Importing your first container of frozen fish, meat or poultry from Europe takes ten steps, from defining the product to clearing the goods at your port. The two that protect your money come before any payment: checking the supplier in official registers and securing your import permit. For Abidjan, count about 5 to 7 weeks from order confirmation to arrival on the fastest direct service, and longer with transshipment.
The 10 steps at a glance
| Step | What you do | Who does it | Typical time |
|---|---|---|---|
| 1. Define the need | Product, size, grade, packing, number of containers | Buyer | 1 day |
| 2. Request an offer | Send product, quantity, port, Incoterm, shipment month | Buyer, then supplier | Reply within 24 working hours at ATC |
| 3. Choose the Incoterm | EXW, FOB, CFR or CIF | Both | Set in the offer |
| 4. Verify the supplier | Company register, VAT number, plant approval, fraud signals | Buyer | 1 to 2 days |
| 5. Contract and payment | Contract or proforma, LC at sight or TT | Both, and the banks | 3 to 10 days |
| 6. Import permit | Permit and pre-arrival filings in your country | Buyer (importer) | Depends on the country, start early |
| 7. Loading and inspection | Reefer at -18 °C, photos, seal, optional SGS or Bureau Veritas | Supplier, inspector on request | 10 to 21 days after confirmation (ATC) |
| 8. Export documents | Health certificate, origin, B/L, packing list, invoice, catch certificate | Supplier, authorities, carrier | At and after loading |
| 9. Transit and free time | Track the vessel, plan clearance before arrival | Carrier, buyer | 23 to 26 days to Abidjan on the fastest direct service |
| 10. Arrival and claims | Clearance, inspection, delivery to cold store, claims with evidence | Buyer, broker, authorities | Within the free time |
Step 1. Define what you need
A precise request gets a precise price. Write down five things first.
- Product and trade name. For fish, give the species, not only the market name: horse mackerel (kote), Atlantic mackerel (titus), herring (shawa), hake (panla), sardinella. For meat, name the cut: chicken leg quarters, pork front feet, beef tripe.
- Size or grade. Fish is sold by size (pieces per kilo or grams per piece). Poultry has grade A or ungraded, with or without back. Offal has a description such as washed or bleached.
- Packing. Carton weight, block frozen or IQF, glazing for fish, labelling language.
- Quantity. The trade unit is one full 40ft reefer container. ATC loads about 26 t net per 40ft (25 to 27.5 t depending on product and packing). Skimmed milk powder travels in a dry container: 24 to 25 t in a 40ft, 16 to 18 t in a 20ft.
- Shelf life you need on arrival. Ghana's FDA, for example, requires at least 60% of the shelf life to remain when the goods are inspected at the port of entry. Ask for the production date range before you confirm.
Check that the product can legally enter your country. Nigeria, for example, prohibits imports of unprocessed poultry, pork and beef, while frozen fish is allowed under quota and permit (USDA FAIRS report, 2024). ATC does not offer frozen poultry for Côte d'Ivoire. Our market pages list what we ship to each country.
Useful product pages: frozen mackerel, Atlantic horse mackerel, chicken leg quarters, pork front feet, beef tripe, skimmed milk powder.
Step 2. Request a written offer
Send one message with everything the supplier needs. A complete request saves a round of questions and gets a firm offer faster.
| Information | Example | Why it matters |
|---|---|---|
| Product and specification | Horse mackerel, 200-300 g, block frozen, 20 kg carton | Price depends on species, size and packing |
| Quantity | 2 x 40ft reefer | Volume affects freight and plant scheduling |
| Destination port | CIF Abidjan, CIF Tema, CIF Douala | Freight and documents differ by port |
| Incoterm | CIF, CFR or FOB | Decides who books and pays freight and insurance |
| Shipment window | Loading in the second half of November | Plants and carriers book weeks ahead |
| Importer details | Company name, country, import licence status | Needed for documents and permits |
| Special requirements | Halal (poultry and beef), labelling language, inspection | Must be fixed before loading |
ATC replies to a complete request within 24 working hours. An offer is firm for a few days only, because plant prices and freight change from week to week. Send your request through the quote form or on WhatsApp.
