Importing and exporting goods in and out of the UK often requires licenses and permits. This guide will walk you through the key steps to apply online for an import export license in the UK as smoothly as possible.
Whether you’re looking to grow your business through international trade or facilitate the movement of goods for personal reasons, this process is worth understanding. We’ll cover the basics in a simple yet comprehensive way. Let’s get started!
Determining If You Need a License
Before applying, first see if you even require a license for your specific imports or exports.
Ask yourself:
- What are the goods I’m moving?
- What quantities am I trading?
- What countries am I importing from or exporting to?
Many products have special restrictions, quotas, or outright bans. Check the current requirements for your particular commodities.
For example, categories like:
- Weapons
- Alcohol
- Tobacco
- Medicines
- Hazardous materials
- Endangered animals
Are more strictly regulated than generic goods.
You can lookup specifics using the UK Trade Tariff tool. This will tell you if what you want to import or export is:
- Prohibited – Banned outright
- Restricted – Requiring permits or paperwork
- Unregulated – Can be traded freely
This quick check will inform you whether applying for a license makes sense for your purposes.
What Type of License Do You Need?
If it turns out you do need paperwork, the next step is identifying which kind.
There are two major categories:
- Open Individual Trade Control Licences (OITCLs)
- Standard Individual Trade Control Licences (SITCLs)
OITCLs cover multiple shipments of specified controlled goods between the UK and a particular country or countries. They are valid for up to 5 years.
SITCLs pertain to single shipments of specified goods between parties. They typically expire after 12-24 months.
Beyond that:
- Import/export quotas allocate set quantities of goods allowed.
- General licenses simplify logistics for low-risk everyday items.
- Global licenses enable trade in certain goods across entire regions.
Carefully select which option fits your situation. Identifying the proper classification early helps accelerate approval later.
Preparing Your Documentation
To submit a quality application, having your paperwork in order is critical no matter the license type.
Key documents required include:
- End user declaration – Explains intended use and finished destination for goods
- Import/export details – Specifies what items are being traded, their classifications, quantities, values, sources, etc.
- Business invoices – Documents the buying/selling transactions themselves
Additionally:
- Packaging lists itemize contents
- Certificates of origin confirm where goods originated
- Product brochures can demonstrate intended function
Expert tip: Overdocument rather than underdocument! Provide every piece of data that clarifies your trade purpose and logistics.
This shows compliance, attention to detail, and eagerness to supply any relevant materials. Submitting thorough apps makes approval vastly more likely.
Registering on OGEL and SPIRE
To actually submit a license application online, first you must enroll with two key UK portals:
- OGEL (Open General Export Licence) – For managing open general licenses
- SPIRE (Export Control System) – For applying for all other license types
These are where applications are created and processed. Both sites require registered accounts to access.
Registering OGEL
To register for OGEL:
- Go to www.spire.trade.gov.uk
- Select “Register”
- Enter your email and create a password
- Specify you are registering as an “Organisation”
- Fill in your company details
- Agree to the Terms of Use
- Verify via email confirmation
You will then be able to log into OGEL with your new account.
Registering SPIRE
To register for SPIRE:
- Go to www.spire.trade.gov.uk/spire
- Click “Register” in top right
- Select “Start now” under New Registration
- Specify “Standard” or “Open” licence types you need
- Agree to Terms of Use
- Type email and password
- Verify via confirmation email
- Then continue filling in corporate information
- Including Company Number, VAT, addresses, etc
With SPIRE registration completed, license applications can be started.
Filling Out Your Application
Both sites employ standardized forms with required fields for vital trade details.
In general, be prepared to provide:
- License type
- Applicant identities
- Exporter/end user specifics
- Commodity classifications
- Descriptions of goods
- Start/end dates
- Countries involved
- Quantities
- Package details
- Rules of origin
- Supporting document uploads
And more depending on situation.
Carefully complete each section with precise data according to the prompts. Leaving anything blank may stall or halt processing.
Describe goods thoroughly, provide exhaustive paperwork, and disclose the complete intended trade purpose. Demonstrate full compliance best practices.
Helpful Hints
- Save application as draft to revisit
- Use copy/paste for efficient data population
- Cross-reference paperwork to ensure consistency of details
- Have advisors doublecheck entries for accuracy
- Print preview to inspect layout before submission
Submitting excellent, thorough applications accelerates clearance. Strive to provide everything licensors need to evaluate and approve on first pass.
Supplementary Documents
Beyond the application itself, further documents help substantiate transactions.
Useful extras can include:
- Previous import/export licenses held
- Bank account info verifying legitimate commerce
- Images/schematics of goods
- Business registration certificates
- Inventory lists of other traded merchandise
- Financial statements demonstrating reliability
- Credentials like ISO certifications
- Any past positive appraisals from UK Border Force or HMRC
These supplementary materials paint a fuller picture of your professionalism and credibility.
Tip: Upload as PDF files under 10MB each for compatibility.
The more substantiation you voluntarily include, the greater regulators trust in your readiness for compliance. Strengthen applications accordingly.
Application Review Process
Once submitted, licensing evaluators meticulously inspect materials provided.
Review times vary dramatically – from several weeks to 6+ months depending on:
- Application quality
- License type complexity
- Product risk levels
- Agency workloads/backlogs
General Open Licenses for routine goods often clear quickly if properly structured. But expect thorough scrutiny for restricted items.
Applicants themselves cannot check status during processing. But rest assured evaluators will reach out with any document or information needs.
Remain responsive to compliance officers so you can swiftly provide further specifics as required. Sign into SPIRE/OGEL regularly to catch messages promptly.
Usually, licenses get issued unless major problems are discovered or unacceptable violations found. Still, stay patient and cooperative as the vetting unfolds.
Receiving Your License
Eventually, if satisfactory, expect license approval directly through SPIRE or OGEL.
The platforms allow you to:
- View granted licenses
- Download license documents
- Print authorization letters
- Save PDF copies locally
- Access reference numbers for customs checks
- Review any appended restrictions or provisions
Like applications, licenses contain critical details on:
- Goods permitted
- Quantities allowed
- Origin/destination countries
- Validity timeframes
- Applicable conditions
- Licensee identities
- Plus legal specifics
Carefully confirm all facets match your requested trade parameters. Look for any special limitations or amended quotas that may differ from your application.
By following all annotated stipulations, your international shipments remain fully sanctioned through entirety of the term.
Helpful Resources
Processing import/export licenses spans many complex regulations. Fortunately, the UK provides abundant helper materials:
Guides
- Export control training – Online learning
- Import/export helplines – Ask government advisors.
Tools
- Goods checker databases – Codes classifications
- Free trade agreement guidances – Duties rundowns
- Brexit updates – Latest regulatory changes
And abundant other handy offerings to simplify the intricacies of international trade!
In Closing
That covers the essential process of securing UK import and export licenses online.
The key steps again in review:
- Confirm if licenses are mandatory for your goods
- Classify ideal license types based on purposes
- Prepare thoroughly documented application data
- Enroll accounts on authorization portals
- Complete all digital form fields accurately
- Upload supplementary credibility evidence
- Cooperate promptly with any evaluator outreach
- Patiently await application approval
- Verify license specifics upon granting
- Renew well before expirations if trade ongoing
While dense regulations apply, don’t let complexity deter international ambitions. Compliance improves import/export efficiency, fosters best practices, and prevents penalties.
Through commitment to transparency, diligence, and open communication – viable licenses materialize smoothly.
You’ve now gained the knowledge to handle UK licensing logistics with ease! Best of luck with your global import and export endeavors!
