30 June 2026
Purpose
This Industry Advice Notice (IAN) is for exporters, shipping companies, freight forwarders and plant export Authorised Officers (AOs) involved in exporting grapes and citrus to Japan under in-transit cold treatment (ITCT). It explains the certification requirements and outlines key obligations for notification, documentation and service standards.
Summary of changes and key points
- ITCT must commence in Australia and be completed before the consignment arrives in Japan.
- Ministry of Agriculture, Forestry and Fisheries (MAFF) may reject or hold consignments if treatment is still underway when they arrive in Japan as advised in 2025-13: Plant Exports Branch – Updates to Japan’s requirements for in-transit cold treatment for citrus and table grapes - DAFF.
- You can only include one container on each phytosanitary certificate for ITCT exports to Japan.
- Temperature data must be complete and accurate. MAFF will reject ITCT consignments with multiple temperature time gaps, or any other missing information.
- Lodge Request for Permit (RFP) authorisation requests accurately.
- Send weekly pre-alerts and submit temperature data on time.
- Allow at least 72 hours for certification assessment after you submit complete and compliant temperature data.
- Remote printing of phytosanitary certificates is not allowed.
Background
All grapes and citrus exported from Australia to Japan must meet the phytosanitary requirements set out in the bilateral protocol with Japan.
Relevant protocols and workplans are available in the Documents section of Manual of Importing Country Requirements (Micor), accessible to registered Micor Plants users.
RFP authorisation requests and service standards
- Published service standards apply to Request for Permit (RFP) authorisation requests.
- To avoid delays, lodge complete and accurate RFPs with all supporting documents to Assessment Services - Exports via email.
- Configure the Request for Permit (RFP) as follows:
- set the print indicator to Manual (M)
- set the print location to ME3
- leave the treatment details blank.
- Allow at least 72 hours for us to assess and process ITCT documents and temperature data. Additional timeframes may be required in instances where documents are not complete and compliant.
- We will issue certificates only after the department has assessed the ITCT data and entered the endorsed treatment details into the RFP.
- Remote printing of phytosanitary certificates is not permitted.
Authorised officer responsibilities
Authorised officers (AOs) must:
- Supervise and verify each step of the ITCT process and ensure it is in accordance with the Exports work instruction: Initiating an in-transit cold treatment for plant exports.
- Supervise ITCT calibration and record the calibration details in the Plant Export Management System (PEMS) if PEMS was used for the commodity inspection.
- Supervise loading and placement of the Australian Government bolt seal.
Exporter responsibilities
Exporters must email Assessment Services - Exports to request RFP authorisation, ensuring calibration records and supporting documents are available in PEMS for verification.
Shipping company responsibilities
Shipping companies must:
- Email Assessment Services - Exports a weekly pre‑alert or vessel summary report for all in‑transit consignments by close of business each Tuesday.
- Each weekly vessel summary report must include:
- estimated vessel arrival date
- approximate date the temperature data will be submitted for assessment
- the relevant container numbers.
- Each weekly vessel summary report must include:
- If weekly pre‑alerts are not provided on time or are incomplete, the department’s ability to assess consignments and issue certification may be affected.
- Submit the complete raw temperature data download file from the container recorder to Assessment Services - Exports for assessment.
- Provide a written explanation to Assessment Services - Exports for any treatment issues or data discrepancies at the time of submission.
- Ensure the temperature data download includes all readings from the time the container is sealed.
- Ensure time recordings are in 24‑hour clock format (for example, 13:00).
- Use the most applicable email subject heading:
- Raw treatment data: “E-ITCT Japan – [Vessel name] – Completed cold treatment containers”
- Weekly pre‑alert or vessel summary report: “ITCT Japan – [Vessel name] – Vessel summary report”
- Consignment issues: “ITCT Japan – [RFP number, Container number] – Consignment issue”
- Calibration issues: “ITCT Japan – [RFP number, Container number] – Calibration record”.
- To support timely assessment and certification, allow at least 72 hours from submission of complete and compliant temperature data.
Assessment Services – Exports (ASE) responsibilities
ASE officers are responsible for:
- Assessing and endorsing ITCT temperature data.
- Updating RFPs and issuing phytosanitary and calibration certificates once treatment compliance is confirmed.
- Providing certification documents to the Australian Embassy in Japan for presentation to MAFF, where required.
Contact information
If you have any questions regarding this IAN, please email Assessment Services - Exports.
Gaylene Podhajski
Acting Assistant Secretary
Plant Exports Branch