Guidelines for Importation and Exportation of Food products  
 
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Revi ew Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022  
    
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
GUIDELINES FOR IMPORTATION AND EXPORTATION OF 
FOOD PRODUCTS  
 
 
 
 
 
 
 
 
 
 
 
 
DECEMBER , 2022  
 
Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 2 of 23 FOREWORD  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 3 of 23 GUIDELINES DEVELOPMENT HISTORY  
 
DRAFT ZERO  01/05/2019  
ADOPTION BY RWANDA FDA  07/05/2019  
STAKEHOLDERS CONSU LTATION         10/11/2022           
ADOPTION OF STAKEHOLDERS’ COMMENTS  15/11/2022  
DATE FOR COMING INTO EFFECT  23/12/2022 
 
DOCUMENT REVISION HISTORY  
 
Date of 
revision  Rev 
No Changes made and/or reasons for revision  
13/05/2022  0 First issue  
24/11 /2022  1 1. Perishable and non -registrable food products to be imported shall comply 
with relevant specifications and/or requirements prescribed by the Authority. 
This change is made because perishable foods need special storage.  
 
2. The import visa is the first  step to apply for import authorization; it is an 
authorization which confirms that the products from an eligible manufacturer 
can be imported in the country.  
 
3. Manufacturer’s name shall be written on the invoice, if not, the importer 
shall mention it in  a letter,  
 
4. Requirements for import authorizations are revised:  
 
*Certificate of compliance or certificate of analysis may not be a mandatory 
requirement only for a justifiable reason approved by the Authority. Ex: if the 
manufacturer is located in a c ountry with stringent regulatory authority, in 
EAC or any country having agreement with Rwanda.  
 
*Certificate of origin and Packing list are not mandatory for all applications.  
 
5. The application processing time is 24 working hours (3 days).  
 
6. The valid ity for visa and import/export license has been updated to six 
months  
 
7. The procedure and condition for re -exportation of rejected consignment 
have been added  
 
8. Processing applications to import food products for special cases is added  
 
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 4 of 23 TABLE OF CONT ENTS  
 
FOREWORD  ................................ ................................ ................................ ................................ ....... 2 
GUIDELINES DEVELOPMENT HISTORY  ................................ ................................ .....................  3 
DOCUMENT REVISION HISTORY  ................................ ................................ ................................ . 3 
TABLE OF CONTENTS  ................................ ................................ ................................ ....................  4 
ACRONYMS AND ABBREVIATIONS  ................................ ................................ ............................  5 
DEFINITIONS  ................................ ................................ ................................ ................................ .... 6 
1. BACKGROUND  ................................ ................................ ................................ ......................  8 
1.1 Introduction  ................................ ................................ ................................ ...............................  8 
1.2 Scope  ................................ ................................ ................................ ................................ ..............  8 
2. IMPORTATION OF FOOD PRODUCTS  ................................ ................................ ...............  9 
2.1 Requirements  ................................ ................................ ................................ ................................ . 9 
2.1.1. Eligibility to import food products  ................................ ................................ ............................  9 
2.1.2. General requirements  ................................ ................................ ................................ .................  9 
2.1.3. Specific requirements  ................................ ................................ ................................ ..............  10 
2.1.3.1 Requirements to apply for Import Visa  ................................ ................................ .................  10 
2.1.3.2 Requirements to apply for Import License  ................................ ................................ ............  11 
2.1.3.3 Requirements to apply for importation of registered food products  ................................ ...... 12 
2.1.3.4 Authorization to import food products for special cases  ................................ .......................  13 
2.2 Processing applications  ................................ ................................ ................................ ................  15 
2.3 Validity of an authorization  ................................ ................................ ................................ .........  15 
2.4 Re newal of an import license  ................................ ................................ ................................ ...... 15 
2.5 Inspection of imported consignments at ports of entry  ................................ ...............................  16 
2.6 Sampling of imported products  ................................ ................................ ................................ ... 17 
2.7 Release of consignments  ................................ ................................ ................................ ..............  17 
2.8 Release underseal  ................................ ................................ ................................ .........................  17 
2.9 Reje ction of consignments  ................................ ................................ ................................ ...........  17 
3. EXPORTATION OF FOOD PRODUCTS  ................................ ................................ ............  18 
3.1 Eligibility for export  ................................ ................................ ................................ ....................  18 
3.2 General requirements  ................................ ................................ ................................ ...................  19 
3.3 Requirements for exportation of food products  ................................ ................................ ...........  19 
3.4 Processing and va lidity of an export license  ................................ ................................ ................  20 
3.5. Renewal of an export license  ................................ ................................ ................................ ...... 21 
3.6 Inspection of consignments to be exported  ................................ ................................ .................  21 
REFERENCES  ................................ ................................ ................................ ................................ .. 22 
 