Step 3. Choose the Incoterm
The Incoterm says where the seller's costs and risks stop. It does not set the payment method or the moment ownership passes (U.S. International Trade Administration). Four terms are common for frozen food from Europe.
| EXW (Ex Works) | FOB (Free on Board) | CFR (Cost and Freight) | CIF (Cost, Insurance and Freight) | |
|---|---|---|---|---|
| Place named | Plant or warehouse in Europe | European loading port | Your destination port | Your destination port |
| Truck to port and export clearance | Buyer | Seller | Seller | Seller |
| Sea freight (reefer booking) | Buyer | Buyer | Seller | Seller |
| Marine insurance | Buyer, if wanted | Buyer, if wanted | Buyer, if wanted | Seller (minimum cover) |
| Risk passes to buyer | At the plant | When loaded on board | When loaded on board | When loaded on board |
| Unloading, import clearance, duties | Buyer | Buyer | Buyer | Buyer |
| Suits a first import? | Rarely | If you have your own freight contract | If you insure locally | Usually the simplest |
Two points surprise first-time buyers:
- Under CIF and CFR, the risk passes to you at loading in Europe, not on arrival. The seller pays the freight, but a loss at sea is claimed under the insurance policy.
- CIF insurance is minimum cover. Under Incoterms 2020, the default for CIF is Institute Cargo Clauses (C), unless the parties agree a higher level (ICC). Cover is normally at least 110% of the contract value. If you want wider cover, write it in the contract.
ATC quotes CIF, CFR and FOB, with CIF to your port by default. EXW puts the export formalities in Poland on the buyer, which rarely makes sense for a first order. Our article CIF vs CFR vs FOB for frozen food reefer containers explains when to move from CIF to CFR or FOB.
Step 4. Verify the supplier before you pay anything
Frozen food trade attracts fraud. Brazil's animal protein association ABPA reported about 1,000 cases in five years, including cloned exporter websites and e-mail accounts, fake inspection stamps and staged offices with bank accounts (Diário do Comércio, 2021). The checks below are free.
Check the company in an official register
- EU business registers. The European e-Justice portal's "Find a company" service searches the business registers of EU countries, Iceland, Liechtenstein and Norway in real time (BRIS).
- Poland: the KRS. The National Court Register (Krajowy Rejestr Sądowy) shows a company's status, registered office, management board and business profile. Search it at ekrs.ms.gov.pl. ATC Group sp. z o.o. is registered under KRS 0001021069, with its office at Aleje Jerozolimskie 109 lok. 70, 02-011 Warsaw.
- Compare everything. The company name, address and registration number on the offer, the contract and the bank account must match the register.
Check the VAT number in VIES
The European Commission's VIES tool tells you whether an EU VAT number is valid for intra-EU trade. An "invalid" result can mean the number does not exist or is not activated for cross-border trade. Either way, it is a reason to ask questions. ATC's VAT number is PL8982289583.
Check the plant approval
Plants that produce food of animal origin in the EU must be approved by the competent authority of their member state under Regulation (EC) No 853/2004. Member states keep the lists of approved establishments up to date in the Commission's TRACES system. The lists have sections such as poultry meat (Section II) and fishery products (Section VIII) (European Commission, SANCO/2179/2005). In Poland, the Chief Veterinary Inspectorate publishes the list of plants approved under Regulation 853/2004.
The plant's approval number is printed on each carton and on the health certificate. Ask for it before you sign and check it against the official list. A trader such as ATC is not a plant: the approval belongs to the plant that packs your goods.
