Importer of Record IOR Services

In order to import goods into a new country, businesses must understand their responsibilities as the importer of record (IOR). It’s important to be aware of the applicable regulations and duties that come with this role in order to avoid any costly penalties or delays.

The role of the Importer of Record (IOR) is a critical part of transacting international trade. It requires an understanding of the customs regulations and laws that apply to the country you are importing into, as well as specific procedures and processes. Click here to learn about 5 benefits of hiring an Importer of Record.

What is an Importer of Record (IOR)?

An Importer of Record (IOR) is a third-party service provider that takes on the responsibility of ensuring compliance with all import regulations and documentation requirements. They act as the official importer of goods, making it easier for businesses to navigate the complexities of international trade. An IOR can be an individual or a company that is registered with customs authorities in the country of import. They are responsible for ensuring that all necessary documentation is in order, including import licenses, permits, and certificates of origin. They also handle customs clearance and payment of tariffs and taxes on behalf of the importer.

Importer of Record IOR Everything to know
Importer of Record IOR Everything to know

What are the benefits of using an Importer of Record?

By utilizing an IOR for cross-border shipping, companies can benefit from increased compliance with applicable laws and regulations, reduced risk of customs clearance delays, improved cost management and predictability, increased efficiency in the international shipping process, and access to expertise and experienced professionals. Additionally, businesses can take advantage of opportunities presented by foreign markets such as reduced tariffs or duty costs. An IOR is also able to offer a range of services customized to meet the specific needs of their client’s business. If we were your Importer of Record we’d help you; conduct product disposition of your goods,  manage regulatory requirements, monitor supplier performance and ensure you meet the Health Canada quality standards and obligations.

What are an IORs roles and duties?

An IOR takes on the role of the official importer, assuming all legal obligations associated with the import process. One of their primary responsibilities is to ensure compliance with the customs regulations and trade laws of the country they are importing into. This requires a deep knowledge of the importation process, including the necessary documentation, licensing requirements, and product classifications. In addition to compliance, importers of record are also responsible for managing all aspects of customs clearance. This includes accurately completing import declarations, coordinating with customs authorities, and paying applicable import duties, taxes, or tariffs. They must stay updated with changes in import regulations and ensure that their processes and documentation align with the latest requirements. Importers of record also play a vital role in ensuring the safety and quality of imported goods, as they are responsible for adhering to all relevant standards and regulations.

Quality Import Service
import food into canada IOR

How to choose an Importer of Record

 1. Experience and expertise- It’s essential to choose an IOR with experience and expertise in the specific country and industry that your business is importing from. Look for an IOR that has a proven track record of successfully navigating the import process and has experience working with customs authorities in the relevant country.

2. Reputation- Choose an IOR with a good reputation for reliability and professionalism. Look for reviews and testimonials from other businesses that have used their services.

3. Services offered- Make sure the IOR offers the specific services that your business needs. For example, if you require assistance with obtaining import licenses or permits, make sure the IOR has experience and expertise in this area for your industry i.e. Food, NHPS, or Medical.

Common challenges faced by Importer of Records

One common challenge is staying updated with changes in import regulations and trade laws. Import requirements can vary from country to country and are subject to frequent updates. Another challenge is managing the complexity of customs clearance processes. The import process involves various stakeholders, including customs authorities, freight forwarders, and other service providers. Importers of record must effectively coordinate with these entities to ensure the smooth transit of goods. Logistical challenges, such as transportation delays or supply chain disruptions, can also impact the import process. Finally, importers of record may face challenges related to cultural and language differences when importing goods from different countries. 

Importer of Record export
Importer of Record

1. Language and cultural barriers- Dealing with suppliers and customs authorities in different countries can be challenging due to language and cultural barriers. An IOR can help bridge these gaps by providing local expertise and language support.

2. Compliance with regulations- Complying with regulations can be complex, especially for businesses that are new to international trade. An IOR can help ensure compliance with all relevant regulations and documentation requirements.

3. Tariff and tax optimization- Navigating the complex tariff and tax landscape can be challenging, and businesses may miss opportunities to optimize their costs. An IOR can help identify opportunities to minimize costs and ensure that businesses are paying the correct tariffs and taxes.

4. Customs clearance delays- Customs clearance delays can be costly for businesses, resulting in lost sales and increased storage costs. An IOR can help expedite the customs clearance process and reduce the risk of delays.

