09 January 2026
Purpose
To advise industry of the export service options for RFP assessments between 12 January and 24 April 2026 for horticulture consignments.
Summary
Service standards
The department is responsible for providing government-to-government export certification as required by importing countries. We assess and action RFP authorisations for plant and plant product consignments and other agricultural and food commodities.
To comply with Export Control Act 2020 (Act) and departmental requirements, RFPs must be submitted in the approved format, contain true and correct information, and include any relevant supporting documentation and evidence.
We encourage you to adhere to the provisions of the Act by ensuring all information is complete and correct before submission to avoid delays.
We are committed to actioning RFP requests within the timeframes outlined in our client service standards.
- If your submission is for a consignment to be exported via air freight, we will process your lodgement within 1 business day.
- If your submission is for a consignment to be exported via sea freight, the request will be processed within 3 business days.
We are currently delivering within this service standard, with over 95% of assessments being processed within specified timeframes.
Horticulture – Fast-track trial
The department has received feedback from the horticulture industry that the authorisation time periods published in the service standards do not meet requirements for some horticulture products and exports in all circumstances. In response, the department is initiating a trial of a fast-track service where horticulture exporters are seeking RFP assessment faster than the published usual service standards.
In this trial, we will assign assessors over expanded operating hours Monday to Friday that will prioritise horticulture RFPs. This will reduce the need to book overtime and the need to book by 2pm the previous day for services.
We will do our best to action requested RFPs for the fast-track trial quicker than 1 business day for air freight and 3 business days for sea freight.
To use the trial, you will simply need to lodge your RFP as per usual processes and then send an email with required information to the department requesting a fast-track service. See information under “How do I request an RFP authorisation as part of the trial” below for further details.
If you are not using the trial, you should follow normal procedures, and the usual service standards will apply.
During the trial, data will be collected to better understand industry needs and help inform departmental decisions relating to the service moving forward.
It is important industry submit their RFP at the earliest time possible, regardless of whether they are seeking fast-track service or not.
When will the fast-track trial operate?
The fast-track trial will be available during the hours of 5:30 am to 5:30pm AEST (6:30am to 6:30pm AEDT) Monday to Friday from 12 January to 24 April 2026.
Will my commodity be covered in the trial?
The trial will cover horticulture commodities such as stone fruit, table grapes, strawberries, mango, citrus, blueberries, avocados, carrots, potatoes and onions where the exporter has notified the RFP requires fast tracking.
Separate arrangements are in place for cherries and therefore not included in the trial.
How do I request an RFP authorisation as part of the trial?
To request an authorisation as part of the trial, you will need to send an email to PlantExportsNDH@aff.gov.au:
- with subject title Client Query – Fast-track trial request – RFP – Loading cut-off date and time
- copy and paste the Fast-track request template into the body of the email.
NOTE: The Fast-track request template will be available in our autoreply from 9 January 2026.
Horticulture – not in the fast-track trial
Outside of trial operation times - booked overtime
If you require a horticulture RFP to be processed outside the hours of 6.30am to 6.30pm (AEDT), as per IAN 2025-02: Assessment Services Exports - Requests for permit (RFP) authorisations for plant and plant products, you will need to submit a request for booked overtime.
Overtime requests must be submitted by email to Plant Exports National Documentation Hub (NDH) at plantexportsNDH@aff.gov.au with “Client Query, Overtime request, Day/Date” in the subject line.
Requests for overtime will be allocated in order of receipt. We encourage exporters to submit their overtime requests as early as possible, but no later than 2:00pm AEST on the business day prior to the requested service.
Requested time slots are indicative only and cannot be guaranteed. Specific RFP numbers must be included at submission; missing or duplicate numbers will not be processed. Confirmation will be sent once arrangements are finalised, and follow-up emails are not required.
Fast-track not needed – normal procedures
Where you do not need your RFP to be assessed faster than the published usual service standards, you should follow normal procedures, and the usual service standards will apply.
Out of hours contact number
If circumstances beyond your control put a consignment at risk of missing the cutoff, you may contact our urgent out-of-hours service, which normally operates:
- Monday to Friday: 5:00pm to 6:30pm AEST (6:00pm to 7:30pm AEDT)
- Saturday: 8:00am to 12:00pm AEST (9:00am to 1:00pm AEDT)
During this peak period, the hours have been extended to include:
- Monday to Friday: 5:00pm to 6:30pm AEST (6:00pm to 7:30pm AEDT)
- Saturday, Sunday and public holidays: 7:00am to 5:00pm AEST (8:00am to 6:00pm AEDT)
To request urgent assistance, call 03 8317 8310 during these times. If your call is not answered, please leave a voicemail with your name and contact number. Please note that charges (i.e. overtime) may apply, and action cannot be guaranteed.
Scenarios
Request for assessment of horticulture RFP using the fast-track trial
It is Tuesday morning, and Mary has just received a last-minute order for available product and was able to obtain space on a flight which is departing at 6:00pm tonight. As Mary requires the RFP to be assessed quicker than the published service standard of 1 business day for airfreight, she needs to request authorisation using the fast-track trial option.
What should Mary do?