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 5 of 23 ACRONYMS AND ABBREVIATIONS  
 
CE:     Conformité Européenne  
 
COA :     Certificate of Analysis  
 
EAC:              East Africa n Community  
 
GDL :    Guideline  
 
GDP :   Good Distribution Practice  
 
GMP :    Good Manufacture practices  
 
ISO:     International Organization for Standardization  
 
MoU :     Memorandum of Understanding  
 
NGOs :     Non-Government Organizations  
 
PoE:     Port of Entry  
 
PRIMS :    Pharmaceutical Regulatory information system  
 
RESW :  Rwanda Electronic Single Window  
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 6 of 23 DEFINITIONS  
 
In these guidelines, unless the context otherwise states:  
 
Authority  means Rwanda Food and Drugs Authority, or its acronym “Rwanda FDA” established 
under article 2 of th e law No 003/2018 of 09/02/2018  determining its mission, organization, and 
functioning ; 
 
Authorization  means a legal document granted by Rwanda Food and Drugs Authority to the 
applicant under the law No 003/2018 of 09/02/2018 determining its mission, organ ization, and 
functioning, it includes licenses, permits, to whom it may concern and certificates;  
 
Certificate of Analysis refers  to an official document that meant to testify  quality control data for 
a particular lot/batch of product,  
 
Certificate of Comp liance means a Certificate given by an authorized institution in the exporting 
country confirming that the manufacturer or distributor operate s in that country complying with 
requirements related to food manufacturing.  
 
Consignment means a quantity of goo ds that are sent to a person or a place to be sold;   
 
Donation means an act or instance of presenting processed foods and ot her regulated products , to 
recipients in emergency or as a part of development aid in non -emergency situations;   
 
Exporter means  a person, country, or organization that sends goods or services to another country ;  
 
Export License  means an authorization issued to an exporter by Rwanda FDA, aut horizing him/her 
to export products from the country;  
 
Fee means  the regulatory service fee cha rged in correspondence with service issued as prescribed 
in the Tariff of Fees for services rendered by Rwanda FDA Regulations in accordance with 
Article 9 and Article 32 of the Law No 003/2018 of 09/02/2018 and determining its mission, 
organization and fu nctioning.  
 
Food product  means any animal or plant products that have been processed or transformed from 
their original state and are intended for human or animal consumption including but not limited to 
beverages, food  supplements , tobacco, food additive s and food fortificants;  
 
Importer means  a person or organization that brings goods or services into a country from abroad;  
 
Import Visa means an authorization  which confirms that importer and products to be imported 
meet eligibility criteria as provided in the Regulations for importation and exportation of food 
products and can be permitted to enter the country. It gives permission to the applicant to confirm 
an order of the food products that he/she has been granted that Import visa for;  
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 7 of 23 Import License means an authorization  issued to importer authorizing him/her to import food 
products into the country after complying with the documenta tion of importation requirements  
pending physic al verification of the products . The importer will present this document  during the 
physical inspection of the imported products.  
 
Manufacturer means a person/company  engaged in the manufacturing of food products.  
 
Non-registrable food products  mean  foods that are exempted from the registration process, 
including perishable fo od products, as prescribed in Guidelines N o DIS/GDL/008 for  registration 
of processed food products.  
 
Perishable food product  means a food product that is subject to decay, spoilage or bacteria unless 
it is kept in special storage conditions, inclu ding foo d that has a shelf life  not exceeding 30 days 
when kept at ambient temperatures.  
 