Importer of Record Services

1. Compliance with regulations

Ensuring compliance with all import regulations and documentation requirements.

2. Tariff and tax optimization

Identifying opportunities to minimize costs and ensure businesses are paying the correct tariffs and taxes.

3. Customs clearance

Handling customs clearance and ensuring timely delivery of goods.

4. Import documentation

Handling all necessary import documentation, including import licenses, permits, and certificates of origin.

Importer of Record

Checklist before exporting your products to Canada

Site Licensed Facility

Ensure your product packaging and labelling is compliant with the NHP Regulations.

Quality Assurance Experts

Make sure you have Quality Assurance experts before importing NHPs to Canada.

GMP Compliant

Confirm your manufacturing units comply with NHP and GMP regulations.

Packaging Compliant

Ensure your product packaging and labelling is compliant with the NHP Regulations.

Shelf Life at Expiry

Confirm whether you collect evidence that your product meets its shelf life expiry.

Quality Technical Agreement

Check with an importer to ensure all sections of GMPs are covered by both parties.

Release Specifications

Be ready to provide written product release specifications according to NHP guides.

Addition of Buildings

Arrange for adding your building and supplements to the Canadian importer’s site.

Medical Device (MDEL Import Agent) Service

An MDEL Import Agent resides in Canada, assists in communicating with Health Canada, responds to Health Canada’s questions regarding devices to be imported or already imported into Canada, undertakes mandatory inspections, and meets all regulatory requirements related to medical device importation and sales in Canada. All MDEL Import Agents are legally responsible for the importing of medical devices in Canada and have extensive responsibilities under the MDR.

All Importers should make sure that all medical devices that are being transported to Canada are compliant with all regulations. The costs of non-compliance can be massive – in terms of monetary losses and damages to your reputation. Save yourself the heavy cost of yearly licensing/compliance, and regulatory requirements – to import your devices stress-free! Have the professionals do the heavy lifting of executing the fine print included in the regulatory requirements and avoid unnecessary delays and expenses.

MDEL Import Agent Benefits

Canadian Food Importation Service

SFCR License Food Importation to Canada

Your manufacturer (supplier) must meet food safety standards (have a PCP or HACCP) to qualify as a vendor to export to Canada.  Our fee structure is an initial setup and an annual fee thereafter. We will randomly ask for documentation throughout the year to ensure you are complying with these standards. Our fee structure is tiered based on the level of compliance and certification as it relates to a food safety plan.

We are focused on acting as an importer of lower-risk foods. As such we are currently not acting as importers for fresh or frozen meats, fresh vegetables, and foods in glass packaging. We can also help with some frozen food product requests.

Importer of Record Service (IOR) for Natural Health Products

Import Natural Health Products efficiently with our extensive network of distributors and brokers. Whether you would like to sell to independent health food stores or to the general public, we can act as your importer of record.  Natural Health Products (NHPs) are substances that fall under Schedule 1 of the Natural Health Products Regulations. NHPs can include traditional products, such as Traditional Chinese Medicine, Ayurvedic medicine, and Homeopathics (HM-DIN). Quality Import Solutions can help you meet the site licensing requirements of the Natural Health Product Regulations and act as your importer of record.

  • NHPs must meet the requirements of the Food and Drugs Act, including licensing, labeling and GMP
  • Obtaining a Natural Product Number (NPN) is a must for commercial importers of NHPs
  • The NPN license holder must have a business location in Canada
  • A Health Canada authorized importer should ensure quality assurance activities with the potency, identity, and purity of the health product
  • Key activities performed by the importer include product release, stability data reporting, and if required,  adverse event reporting
health canada importer of record clinical trials

What are the fundamentals of NHP Importing?

It is advisable to keep your import record for six years following the date of import as they can be audited by customs at any point during this time. Since you will be acting as the ‘Importer of Record’, you will be liable for the accuracy and completeness of the import declaration. Also, you will be responsible for the payment of applicable taxes and duties in Canada.

importing natural health products into canada
  • Tax and duty must be paid upon importation into Canada
  • The tariff, value, and origin of commodities being imported determine the rate of duty
  • At the port of entry, certain import documentation needs to be presented to the border services.
  • The import is subject to inspection, customs review, and audit prior to or after the importation.
  • The Government of Canada may levy extra fees for these services.

Get Expert Help With Importing Natural Health Products

Leverage our site licensing services or use us as your Importer of Record. Call our customer care number or fill out the form below. We will respond to you soon.

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