Procedure for Amending Cosmetics Batch Numbers on Standard Import Notifications Due to Discrepancies Released

It appears that a discrepancy between the Batch Number (Manufacturing Number) recorded on the Standard Import Notification and the actual imported cosmetics is causing difficulties in the quality inspection process. Below is a detailed guide on the feasibility and the specific procedures required to amend this information.

Feasibility of Amending Batch Numbers

In principle, once a Standard Import Notification is issued and transmitted to the Ministry of Food and Drug Safety (MFDS) and the Korea Customs Service (KCS), the record is considered final and cannot be easily corrected. However, an exception is made in cases where the batch number on the physical product differs from the report post-clearance, necessitating an amendment to facilitate the mandatory quality inspection.

Amendment Procedure

The application for changing a batch number is handled through the electronic civil service portal of the Korea Pharmaceutical Traders Association (KPTA).

• Step 1: Access the KPTA website at www.kpta.or.kr.
• Step 2: Navigate to 'Import Business' > 'Cosmetics Import' > 'Electronic Civil Service' > 'Amendment of Cosmetics Import Batch Number/Date'.
• Step 3: Complete the application form and upload the required supporting documentation for submission.

Required Documentation

While the KPTA may request additional information depending on the specific case, the following documents are generally required:

• A copy of the original Standard Import Notification.
• A copy of the Import Declaration Certificate.
• A Statement of Reason (a detailed document explaining the cause of the discrepancy).
• Photographs of the product labels or packaging clearly showing the actual batch number.
• Quality inspection evidence (e.g., inspection request forms or preliminary results, if applicable).

Important Considerations

Because amending a Standard Import Notification is treated as an exception, the applicant must provide a clear and justifiable explanation for the discrepancy. Furthermore, even if the amendment is approved by the KPTA, you may be obligated to report these changes to other relevant regulatory bodies. It is strongly advised to consult with the KPTA directly to confirm the exact requirements before initiating the process.

Professional Advice for Future Imports

To avoid administrative delays and potential penalties, it is crucial to implement a double-check system to verify batch numbers against the shipping documents before filing the Standard Import Notification. If a discrepancy is identified before or during the clearance process, proactive correction or notification to the authorities is the best way to mitigate trade risks.