Premises  means any plot of land, buildings or boats, aircrafts, vehicles, a part of a building, 
channels, yards, a place of storage, annexed to a building, or part of that b uilding, carriage or 
receptacle of any kind, whether open or closed used by food handlers.  
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 8 of 23 1. BACKGROUND  
 
1.1 Introduction  
 
The safety, efficacy, and quality of food products can be highly affected by the lack of adequate 
control on importation and exportation . It is therefore imperative that the manufacture, importation, 
and exportation of food products, both nationally and internationally conform to certain set 
standards.  
 
The Authority has developed these guidelines to strengthen the control of importation a nd 
exportation of these products and to assist those in the field to adhere to the legal framework during 
importation and exportation activities.  
 
The main objective of these guidelines is to provide importers and exporters of food products with 
the necess ary information to enable them to comply with the law and regulations governing the 
control of importation and exportation of these products.  
 
These guidelines are organized into two chapters. The first chapter provides for the requirements 
and procedures to be followed up during the importation of food products while the second one 
outlines the requirements and procedures for the exportation of these products.  
 
1.2 Scope  
 
These Guidelines apply to food products as specified in the law No  47/2012 of 14/01/2 013 relating 
to the regulation and inspection of food and pharmaceutical products and the law No 003/2018 of 
09/02/2018 establishing Rwanda Food and Drugs Authority and determining its mission, 
organisation and functioning.  
 
These Guidelines outline requir ements for the importation and exportation of food products.  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 9 of 23 2. IMPORTATION OF FOOD PRODUCTS  
 
2.1 Requirements  
 
2.1.1. Eligibility to import food products  
 
The following importers shall be allowed to import food products:  
 
a) A manufacturer of foo d products holding an operational license issued by the Authority;  
 
b) A wholesaler or retailer of food products holding an operational license issued by the 
Authority;  
 
c) Researchers or research institutions authorized by the competent institution to conduct 
nutritional research  or clinical trial in the country;  
 
d) An individual or company importing a sample for laboratory testing;  
 
e) Government institutions;  
 
f) Non-government institutions authorized by the competent institution;  
 
g) A beneficiary of food products dona tion upon presentation of the donation certificate;  
 
h) A company or individual attending the exhibition upon presentation of the invitation;  
 
i) A tourist, a visitor in the country or any other person for justified reasons after getting 
authorization from the Authority.  
 
2.1.2. General requirements  
 
a) All importers of food products must ensure they are granted import visa and license by the 
Authority prior to importation.  
 
b) All applications shall be in one of the official languages accepted in Rwanda. Any 
document  in another language, shall be translated  in one of the official languages .  
 
c) All food products must be imported by importers holding an Operational License issued by 
the Authority or who fall within the eligible importer category.  
 
d) Food products to be imp orted shall not be banned or contain  an ingredient that has been 
banned in the country of origin or in Rwanda for quality or safety purposes . 
 
e) Before entering at port of entry, food products to be imported shall have at least a shelf life  
of 6 months remai ning for products with an initial shelf life of 9 months or more. Products Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 10 of 23 with less than 9 months of initial shelf life  shall have at least 80% of the shelf life 
remaining.  
 
f) Food products to be imported shall comply with labelling  requirements according t o related 
Standards  and applicable regulations and guidelines . 
 
g) All consignments of food products shall pass through the gazetted ports of entry and shall 
be subjected to physical inspection at the port of entry or at the importer’s premise for the 
consign ments released under seal before being sold or used to ensure they comply with 
claimed specifications.  
 
2.1.3. Specific requirements  
 
2.1.3.1 Requirements to apply for Import Visa  
 
The import visa is the first step to apply for import authorization. It is an authorization that 
confirms that the products from an eligible manufacturer can be imported into the country.  
The following are the requirements to apply for an import visa:  
 
a) A proforma invoice showing:  
 
i. Invoice number and date,  
 
ii. Name and full address of supplier and importer,  
 
iii. Manufacturer’s name (if not, the importer shall mention it in a letter),  
 
iv. Country of origin of the products,  
 
v. A clear description of each product including brand and common names,  
 
vi. Quantity,  
 
vii. Value for each product and the cur rency.  
 
