[YOUR NAME]
[Your position title]
[Your Branch/Program]
[if external to AAD provide
institution details]
Department of Agriculture
ATTENTION QUARANTINE:
Phone:
Mobile:
Email:
To whom it may concern,
[Replace all grey highlight sections throughout this letter with your own information that applies to your
sample consignment. Delete any sections that are not relevant to your samples/commodity name. Adapt
the text below to suit what you are importing and what your permit conditions specify you must declare.
Use exact wording from your permit wherever appropriate (this will help Quarantine staff match up your
samples with your permit and its conditions). Please read your import permit (or ICON case) for specific
details of what is required in the content of your declaration]
Samples consignment, HBOL (eCon) number [your eCon number], [your
voyage/flight number/year] of description: [text you entered in the eCon ‘Item
Description’ field – not the ‘Description of Consignment’field]. Samples are being
imported under IP[xxxx] of commodity name, [exact wording from Import Permit table
under column heading “Commodity Name” only.] Permit Condition [add here the
string of PC codes that are listed next to your commodity name in Import Permit table
under column heading “Condition Numbers”].
The samples were collected [brief description of e.g. collection location/s, date/s, etc].
The samples are packaged as required by the import permit, in [e.g. new clean
containers – provide description (make sure it matches the package information you
provided in eCon) i.e. container types, number, volume, quantity etc – be careful, some
permits have specific restrictions e.g. “no greater than 20 mL or 20 g for each
individually packaged unit”*] and are labelled as specified by the import permit with
[e.g. a yellow “Quarantine” label, the HBOL (eCon) number, the import permit number
etc, check your permit conditions to make sure your labelling is as required by the
permit*]. The samples are stored [xxxx e.g. frozen at -18C or preserved in 70 %
ethanol, etc].
The destination for these samples is QAP [xxxx e.g T1239, AAD cold storage facility or
T0068, AAD Wild Bld Laboratories - make sure you use a QAP that is listed in one of
the PC numbers that apply to your commodity name and is the same as that provided in
your eCon].
[This above section meets the generic permit requirement to provide “an overseas
supplier’s declaration describing the goods”, but some permits have additional
requirements to provide specific information, for example:
Antarctica –
valued, protected
and understood
203 Channel Highway
Kingston Tasmania 7050
Australia
www.aad.gov.au
ABN 56428 630 676
GST registered
Phone (03) 6232 3209
International +61 3 6232 3209
Fax (03) 6232 3215




Soil, water, microorganisms permit IP13019928, for PC0714 – must declare
“The microorganism have been sourced from soil and water samples only”
Animal tissue permit, IP14015685, for PC0714 – must declare: “The samples
were sourced from the Antarctic only” but may be sourced from any Antarctic
and Southern Ocean region.
AMMC/genetics permit, IP14007332, for PC6817 “The tissues have been
preserved (fixed) by treatment with 70% alcohol or 10% formalin or 4%
formaldehyde or a minimum of 2% glutaraldehyde” Delete any that do not
apply. Note, the preserved specimens do not have to be in the preservative at the
time of importation.
Plant permit IP14007020, for PC0855 – must provide a). A list of specimens in
the consignment (id at lease to genus level), b). For material to be incorporated
into a reference collection, a link to either the herbarium accession numbers or
collectors’ details/identifiers (e.g. the accompanying loan listing), and c). A
declaration that the specimens are not pathogenic and were inspected prior to
packaging and found free from live insects and excess soil and are not
knowingly infected with potentially viable pathogenic micro-organisms.
Yours sincerely,
[Your signature]
[Your name]
[Date]
When complete:
1. Ensure you’ve completed all grey highlighted fields &deleted those not related to your samples.
2. SAVE AS > PDF (if you have an electronic copy of your signature, you can paste this into the
signature field before you save as PDF, otherwise, print and sign and scan to get a signed
electronic copy).
3. Attach a hard copy of your signed declaration to each sample outer package (behind a Sample
cover sheet) along with a copy of the import permit and any other required documentation as per
the import permit or Dangerous Goods requirements etc.
4. Email a copy of the completed declaration to cargo@aad.gov.au, with the subject field labelled
“[Your eCon number] sample declaration”. Keep a copy for your own records – in case the
declaration becomes separated from your samples in transit.]
* Check your permit directly, or the relevant Permit Quick Reference Guide available on the Permits
intranet page: http://intranet.antarctica.gov.au/workspaces/science/sample-management/import-permits