EU Shipment Readiness Checklist for Frozen Seafood from Vietnam

An EU-bound frozen seafood shipment is ready when five gates are closed before arrival: a listed plant, a written label approval, a verified net weight, the correct health certificate, and border documents filed on time. This checklist assigns each gate to an owner, so QA and purchasing can close gaps while the cartons are still in the plant.

Last updated: 10 November 2026. Written for QA and purchasing teams at EU importers of pangasius, vannamei shrimp and wild-caught cephalopods from Vietnam. For the regulatory background, read our guide to EU certificates and establishment lists.

What must be confirmed before production starts?

Label text and net weight are still open at this stage, so changes cost little. Four items belong here.

• Plant listing. Only establishments on the EU lists in TRACES can ship to the EU, and each one has a unique EU number. TBESFOOD's EU code, DL 417, is shown on our quality page.
• Label draft. Send the full carton and retail label to the importer and get written approval before printing.
• Net weight basis. Regulation (EU) No 1169/2011 requires the declared net weight of a glazed food to exclude the glaze. Write net weight and glaze as two separate contract lines. Our glazing guide shows how buyers check it.
• Customs setup. The importer holds an EORI number and confirms the commodity code with its broker. The code also shows whether a catch certificate applies.

Which documents does each shipment need?

Aquaculture products obtained from fry or larvae are outside the catch certificate requirement, which covers farmed shrimp and pangasius. Wild-caught squid and octopus fall within it. Since 10 January 2026, EU importers use the digital CATCH system for these certificates.

Always use the latest version of the health certificate model. The border control post compares it with the shipment, so product names, weights and container numbers should read the same across every document.

What should the carton and label show?

Regulation (EU) No 1379/2013 lists the information that has to reach the buyer of fishery and aquaculture products:

• Commercial and scientific name of the species
• Production method, such as caught, caught in freshwater, or farmed
• Catch or farming area
• Category of fishing gear, for wild-caught products
• Whether the product has been defrosted, with limited exceptions
• Minimum durability date, where appropriate

Prepacked products also carry the particulars in Articles 9 and 10 of Regulation (EU) No 1169/2011, including net quantity. CBI recommends pre-printed carton information instead of handwriting, since ink can smudge with condensation. Our EU market page lists the products and packing formats we supply for European buyers.

What should QA verify before the reefer is sealed?

1. Product temperature. Regulation (EC) No 853/2004 requires frozen fishery products to be kept at -18 °C or colder in all parts of the product. Record readings at loading.
2. Net weight. Deglaze sampled cartons from each lot and compare the result with the contract.
3. Count and piece weight. Compare samples with the agreed grade. The Spec Pack sets out sizes, glaze and packing for pangasius and vannamei.
4. Carton marks. Lot code, plant EU number and production date should match the packing list.
5. Container and seal. Record both numbers and check them against the certificate and bill of lading drafts.

When should drafts and originals move?

CBI advises sending draft documents to the importer for review, and getting originals to the importer at least two days before the vessel arrives. A shared calendar with four dates keeps both teams aligned: label approval, loading, sailing, and estimated arrival. Count back three working days from arrival for catch certificates on wild-caught products.

FAQ

Does farmed vannamei shrimp need a catch certificate for the EU?

Aquaculture products obtained from fry or larvae do not need one. Wild-caught shrimp, squid and octopus do, and the importer files the certificate in CATCH.

Who submits the Common Health Entry Document?

The importer or its agent registers the shipment for the border control post. The exporter provides the health certificate and shipment details.

Does glaze count toward net weight on an EU label?

No. Under Annex IX of Regulation (EU) No 1169/2011, the declared net weight of a glazed food excludes the glaze.

Which health certificate applies to frozen fish and shrimp?

Most consignments of fish and crustaceans use model FISH-CRUST-HC in Regulation (EU) 2020/2235, whether farmed or wild. Confirm the current version with your competent authority or broker before shipment.

Can TBESFOOD review our label and document list before production?

Yes. Send your label draft and your broker's document list to export@tbesfood.com, and our export team will go through them with you.

Plan your next EU shipment

Book a 15-min compliance call and we will walk through your label, net weight basis and document list. Comparing suppliers? Get the spec pack + indicative quote within 24h.

Reach us at export@tbesfood.com or WhatsApp +84 932 072 978.

Sources

AGRINFO, Exporting fishery products to the European Union, July 2026

KVK, Importing fishery products, edited 6 July 2026

Food Safety Authority of Ireland, Labelling of fishery and aquaculture products, accessed 10 November 2026

EUR-Lex: Regulation (EU) No 1169/2011, Annex IX, point 5, accessed 10 November 2026

EUR-Lex: Regulation (EC) No 853/2004, consolidated text of 15 February 2023, Annex III, Section VIII, accessed 10 November 2026

CBI, Tips for organising your fish and seafood export to Europe, updated 30 March 2021