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GUIDELINES HOW TO FILL IN THE IMPORT LICENCE APPLICATION FORM

The electronic application form consists of seven pages. However, the applicant is only required to fill in the light grey boxes on pages 1 and 2. These two sections ask information about the goods to be imported (Section 1) and the applicant (Section 3). It is important to ensure that the form is signed online by the declarant/representative in page 2. If a representative has not been engaged by the importer, the form must be signed by the importer himself.

The rest of the form will be replicated automatically on submitting it, whilst the remaining fields will be completed by either the Commerce Department or the endorsing entities as applicable.

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 Commerce Department.

A Data Protection Declaration is found on Page 4.

Section 5 (Page 3) becomes effective once an Import licence is issued. It is dedicated for attributions, meaning that the quantity covered by the licence can be imported gradually over time, up to the date of expiry of the licence.   This licence ceases to be valid once the quantity it covers is fully imported or on the expiry date, whichever occurs first.

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. The wording of the Schedule may be found in this table next to the corresponding HS Code.

The text in this section must not exceed 10 lines.​

For goods under code 3808, the brand name of the product has to be included.

Quantity

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

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 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

This is a compulsory requirement.

Normally completed by the declarant/representative. However, if the importer is not engaging a representative to compile the import licence application form on his behalf, only the signature and date of application need to be completed in this section. In this scenario the signature would be that of the importer whose details would have already been provided 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. The applicable goods can be found listed here. It is the Commerce Department which interacts with other approvers after receiving an application.

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).  These are retained by the Commerce Department and do not necessarily show on the licence. 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 with a licence number and expiry data amongst other elements.

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 5)

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. 

Last update – 19 October 2020

Application Form


FAQs
 
List of goods subject to licensing and endorsing authorities - by HS Code​
 
Contact details of endorsing authorities​​