GUIDELINES HOW TO FILL IN THE IMPORT LICENCE APPLICATION FORM

The application form consists of four sheets printed back to front. On successful application, sheets 1 and 2 (pages 1 to 4) become the import licence.  Sheets 3 and 4 (pages 5 to 7) will be retained by the Department.

Only the light grey boxes of the form must be completed by the applicant.  These are the section on goods to be imported and the section on the applicant.  The rest of the forms will be completed by either the Commerce Department or the endorsing entities where applicable.

It is important that the information inserted in the Holder’s copy is replicated in the Issuing Authority’s copy. When forms are compiled online this happens automatically – that is, when information is typed in pages 1 and 2, the same information shows in pages 5 and 7. 

The form must be signed by the declarant/representative in Section 3 of the Holder’s copy and Section 2 of the Issuing Authority’s copy. If a representative has not been engaged, the form must be signed by the importer.

The application for an import licence also contain a Data Protection Declaration on Page 4.

Page 3 of the Import licence can be used for attributions, meaning that the quantity of the licence can be imported gradually over time, up to the date of expiry of the licence. 

The information required in each section is detailed below:

 Sections to be filled by the applicant

Goods to be imported     (Section A - Holder’s copy and Issuing Authority’s copy)

HS Code

One HS Code per application.

The HS Code has to be provided at a 4-digit level as a minimum, but if possible provide up to 10-digit level.

 Description of goods

A brief description of goods. This must reflect the description of goods found in the Schedule of the Importation Control Regulations, 2004 (L.N. 242 of 2004). If necessary, use the wording of the Schedule as heading and proceed by detailing the exact item being imported.

Quantity

This figure has to indicate the quantity which is expected to be imported within the term of validity of the licence.

 Unit of measure

The unit of measure describes the quantity (example: kilograms, cans, units, etc.).

 Country of Origin

The country where the products were made.

 Country of Consignment

The country from where the products will be shipped to Malta.

 Applicant      (Section C - Holder’s copy, Section B - Issuing Authority’s copy)

 Importer                    

Full Name and ID Card

Where the importer is a natural person - details of the person carrying out an import.

Where the importer is a company – details of the person representing the company in terms of the application for an import licence.

 Company Name and VAT number

To be provided where the importer is a company.

If the importer is a natural person, and the import is for own use, the field ‘VAT number’ can be left empty.

 Address, contact number and the email address

These are compulsory fields in all of the above scenarios.

 Declarant/representative

Is the person/entity filing the application on behalf of the importer. 

 Full Name and ID Number, Company Name and VAT number

The details of the declarant.

If a company, the name and ID number of the person representing the company in compiling this application.

If the declarant/representative is not a company, the field ‘company name’ can be left empty.

If representation is not conducted as a commercial activity, the VAT number can be left empty.

 Address, Contact Number and the Email Address

These are compulsory fields if a declarant/representative has been engaged.

 Signature and Date

If the importer is not engaging a representative to compile the import licence application form, only the signature and date of application is required in this section. These would be filled in directly by the importer, whose details would be found under the section entitled ‘Importer’.

 Sections to be compiled by the endorsing authorities

The sections outlined hereunder are only employed when another entity is involved in the licensing procedure through endorsements on the import licence application. The applicable goods can be found listed here.

 Conditions by competent entities          (Section 2 - Holder’s copy)

The endorsing authority will only fill in this section if it deems that the licence should be issued against the specific conditions. This it is not a compulsory field and only filled in when needed. There may be more than one entity involved.

 Comments by competent entities           (Section 3 - Issuing Authority’s copy)        

This is a compulsory field for those HS Codes which require endorsement by competent entities.  The list of these codes can be found here.

Each endorsing entity has to stamp, sign and indicate the date and the name of signatory in Section 3 of the Issuing Authority’s copy (page 6).  Any conditions which the same entities assign to the application would be indicated in Section 2 of the Holder’s copy (page 1). The Holder’s copy would translate into a licence when issued by the Commerce Department.

Sections to be compiled by the Commerce Department – Issuing Authority

If the application for an import licence is in order, the Issuing Authority will issue the licence by filling in the following sections:

·       Issue No.

·       Last Day of Validity

·       Authorisation -  Section 4 (Holder’s and Issuing Authority’s copy)

·       For office use -  Section 5 (Issuing Authority’s copy)

 Section used after the licence is issued

 Holder’s copy           (Section E)

This is a Customs process used after a licence is issued.  It permits the quantity of the licence to be imported gradually over time, until the date of expiry of the licence.