To use the fast-track trial, Mary should:
- Ensure the RFP has been raised, and all requirements have been met.
- Ensure the inspection of the commodity has occurred and inspection results have been entered into the Plant Export Management System (PEMS).
- Ensure all required supporting documentation is available and supplied.
- Complete a thorough quality check of all information and documentation to ensure all is complete and correct.
- Submit request for authorisation of RFP.
- Complete the fast-track trial request template and paste into the body of new email.
- Email the Plant Exports National Documentation Hub (NDH) at plantexportsNDH@aff.gov.au with the request, using the subject line “Client Query – Fast-track trial request – RFP – Loading cut-off date and time”.
- Acknowledge that submitting a request does not guarantee an immediate service.
What we will do
- Monitor the fast-track inbox for requests.
- Triage requests to identify most urgent RFPs to assess.
- Assess and action requests quicker than published service standard.
- Provide advice as to the outcome of the assessment.
NOTE: RFPs that contain incorrect or missing information will be rejected. You must rectify errors/missing information and submit your request again. You must acknowledge this will likely place your export at risk as the department may not be able to assess your RFP in the required timeframe.
Horticulture RFP authorisation needed outside of regular business hours
Peter is an exporter in WA who has a consignment that will require authorisation on Sunday, i.e. outside the fast-track trial hours of 6.30am to 6.30pm (AEDT) Monday to Friday.
What should Peter do?
To book an overtime request for out of hours clearance, Peter should:
- Ensure the RFP has been raised, and all requirements have been met.
- Ensure the inspection of the commodity will occur and inspection results entered into PEMS prior to the requested out of hours clearance.
- Ensure all required supporting documentation is available and supplied.
- Complete a thorough quality check of all information and documentation to ensure all is complete and correct prior to submitting for assessment.
- Within the body of an email (not as an attachment) complete the booking request form including the number of the specific RFP.
NOTE: If you require a copy of the form, please request by emailing Plant Exports National Documentation Hub (NDH) at plantexportsNDH@aff.gov.au using the subject line “Client Query – Booking Request Form”.
- Email the Plant Exports National Documentation Hub (NDH) at plantexportsNDH@aff.gov.au with the request, using the subject line “Client Query - Overtime Request - RFP Number - Day/Date”.
- Submit the request for overtime authorisation as early as possible and before the cut off time of 2:00pm AEST on the business day prior to the date overtime is requested for.
- Acknowledge that submitting a request for overtime does not guarantee his request will be actioned, and there is an additional charge for this service.
What we will do
- Allocate Peter’s overtime request after considering several factors such as the order in which it was received, the skillset required of the documentation officer, the availability of staff scheduled for overtime and the date/time service is required.
- Make every effort to accommodate Peter’s requested time and date for authorisation, although no guarantees can be made.
- Provide an email response advising the outcome of the overtime request.
- Undertake the assessment during the allocated overtime period.
- Notify Peter via email when the RFP has been assessed and advise whether the RFP has been approved or rejected.
- Charge Peter based on overtime hours used in alignment with the departure location listed on the RFP and in accordance with 2024-25 pricing for regulatory charges.
NOTE: Only the RFP numbers Peter has included in the overtime request email will be processed during the booked overtime slot. Rejected RFPs will need to be corrected by Peter and submitted again for assessment. If the consignment is for a horticulture commodity, Peter has the option of submitting his RFP for fast-track service or via the out of hours contact number.
Authorisation request not yet actioned; approaching cut off time for loading
Anita works for a freight forwarder and is working late on a Thursday afternoon. While reviewing an RFP for a sea freight consignment she submitted for authorisation on Monday, she notices it has still not been actioned. The cut-off for loading the consignment is Friday night, with the ship scheduled to depart early Monday morning. The need to authorise the RFP has become urgent as there is a risk that the load time will be missed, even though Anita submitted the RFP within the required timeframe.
What should Anita do?
- Ensure the RFP has been raised, and all requirements have been met.
- Ensure the inspection of the commodity has occurred and inspection results have been entered into PEMS.
- Ensure all required supporting documentation is available and supplied.
- Anita can call the out-of-hours contact number on 03 8317 8310, as she has identified the issue during a period where the out of hours number is operating.
IMPORTANT: If Anita’s call is not answered, it is critical that she leaves a message with her name and phone number for the officer to call her back. Acknowledge that calling the out-of-hours service does not guarantee her request will be actioned and may incur charges.
What we will do
- Answer or return Anita’s call.
- Triage Anita’s request and where service can be provided, undertake or arrange for the RFP to be assessed.
- Charge Anita in accordance with 2024-25 pricing for regulatory charges.
Behaviour expectations
The mental and physical health and safety of our people, visitors and others who work for us and with us is paramount. We have a zero-tolerance for aggressive, threatening and/or inappropriate behaviour.
Interactions with staff, clients or visitors, whether in person or by other communication methods must be in accordance with a standard of acceptable behaviour. We will also abide by these standards when we are interacting with you.
Contact information
If you have any questions regarding this IAN, please email Plant Exports National Documentation Hub (NDH) at plantexportsNDH@aff.gov.au.
Jemma Martin
Assistant Secretary
Plant Exports Branch