When a case is presented for the first time to the Commerce Department this must be
done through an application compiled and submitted online. The application is an
electronic form which can be accessed from commerce.gov.mt or servizz.gov.mt.
A separate form is to be submitted for each dual-use code. If a shipment comprises numerous
items, having different codes and hence requiring separate applications, the fact that they
comprise one shipment should be indicated in the section ‘additional information’.
A step by step guideline on the information required in each field of the application is found
below. An asterisk (*) indicates a compulsory field.
On starting the application process select the applicable bullet (*) from:
• New Application – applicable if a new application is involved.
• Continuation of Previous Application – applicable if an application is being resubmitted in view of amendments over the original submission. This is a normal
occurrence which may arise out of a request for clarifications from the Commerce
Department or corrections needed in view of errors or missing information in the
original submission.
If this option is chosen, insert the Department Reference Number in the indicated
field. This alpha numeric code is found in the email correspondence received from the
Commerce Department in reaction to the original submission. It takes the form -
MTEXP/year/000/00000.
SECTION 1. EXPORTER (*)
The exporter is the natural or legal person or partnership on whose behalf an export
declaration is made, that is to say the person who, at the time when the declaration is
accepted, holds the contract with the consignee in the third country and has the power for
determining the sending of the item out of the customs territory of the Community. If no export
contract has been concluded or if the holder of the contract does not act on its own behalf,
the exporter shall mean the person who has the power for determine the sending of the item
out of the customs territory of the community.
Article 3.1 Council Regulation (EC) 428/2009.
The below listed exporter’s details are to be provided. The application refers to a ‘company’
however, the exporter could also be another form of entity, for example an international
organisation or governmental body. In that case details are to be provided under the fields -
name, website and address.
If the exporter is incorporated as a company all the below fields are required.
Company name
VAT number (required if the company is registered in Malta/EU)
Website
Company number (if the company is registered in Malta, this would be the MFSA
registration number)
Address
The details of the person representing the company/entity in terms of this application are to
be provided in the following fields:
Occasionally, the exporter is a natural person acting in his own capacity and not conducting
a commercial activity through this export. In this case, the only details required are the full
name, ID/Passport number, email, contact number and address.
When the exporter is a private enterprise or a governmental/military body the ID Card or Passport number is not a compulsory requirment. For government/military bodies the request for a VAT and company registration number is not applicable..
SECTION 2. AGENT/REPRESENTATIVE
If an agent has been engaged by the exporter to apply for an export licence, provide the
following details of the agent/representative (*):
Company name
VAT number (required if the company is registered in Malta/EU)
Website
Company number (if the company is registered in Malta, this would be the MFSA
registration number)
Address
The following details of the person representing the company for the purposes of this
application (*):
If no agent has been engaged, this section
is to be left entirely empty.
When the export is of a personal nature, and if a person is conducting the export formalities
on behalf of another person but not as a commercial activity, the details required are the full
name, ID/Passport number, email, contact number and the address. This is normally the case
when the transaction involves family members.
Otherwise, all fields are obligatory with the exception of the ID/passport number.
SECTION 3. CONSIGNEE (*)
The consignee is the first recipient of exported goods in the country of destination. The
following details are to be provided:
The following details of the contact person representing the company are required:
If the consignee is a private enterprise or governmental/military body the request for ID Card or Passport number
is not compulsory. The VAT and Company registration number is also not expected from military/governmental bodies.
SECTION 4. END-USER (*)
The end user is the final receiver and as the name implies, the user of the exported goods.
The below listed end user’s details are to be provided. The application calls ‘company’
however, the end-user could also be another form of entity, for example a governmental,
military or international body. In that case details are to be provided under the fields - name,
website and address.
If the exporter is incorporated as a company all the below fields are required.
If the address of the end-user is not the same as the location of end-use of the items, this
other location is to be specified in the ‘Additional Information’ section.
Contact person representing the end-user for the purposes of this application :
If the End User is a natural person taking possession of the goods for personal use, the only
details required are the full name, ID/Passport number, email, the contact number and the
address.
