1. Confirm the product classification

Buyers should provide an accurate product description, composition, grade and intended application. The relevant customs classification should be confirmed with a qualified customs specialist. Classification can affect duties, restrictions, declarations and other import requirements.

2. Check licences and permits

Before shipment, the importer should ask the relevant authorities or a qualified customs representative whether the particular product requires an import licence, permit, registration or other authorisation. Requirements can differ for industrial ingredients, pharmaceutical materials and finished products. Do not assume that the rules for one product category apply to another.

3. Request technical and safety documents

Depending on the transaction, the supplier may need to provide a Certificate of Analysis (COA), Safety Data Sheet (SDS), technical specifications and batch identification details. Buyers should verify that the documents match the actual goods and the agreed purchase specification.

4. Prepare commercial and customs paperwork

Common documents may include a commercial invoice, packing list, purchase order and transport document. Additional certificates or declarations may be required according to the product, origin, customs procedure and applicable regulations. The importer should confirm the exact list before dispatch.

5. Check sanctions and transaction restrictions

International trade involving Russia can be affected by sanctions and restrictions imposed by different jurisdictions. Buyers, suppliers, banks, insurers and logistics providers should check whether the parties, product, payment route and transport arrangements are permitted. Do not assume that a shipment is allowed simply because the product can be described commercially.

6. Verify before shipment

Ensure that product descriptions, quantities, values, consignee details and batch references are consistent across documents. Resolve discrepancies and obtain any required approvals before goods are dispatched.

1. Confirm the product classification

Start by identifying the exact product being imported. Buyers should establish whether it is a raw chemical ingredient, an industrial-use substance, a pharmaceutical ingredient or part of a finished consumer product. Different classifications may trigger different regulatory obligations.

2. Check destination-country requirements

EU-wide rules may apply alongside national requirements. Buyers should consult the relevant national competent authority or customs authority to determine whether the specific product requires an import licence, permit, registration or other authorisation. Requirements in non-EU European countries may differ from those in EU member states.

3. Review chemical and product compliance

Depending on the substance and intended use, buyers may need to assess applicable chemical safety, classification, labelling, packaging and registration requirements. Products intended for medicinal or consumer use may also be subject to sector-specific legislation. A supplier's existing documentation does not automatically establish compliance in the destination market.

4. Prepare supporting documents

Depending on the transaction, supporting documents may include:

• Certificate of Analysis (COA)

• Safety Data Sheet (SDS)

• Technical specifications

• Commercial invoice and packing list

• Transport documentation

• Applicable import permits or declarations

These documents support product identification, safety review and customs processing, but they do not replace any mandatory licence or authorisation.

5. Verify requirements before dispatch

Buyers should confirm the applicable customs classification, import conditions and restrictions before the goods leave the supplier's premises. The European Commission's Access2Markets portal can help businesses investigate import procedures and tariffs by product and destination country.

Example: Before exporting nicotine ingredients to Japan, a company should provide the product specifications to its Japanese importer and confirm the required approvals and import documents.

Example: Before importing nicotine-containing products, a Japanese buyer should confirm the product classification, verify applicable permissions and check that the shipment documents match the product details.

Example: Before dispatch, an importer should match the COA batch number with the product packaging and confirm that the invoice, packing list and shipping documents contain consistent information.

Example: Before dispatch, an importer should match the COA batch number with the product packaging and confirm that the invoice, packing list and shipping documents contain consistent information.

Example: Before launching a nicotine-containing product in the US, a business should confirm its regulatory classification and verify whether the required FDA authorisation has been obtained.

Example: Before ordering high-purity nicotine, a buyer should compare the COA with the agreed specifications, review the SDS and verify applicable US import requirements.

• Intended product category or general application
• Required nicotine grade, purity, or concentration range
• Target quality specifications
• Required physical form and packaging
• Expected order volume and MOQ
• Storage and handling requirements
• Regulatory or market requirements
• Testing and documentation requirements
• Delivery destination and expected timeline

This gives the supplier enough context to recommend suitable materials without disclosing proprietary formulations, exact ingredient ratios, or other confidential process details.