Brazil-EU exports require a specific set of documents — and missing any one of them can delay your shipment by weeks, trigger demurrage charges, or result in goods being held at EU border inspection points. This checklist covers every document you need, who issues it, and when it must be ready.
The Core Document Set
Every Brazil-EU commercial shipment requires these five documents without exception:
1. Commercial Invoice
Issued by the exporter. Must include: full buyer and seller details, HS code, complete product description, unit price and total value in currency of transaction, Incoterms, payment terms, and country of origin declaration. The EU Customs Union requires invoices to state: "I, the undersigned, declare that the goods described in this document were wholly obtained or sufficiently processed in Brazil."
When needed: Ready before loading. Presented at Brazilian customs exit and EU port of entry.
2. Packing List
Itemizes contents by package: dimensions, gross/net weight, quantity per carton, marks and numbers. Must match the commercial invoice exactly. Discrepancies between invoice and packing list are the #1 cause of customs holds.
When needed: Before cargo is sealed. The freight forwarder uses it to prepare the bill of lading.
3. Bill of Lading (B/L) or Airway Bill (AWB)
Issued by the shipping carrier. The B/L is the title document for sea freight — whoever holds the original can claim the goods. For EU shipments, negotiate 3 original B/Ls (standard). Telex release is acceptable for established relationships but adds risk on first transactions.
When needed: Issued by carrier after loading. Required for payment under Letter of Credit terms.
4. Certificate of Origin (CO)
For EU imports from Brazil, the relevant framework is the EU-Mercosur Association Agreement (in ratification as of 2026) and the Generalized Scheme of Preferences (GSP). Under GSP, Brazilian exporters use a REX (Registered Exporter) statement of origin on the commercial invoice — not a separate CO form — for shipments over €6,000. Under €6,000, a simple origin declaration on the invoice suffices.
For shipments using the traditional EUR.1 Movement Certificate (still used in some bilateral agreements), this is issued by the Brazilian Chamber of Commerce or authorized body. Processing time: 2-5 business days.
When needed: REX statement: included on invoice at time of shipment. EUR.1: apply 5 business days before departure.
5. Customs Export Declaration (DU-E)
Brazil's Declaração Única de Exportação, filed through the Siscomex platform by your despachante (customs broker). The DU-E replaces the old RE (Registro de Exportação) and DE (Declaração de Exportação). It must be registered and cleared before goods can be loaded at the port.
When needed: Filed 24-48 hours before vessel loading. The despachante handles this; your job is to provide the complete invoice and packing list in time.
Additional Documents by Product Type
Agricultural and Food Products
- Phytosanitary Certificate — Issued by MAPA (Brazilian Ministry of Agriculture). Required for all plant-based products. Processing time: 3-5 business days. The EU may require specific pest-freedom declarations — confirm requirements with your EU importer before applying.
- Sanitary Certificate — Required for animal products (meat, dairy, honey). Issued by Brazil's MAPA. Must reference the EU approval number of the exporting establishment.
- EU Establishment Registration — All food facilities exporting to the EU must be registered on the EU TRACES system. The EU border inspection post (BIP) checks this on arrival. Unregistered facilities are rejected.
- FSSC 22000 or equivalent quality certification — Not legally required but increasingly demanded by EU food importers. Speeds customs clearance for food-grade goods.
Industrial and Manufactured Goods
- CE Declaration of Conformity — Required for goods sold to consumers in the EU (electronics, machinery, safety equipment). The Brazilian exporter provides technical documentation; the EU importer is responsible for CE marking and declaration.
- Material Safety Data Sheet (MSDS / SDS) — Required for chemicals, cleaning products, and anything classified as hazardous under EU REACH regulations.
Timber and Forest Products
- EU Timber Regulation (EUTR) / EUDR documentation — As of 2025, the EU Deforestation Regulation (EUDR) requires due diligence documentation proving timber-based products (including paper, soy, beef, cocoa) are not linked to deforestation after December 31, 2020. This applies to Brazilian exporters in these sectors without exception.
- FSC or PEFC certification — Strongly recommended for forest product exports to EU. Voluntary but significantly reduces customs scrutiny.
Typical Document Timeline
Working backwards from vessel departure:
- T-10 days: Book freight, confirm vessel and cut-off date
- T-7 days: Submit finalized invoice and packing list to despachante; apply for phytosanitary/sanitary certificate at MAPA
- T-5 days: Apply for EUR.1 if required; confirm REX registration active
- T-2 days: DU-E filed and cleared by despachante; cargo ready for loading
- T-0: Vessel loads; carrier issues B/L draft within 24 hours
- T+1: Courier original B/Ls to EU importer or arrange telex release
Common Mistakes That Delay EU Customs
- HS code mismatch between Brazilian DU-E and EU import declaration
- Missing or expired MAPA phytosanitary certificate (EU BIPs reject expired certificates regardless of shipment timing)
- REX registration not active at time of shipment (no retroactive fix)
- Invoice without the explicit country of origin statement
- Wooden packaging without ISPM-15 heat treatment mark (EU blocks all wooden packaging without it)
For the full documents checklist as a downloadable reference, see our Trade Documents Checklist guide. For Brazil-EU corridor listings and verified trade partners, visit the Brazil-EU corridor on TradeGlide.