b) The operational  license of the importer . 
 
c) Certificate of compliance of the manufacturer or the supplier, including but not limited to  
either : ISO Certificate  or Good Manufacturing Practices certificate (GMP) or Good 
Distribution Practices certifica te (GDP) or Operational License from respective Regulatory 
bodies or Health certificate or Conformité  Européenne (CE), or HACCP or Bureau of 
standards permit to use standardization mark (Ex: TBS, KEBS…) if the manufacturer is 
from EAC, etc.  
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 11 of 23 Note:   
i. Certifi cate of compliance may not be a mandatory requirement only for a justifiable reason 
approved by the Authority.  Ex: if the manufacturer is located in a country with stringent 
regulatory authority.  
 
ii. Products imported from countries where certificate of compl iance  can’t be provided, will be 
allowed to be imported if and only if the Embassy of the country of origin  or representative 
of diplomatic mission in Rwanda  endorses the application. The endorsement confirms that 
products are imported from reliable source s. 
 
2.1.3.2 Requirements to apply for Import License  
 
After getting an Import Visa, the second step is to apply for an Import License. It is an 
authorization that permits the applicant to import the approved food pro ducts . It takes effect upon 
satisfaction  of physical inspection.  
 
The following are the requirements to apply for an import license:  
 
a) Import Visa  
b) Commercial invoice having the following information:  
 
i. Invoice number and date,  
 
ii. Name and full address of supplier and importer,  
 
iii. Manufacturer name ( if not, the importer shall mention it in a letter),  
 
iv. Country of origin of the products,  
 
v. Clear description of each product including brand and common names,  
 
vi. Quantity,  
 
vii. Value for each product and the currency.  
 
c) A packing list (if applicable) with the fol lowing information: Imported products and their 
quantities, batch/lot number, manufacturing and expiry date.  
 
d) Certificate of analysis , issued by the manufactu rer or a designated laboratory indicating the 
following information:  
 
i. Name and address of the manu facturer,  
 
ii. Brand and common name of the food product,  
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 12 of 23 iii. Product description,  
 
iv. Batch/lot number,  
 
v. Manufacturing and Expiry date (or Best before date or expiry time after opening),  
 
vi. Tested Parameters and their results (qualitative and/or quantitative),  
 
vii. Docu ment traceability references (e.g. document number, revision, etc.)  
 
viii. Signed by authorized personnel.  
 
Note:   
i. COA can be replaced by Health certificate or Phytosanitary certificate depending on 
the type of product.  
 
ii. Certificate of Analysis may not be a man datory requiremen t only for a justifiable 
reason approved by the Authority.  Example: Products manufactured in EAC member 
states, or if the manufacturer is located in a country with stringent regulatory 
authority ... 
iii. Products impor ted from countries where Ce rtificate of analysis  can’t be provided, will 
be allowed to be imported if and only if the Embassy of the country of origin or 
representative of diplomatic mission in Rwanda endorses the application. The 
endorsement confirms that products are imported from  reliable sources.  
 
e) A Proof of Payment of verification fees as specified in the Regulations CBD/TRG/004 
related to regulatory service tariff/fees and fines.  
 
2.1.3.3 Requirements to apply for importation of registered food products  
 
To import food products  registered by Rwanda FDA, the applicant shall submit the following 
requirements:  
 
For import visa:  
 
a) Proforma invoice , 
 
b) Food registration certificate,  
 
c) Operational license.  
 
For import license:  
 
a) Commercial invoice,  
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 13 of 23 b) Certificate of analysis or health certi ficate  (where applicable) , 
 
c) Proof of payment of verification fees as specified in the Regulations CBD/TRG/004 related 
to regulatory service tariff/fees and fines.  
 
