistakes that kill EU seafood shipments
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Using a cold-store approval for cooked product. If the plant didn’t process it, it can’t be the establishment on the health certificate.
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Missing or invalid IUU documentation. We’ve seen wild-caught cephalopods shipped without a catch certificate because “it was processed on land.” It still needs one.
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Mismatched establishment numbers. Cartons show one number, the health certificate another. The BCP will notice.
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CHED-P data not mirroring the cert. Typos in net weight or the wrong CN description trigger additional checks.
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Not re-checking TRACES NT. An establishment suspended last week can sink a shipment booked months ago.
Takeaway: A 15-minute pre-shipment review against this list prevents days of delays.
Quick answers to questions buyers ask
Where do I find the EU-approved list of Indonesian seafood establishments?
Use the official TRACES NT public list and filter by Indonesia and Fishery products. TRACES NT public list
How do I verify an Indonesian plant’s approval number before booking a shipment?
Find the number in TRACES NT, then ask your supplier to send a label mockup and a draft health certificate page showing the same number. Save a dated screenshot of the TRACES NT record.
If I’m buying cooked shrimp, what specific EU approval should the supplier have?
A processing plant approval for fishery products. A cold store approval is not enough for cooked items. The producing establishment’s number must appear on the health certificate and on identification marks on each carton.
Do wild-caught products from Indonesia need an EU catch certificate, and do farmed shrimp need one?
Wild-caught marine products require an EU IUU catch certificate endorsed by Indonesia’s authority. Farmed shrimp does not. Sea-caught shrimp does. If in doubt, treat it as wild-caught until proven otherwise.
Who issues the health certificate in Indonesia and what must match on the CHED-P?
Indonesia’s competent authority (BKIPM, now transitioning into Badan Karantina Indonesia) issues the EU health certificate for fishery products. CHED-P must match the health certificate on establishment number, product description, net weight, temperatures, container and seal numbers, and consignee details.
How can I check if an Indonesian supplier was delisted or suspended from the EU list?
Look up the establishment in TRACES NT. Status changes are visible there. Re-check right before you approve labels and again before departure.
What are the most common reasons EU border control rejects Indonesian seafood shipments?
- Establishment number mismatch between labels and the health certificate.
- Missing or incorrect IUU catch certificate for wild-caught products.
- Using a cold-store approval for processed goods.
- CHED-P inconsistencies with the health certificate and invoice.
- Inadequate documentation for at-sea transshipments or unclear vessel details.
Resources and next steps
If you’re mapping a multi-SKU program or switching suppliers, we’re happy to sanity-check your verification pack or walk through TRACES NT live. Need help with your specific situation? Contact us on whatsapp.
Useful links:
- TRACES NT public list for establishments in third countries. TRACES NT
- EU guidance on approved establishments. European Commission
- Indonesia’s competent authority. BKIPM
In our experience, buyers who follow this checklist rarely see surprises at the BCP. And when issues appear, they’re usually caught on the desk, not on the dock. If you need a benchmark for formats and processing options, our Frozen Shrimp (Black Tiger, Vannamei & Wild Caught) page outlines typical EU-ready specs you can mirror in your PO and label approvals.