Fraud signals
| Signal | What to do |
|---|---|
| New website on a keyword domain ("frozenchickenexporters"), stock photos | No entry in an official register, no deal. |
| Price far below the market, "only for this week" | Compare with public market data and two other offers. Very low prices are the bait. |
| Bank details sent by WhatsApp, or a personal account, or an account in a third country | The account holder must be the company named in the contract, in its country of registration. |
| "Our bank details have changed" by e-mail | Call back on a number you already know, never the one in the message (FBI advice on business e-mail compromise). |
| No plant approval number, or a number that is not on the official list | Do not proceed. |
| Refuses a letter of credit or an independent inspection for a first order | Treat as high risk. |
| Pressure to pay a "deposit" for a "booking" or "documents" before any contract | Legitimate suppliers issue a contract or proforma first. |
Step 5. Contract and payment
What the contract or proforma must say
Put the specification in the contract, not only in the chat:
- Product, species or cut, size, grade, packing, glazing (fish), labelling.
- Quantity in tonnes and cartons, with the tolerance on carton weight.
- Incoterm and named port, for example "CIF Abidjan, Incoterms 2020".
- Shipment window and loading port.
- Temperature: set-point -18 °C, with a temperature recorder in the container.
- Inspection: who inspects, where and when (for example SGS at loading).
- List of documents to be supplied (see step 8).
- Payment method and due date.
- Claims procedure: deadline to notify, evidence required.
Letter of credit at sight: how it works
A letter of credit is the importer's bank's commitment to pay the exporter against the documents the credit requires (U.S. International Trade Administration). "Irrevocable" means it cannot be cancelled unilaterally; "at sight" means payment is due on presentation of compliant documents.
- Contract. Buyer and seller sign the contract, which states payment by irrevocable LC at sight and lists the required documents.
- Application. The buyer asks its bank (the issuing bank) to open the LC in favour of the seller.
- Advising. The issuing bank sends the LC to the seller's bank, which checks it and passes it to the seller. The seller asks for amendments if any term does not match the contract.
- Shipment and presentation. The seller loads the container, obtains the documents and presents them to its bank.
- Document check. The banks check every document against the LC. Errors must be corrected and presented again.
- Payment and release. The issuing bank pays at sight and releases the documents to the buyer, who uses them to clear the goods.
Documents usually required are the commercial invoice, the full set of bills of lading, the packing list, the health certificate, the certificate of origin and, under CIF, the insurance certificate, plus an inspection certificate if you want one. Keep the list short: LC documents are "prone to errors and discrepancies" and the process carries bank fees (U.S. International Trade Administration).
Bank transfer (TT)
With a transfer, the buyer pays the seller's company account directly. It is faster and cheaper than an LC but protects the buyer less. Use it with a verified supplier, and pay only to the company account named in the contract.
ATC's payment terms
ATC works with an irrevocable letter of credit at sight or a bank transfer (TT), according to the terms agreed in each contract.
Step 6. Import permit and formalities in your country
The import permit is the importer's job, and in several countries it must exist before shipment or arrival. Start as soon as the contract is signed. Rules change: confirm the current procedure with the authority or your customs broker.
| Country | What the importer needs (examples) | Source |
|---|---|---|
| Ghana | Importer licensed by the Food and Drugs Authority (FDA). Products registered with the FDA. An FDA electronic import permit (eMDA) for each consignment, before importation. Processing takes up to one working day after the fees are paid. Every consignment is physically inspected at the port. For frozen poultry, an import permit from the Ministry of Food and Agriculture, finalised by the Veterinary Services Directorate (VSD). | FDA Ghana guideline 2025, USDA FAIRS 2023 |
| Côte d'Ivoire | Formalities filed through the single window GUCE. An electronic import declaration (FDI) validated before the goods arrive. Prior import authorisation for controlled goods, including agricultural products. Veterinary certificates for meat and animal products. The Directorate of Veterinary Services of the animal and fisheries resources ministry (MIRAH) handles prior import authorisations. | trade.gov 2026, MIRAH form |
| Cameroon | BESC (electronic cargo tracking note) from the National Shippers' Council. Veterinary sanitary certificate issued by MINEPIA through the e-GUCE platform, based on the final invoice, bill of lading and origin health certificate (fee of 3% of FOB value, collected by customs). Meat and fish are restricted imports that need government authorisation. Pre-shipment inspection (SGS) is mandatory. | trade.gov 2026, Investir au Cameroun 2024, SGS |
| Nigeria (fish only) | Form M opened through an authorised dealer bank on the Nigeria Trade Platform. For frozen fish, NAFDAC's authorisation to open Form M, which requires a fisheries allocation from the Department of Fisheries and Aquaculture. It takes 9 working days for a single item and expires on 31 December. Destination inspection by the Nigeria Customs Service. Unprocessed poultry, pork and beef are prohibited. | NAFDAC guideline 2022, USDA FAIRS 2024 |
Ghana's FDA guideline also sets rules for your supplier: -18 °C ± 3 °C or colder throughout the voyage, a single-point temperature recorder in containers, and each package labelled with the supplier's address, country of supply, batch code and net weight. Send such rules to your supplier with your order.