2.1.3.4 Authorization to import food products for special cases  
 
a) Particular r equirement  to import  raw materials for food manufacturing:  
 
The applicant shall hold Operational license for manufacturers,  
 
b) Particular requirement s to import perishable food products:  
 
Requirements for importation of perishable food products are provided in the Guidance  Doc. N °: 
FDISM/FDIEC/GDC/001 on control of importation and exportation of perishable food products.  
 
c) Particular requirement s to import food products declared as personal effects : 
 
Requirements for importation of food products declared as  personal use, not  for sale, are provided 
in the Guidelines No: DIS/GDL/073 related to importation and exportation of regulated products 
declared as personal effects.  
 
d) Particular requirement s to import food products for donation:  
 
i. Certificate of donation,  
 
ii. Donation acceptan ce letter (where applicable),  
 
e) Particular requirement s to import food products for exhibition : 
 
i. Invitation to the exhibition event , 
 
ii. Commitment letter agreeing to re -export the remaining products after exhibition.  
 
f) Particular requirement s to import food pr oducts for research purpose:  
 
Authorization to conduct research issued by competent  institution,  
 
g) Particular requirements to import food products for education purpose:  
 
The applicant shall explain, in the application letter, food products to be impor ted a nd how they 
will be used f or education al purpose,  
 
 
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 14 of 23 h) Particular requirement s to import food products for sample registration:  
 
The importer shall  indicate,  in the application letter that products are for registration  and mention 
the required quantity.  
 
i) Particular requirement s to import food products for laboratory testing:  
 
The importer shall indicate, in the application letter, the laboratory that will perform the testing  and 
mention the required quantity.  Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 15 of 23 j) Obligation to apply for import license for consi gnments without quality certificates  
 
Eligible importers who imported food products without certificates of analysis or fail to acquire 
them  prior to importing food products, shall consent to incur the cost for laboratory testing for each 
batch of imported  products .  
 
The tests shall be done in accredited laboratories or designated laboratories. Importers  must allow 
Inspectors to randomly take needed samples from the consignment.  
 
2.2 Processing applications  
 
a) An application for import visa or for import lic ense, fulfilling all requirements, will be 
processed within 24 working hours (3 days).  
 
b) The applicant will be notified by the Authority, in writing, about the decision either 
approval or rejection.  
 
c) An authorization is issued to a certain applicant, for a  particular consignment, and shall 
not be transferable.   
 
2.3 Validity of an authorization   
 
a) The import visa shall be valid for six (6) months from the date of issuance.  
 
b) The import license shall be valid for  six (6) months from the date of issue.  
 
2.4 Renewal of an import license  
 
In case an import license is expired before it is used, the applicant shall apply for renewal by 
submitting the following documents  
 
a) Application letter,  
 
b) Operational license of the importer,  
 
c) Expired import license,  
 
d) Commer cial invoice, and  
 
e) Payment proof of inspection fees used for the previous application.  
 
 
 
  Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 16 of 23 2.5 Inspection of imported consignments at ports of entry  
 
a) Each consignment of food products must be inspected by the Authority at the port of entry or 
at importer ’s premise for the consignments released under seal, before being used to ensure 
they comply with applicable regulations and claimed specifications.  
 
b) The consignment must be accompanied by the following requirements:  
 
i. A valid import license issued by the A uthority,  
 
ii. A corresponding commercial invoice,  
 
iii. A certificate of analysis for each batch,  
iv. Bill of lading for products that require special storage conditions.  
 
c) The imported food products must have at least a shelflife of 6 months remaining for 
products wit h initial shelf life of 9 months or more and shall have at least 80% of the shelf 
life remaining for products with less than 9 months’  initial shelf life.  
 
d) The appearance of the imported food product shall reflect its true nature for example, free 
from for eign matters, damaged package, discoloured, etc.  
 
e) The primary packaging of imported food product shall be clearly labelled in at least one of 
the official languages used in Rwanda and the labelling shall comply with the relevant food 
labelling standard.  
 
f) If any message on the label is not in one of the official languages, a supplementary label 
translated in one of the official languages shall be used and availed to consumers.  
 
