Preparing your product documentation for export: the file we need before the first order

The single most effective way for a maker to speed up its entry into Europe is to prepare a complete product file before the first shipment. The same documents serve customs, food or cosmetics authorities, forwarders and, later, retail buyers. Here is what Fujisan asks for, and why.

Commercial documents

• Product catalogue with references, descriptions, dimensions and weights of unit, inner pack and carton.
• Price list with the Incoterm stated, minimum order quantities and lead times.
• Photographs of the product and of the label, front and back.

Regulatory documents

• Specification sheet for each product: composition with percentages, physical and chemical characteristics, shelf life, storage conditions.
• Ingredient list in descending order of weight, with allergens identified, and for cosmetics the INCI names.
• Certificates you already hold: ISO, HACCP, organic, halal, laboratory analyses. Translations are not required at this stage; we work with Japanese originals.
• Safety data where applicable: analytical results for contaminants, microbiological results, safety assessment for cosmetics.

Customs documents

• Tariff classification if known. Otherwise we determine it with you.
• Origin information: where the product is manufactured and where its main inputs come from. This determines whether the preferential duty rate under the Japan-Switzerland agreement applies.
• Exporter details: company registration, address, the person who signs export documents.

What we do with the file

Within a few working days we return an assessment: what is ready, what needs adjustment, and a realistic timeline. From there, Fujisan prepares the Swiss and, if relevant, EU labels, and the file becomes the reference for every subsequent order.

This guide is general information prepared by Fujisan Sagl and is not legal advice. Regulations change; we verify the applicable requirements for each product before import.