The VAT and Company numbers are not expected from governmental/military bodies. The ID/passport number is not a compulsory requirment for private enterprises or governmental/military bodies.
SECTION 5. COUNTRIES (*)
Country of Origin
The country where the goods were manufactured.
Country of Consignment
The country to which the goods are being transferred and where they will be received by the
consignee.
Member state of current or future location of the items
The EU Member State where the item is located at the time of the filing of the application
with the Maltese authorities. If at the time of application, the item is not at a member state,
insert the first Member State that the item will go to during its transfer journey.
Under the section ‘Additional Information’ it is suggested that you elaborate on the transfer
journey.
In the case of exports, re-exports and intra-community transfers, this field will be Malta.
Member state of intended entry into the customs export
The EU Member State where the item entered/will enter the export procedure.
In the case of exports, re-exports and intra-community transfers, this will be Malta.
Country of Final Destination
The country where the products will be employed by the end-user.
SECTION 6. CUSTOMS EXPORT PROCEDURE (*)
Choose one option: Export, intra-community transfer, transit, transhipment, re-export,
temporary export, or other. If the option ‘other’ is chosen, specify the description in the space
provided.
SECTION 7. ITEM (*)
It is important that details in this section are precise.
HS/CN Code
The Combined Nomenclature (CN) of the goods under application. This must be an 8-digit
number.
Control List No.
The code should be alphanumeric in accordance to Annex 1 of Council Regulation (EC) No 2021/821. For example: 6A004 plus further subcategories if applicable. A fully detailed code
(more than 5 digits) is preferred.
Description of the Item
A detailed description of the goods under application, including for example the brand, the
full technical name, the capacity, calibre etc.
Serial/Chassis No
Where applicable provide the Serial numbers / Chassis numbers / Model numbers / Engine
numbers or any other means of unique identification of the goods under application.
Value in Euro
The value in Euro of the total goods under application. The conversion rate established by the
Customs Department may be utilised.
Contract Date
Date of contract (if available).
Quantity
The total number of items covered by the application.
Unit of measure
The unit of measure describes the quantity (example kilograms, units, etc.).
SECTION 8. END USE (*)
End use description
Provide a fully detailed explanation of the specific purpose for which the item under
application will be used.
Additional information deemed relevant to include
This section provides the possibility to present any information to support the application or
to put the application in context, for example by explaining how the different players listed in
the application are interacting for the purposes of the transfer. Or to inform of the location
where the goods will be used, if it is different from the address of the end-user. Any
information deemed relevant ought to be included.
SECTION 9. DECLARATION (*)
The declaration may be drawn either by the exporter or the agent. It is to include the date
and the person’s:
SECTION 10. OTHER
This section allows free text for the applicant to add any other information. It may also be
used to list the identification numbers of the items under application if there were too many
to fit in the box entitled Serial/chassis no.
SECTION 11. DATA PROTECTION
This section is provided for information purposes.
SUPPORTING DOCUMENTATION (*) AND SUBMIT
The form must be accompanied by documentation. The minimum starter requirements are:
an End User Certificate (EUC)
an import permit in the case of exports
an export permits in the case of transits and transhipments
It is encouraged to submit other documents such as the bill of lading or airway bill, invoices,
packaging lists, contracts, note verbal, registration certificates, operating licences,
certifications, etc.
All documents must be presented in either Maltese or English. If the documents are in another
language, they are to be accompanied by a certified translation to English.
It is to be noted, that documents are not requested in original for applications to be
processed. But on issuance, for licences to be collected, the EUC, is required in original.
To attach a document press ‘add files’, choose the required document and press ‘start’. Once
the document shows as uploaded proceed with other documents. Attach as many documents
as necessary.
Once you are certain that all documents have been added, all the information inputted in the
application, and the signature signed electronically, press ‘submit’. The form will reach the
Department, whilst you will have a pdf copy of your submission for record purposes.
The Department will acknowledge receipt of your application and will then reach out with
feedback on your submission.
These guidelines are to be considered as non-binding and the Department reserves the right
to request further or different information from that outlined in these guidelines.
Date last updated 09/06/2022