The translated information , fully and accurately reflect ing the one on the orig inal label , 
shall be submitted to the Authority , whereas a supplementary label to be availed to 
consumers shall  clearly show: Product ’s common and brand name, batch  number, 
Manufacturer, list of ingredients, storage conditions, production and expiry dates .  
 
g) The translation shall be signed and stamped by the manufacturer or the Embassy of the 
country having the original language on the label as their official language or stamped by a 
Notary who knows that language.  
 
h) Food products with labels which show evid ence of alteration, will be regarded as 
substandard and shall be condemned  (seized, rejected , destroyed… ). Such alterations 
include:  
 
i. Entire label or parts with details such as bat ch number, manufacture  and expiry  dates 
are cut off,  
 Guidelines for Importation and Exportation of Food products  
 
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                                                                  Page 17 of 23 ii. Evidence of labels bei ng removed or new ones attached or new labels being pasted 
over old ones,  
 
iii. Details of being erased or painted out and replaced with new details,  
 
iv. Counterfeiting.  
 
i) The primary  package shall be sealed in such a way that the product cannot  be reached or 
temp ered wi thout dama ging the seal.  
 
j) The Authority, when deemed necessary and for justified reasons, may release underseal an 
imported consignment while waiting for the client to comply with importation requirements 
and/or to obtain a full release of the impor ted products for their intended use.  
 
2.6 Sampling of imported products  
 
During physical inspection, if any food product is suspected for poor quality or whenever deemed 
necessary, the inspector may take samples for further investigation and the consignmen t shall not 
be released until the laboratory results are available for decision -making. The inspector shall fill out 
the Report of findings (PV de constant ). 
 
In case of routine sampling, the consignment from which the samples have been taken shall be 
released to the importer for distribution.  
 
2.7 Release of consignments  
 
Once the Inspector confirms that all importation conditions have been fulfi lled as required, the 
consignment shall be release d.  
For the partial shipment, the  inspector will write " PARTIA L SHIPMENT " on the import license 
and invoice mentioning the imported and the remaining quantities.  
 
2.8 Release underseal  
 
When a consignment is not physically inspected at port of entry or needs further inspection, for 
example for intra -region consignmen ts, consignments that require special storage conditions, 
consignments that cannot be offloaded at the port of entry, etc. shall be released and inspected at 
owner's premise before being used.  
 
2.9 Rejection of consignments  
 
If the physical inspection fin ds out that the consignment doesn’t comply with related food 
Standards, the products shall be condemned. The importer shall implement the decisions taken 
and incur the cost.  
 
The following shall apply for such consignments:  Guidelines for Importation and Exportation of Food products  
 
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                                                                  Page 18 of 23  
a) The inspectors shall not rel ease the consignment. They shall issue a Report of findings (PV de 
constat zz) stating clearly the quarantined products and the “REJECTION” decision.  
 
Food products rejected because of safety and quality reasons shall be disposed of . The owner 
of the products  shall apply for safe disposal to be done  under supervision of Rwanda FDA 
inspectors.  
 
The Inspectors, customs officials and representatives from other relevant Government 
institutions may jointly supervise destruction of the rejected consignment. After co mpletion of 
destruction, Rwanda FDA shall issue a Disposal certificate to the importer.  
 
The Rejected product will get a print release order in the Rwanda electronic single window 
(ReSW) after submission of the disposal certificate.  
 
b) Food products rejec ted for reas ons other than their  safety shall be rejected and follow the 
procedure for re -export.  
 
The following are reasons for re -export of a consignment:  
 
i. Food products which are not allowed, banned or withdrawn from the Rwanda market.  
 
ii. Food products wh ich do not meet the labelling requirements.  
 
iii. Any other reason the Authority may deem necessary.  
 
The importer shall re -export them in the country of origin or to a third country within a period of 
one month from the date of rejection and incur the cost.  
 
The importer will be given a r e-export authorization  by Rwanda FDA.  
 
3. EXPORTATION OF FOOD PRODUCTS  
 
3.1 Eligibility for export  
 
Only the following shall be allowed to export food products:  
 
a) A manufacturer of food products holding an operational license issue d by the Authority;  
 
b) A wholesaler or retailer of food products holding op erational license issued by the 
Authority;  
 
c) Researchers or research institutions authorized by competent institution to conduct 
research;  
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 19 of 23 d) An individual or company exporting a sampl e for laboratory testing;  
 
e) Government institutions  
 
f) Non-government institutions authorized by competent institution;  
 
g) A company or individual attending exhibition  
 
3.2 General requirements  
 
a) Exporters of food products shall have a valid Export license iss ued by the Authority.  
 
b) All food products must be exported by exporters whose premises are licensed by Rwanda 
FDA or who fall within the eligible exporter category.  
c) Non-pre-packaged /non-registrable food products to be exported shall comply with 
specificatio ns and/or requirements prescribed by the Authority.  
 
d) Food products to be exported shall comply with relevant food Standards.  
 
e) All consignments of food products to be exported must exit through gazetted ports of exit 
and shall be subjected to physical inspe ction at the port of exit or at the exporter’s premise 
to ensure they comply with claimed specifications.  
 
3.3 Requirement s for exportation of food products  
 
Applications for an export license shall be accompanied by the following documents:   
 
a) Operational license of the exporter  
 
b) Invoice of the product to be exported including the following information:  
 
i. Invoice number and date,  
 
ii. Manufacturer name,  
 
iii. Name and full address of exporter and importer,  
 
iv. Country of origin of the product,  
 
v. Clear description o f each product including brand and common names,  
 
vi. Quantity, value for each product and the currency.  
 
c) A packing list (if applicable) with the following information: exported products and their 
quantities, Batch/lot number, Manufacturing and expiry date.  Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 20 of 23  
d) Certificate of analysis issued by the manufacturer or a designated laboratory, for each batch 
number, indicating the following information:  
 
i. Name and address of the manufacturer,  
 
ii. Brand and common name of the food product,  
 
iii. Product description,  
 
iv. Batch/lot number,  
 
v. Manufacturing and Expiry date (or Best before date),  
 
vi. Tested Parameters and their results (qualitative and/or quantitative),  
 
vii. Document traceability references (e.g. document number, revision, etc.)  
 
viii. Signed by authorized personnel.  
 
Note:  COA is n ot a requirement for products with S -Mark that are exported to EAC member states.  
 
e) Proof of Payment of verification fees as specified in the Regulations CBD/TRG/004 related to 
regulatory service tariff/fees and fines.  
 
Applications for export authorizatio n of food products for special use  shall be accompanied by an 
application letter clearly explaining the purpose of exporting such consignment, to whom it is 
directed and the country of destination.  
 
Food products for special use  include ; 
  
a) Food products de clared as personal effects ,  
 
b) Food products for exhibition ,  
 
c) Food products for research purpose,  
 
d) Food products for laboratory testing , 
 
e) Any other reason the Authority may deem justifiable.  
 
3.4 Processing and validity of an export license  
   
a) An applicati on for an export license, fulfilling all requirements, will be processed within 3 
working days.  Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 21 of 23  
b) The applicant will be notified by the Authority, in writing, about the decision either approval 
or rejection.  
 
c) The export license shall be valid for six (6) m onths from the date of issue.  
An export license is issued to a certain applicant, for a particula r consignment, and shall not be 
transferable.  
 
3.5. Renewal of an export license  
 
In case an export license is expired before it is used, the applicant shall apply for renewal by 
submitting the following documents:  
 
a) Application letter,  
 
b) Operational license of the exporter,  
 
c) Expired export license,  
 
d) Commercial invoice, and  
 
e) Payment proof of inspection fees used for the previous application.  
 
3.6 Inspection of consignments to be exported  
 
Each consignment of food products must be inspected by the Authority at the port of exit or at the 
exporter’s premise prior to exportation to ensure they comply with applicable regulations and 
claimed specifications.  
 
 
 
 
 
 
 
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 22 of 23 REFERENCES  
 
1. The law No 003/2018 of 09/02/2018 establishing Rwanda Food and Drugs Authority and 
determining its mission, organization and functioning.  
 
2. The law N o 47/2012 of 14/01/2013 relating to the regulation and inspection of food and 
pharmaceutical products.  
 
3. The Regulations N o FDISM/FDIEC/TRG/00 3 governing control of importation and exportation 
of food products.  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 Guidelines for Importation and Exportation of Food products  
 
Doc. No.: FDISM/FDIEC/GDL/002  Revision Date: 24/11/2022  Review Due Date: 22 /12/2025  
Revision No.: 1  Approval date: 16 /12/2022   Effective Date: 23 /12/2022 
                                                                  Page 23 of 23 ENDORSEMENT OF THE GUIDELINES