For more on each market, see our pages for Côte d'Ivoire, Ghana, Ghana poultry and milk powder in West Africa.
Step 7. Loading and inspection
ATC loads 10 to 21 days after receipt of the bank transfer, depending on product, plant and carrier equipment. On loading day, these checks protect you:
- Container pre-cooled to the set-point before loading. Set-point -18 °C for frozen protein and fries.
- Product temperature checked on cartons taken from the load.
- Photos of the empty container, the cartons and labels, the loading in progress, the full container before closing, and the seal.
- Seal number recorded and matching the bill of lading.
- Temperature recorder placed in the load if the contract or your country requires it.
You can ask for an independent inspection by SGS or Bureau Veritas before loading. SGS's loading supervision, for example, can cover quantity, traceability against the packing list, container condition and cleanliness, temperature, packaging and labels. It includes photos and the container and seal numbers, and SGS can apply its own seal (SGS). ATC arranges SGS or Bureau Veritas inspection on request.
Step 8. Export documents
| Document | Issued by | What to check |
|---|---|---|
| Health or veterinary certificate | Official veterinary authority of the origin country | Plant approval number, product, net weight, container and seal numbers; wording required by your country |
| Certificate of origin | Chamber of commerce or authority in the origin country | Origin, consignee, description matching the invoice |
| Bill of lading (B/L) | Carrier | Shipper, consignee and notify party, container and seal numbers, port of discharge; original or telex release |
| Commercial invoice | Seller | Price, Incoterm, quantity, bank details of the company named in the contract |
| Packing list | Seller | Cartons, net and gross weight, lot numbers, production dates |
| Insurance certificate | Seller under CIF | Cover level, insured value, claims agent at destination |
| Catch certificate | Flag state of the fishing vessel | For wild-caught fish; EU catches exported to non-EU countries are accompanied by a catch certificate where an arrangement with the importing country requires it |
| Halal certificate | Approved certification body, via the plant | Poultry and beef only, on request |
| Inspection report | SGS or Bureau Veritas | Only if ordered |
Ask for scans of all documents before the vessel arrives. Your broker needs them to file the declaration in advance, and the originals take time to travel by courier.
Step 9. Transit, free time, demurrage and detention
From Gdynia or Gdańsk to Abidjan, transit is 23 to 26 days with the fastest direct service (MSC), and 35 to 47 days with transshipment, depending on the carrier. Longer transit ties up cash and eats into shelf life.
At destination, three terms decide your port costs:
- Free time: the days the carrier gives you before it starts charging.
- Demurrage: a daily charge while the full container stays in the port after the free time.
- Detention: a daily charge from the moment the container leaves the port until you return it empty.
Some carriers combine demurrage and detention, others separate them. With only two days of demurrage, clearance must be ready before arrival. Port electricity for reefers is often extra. Our article Reefer container from Poland to Abidjan: transit time, free time and demurrage compares carriers and lists five questions to ask before you book.
Step 10. Arrival, clearance and claims
Clearance
Your broker files the declaration with the step 8 documents and your permit. Duties and taxes are paid and the goods are inspected. In Ghana, the FDA can hold a consignment for laboratory tests, and rejected goods are re-exported or destroyed at the importer's cost (FDA Ghana). The container then goes to your cold store and must come back empty before detention starts.
If something is wrong
Act at once and collect evidence.
- Before taking delivery, look at the seal and the container. If the seal number differs from the B/L, have it noted.
- Download the temperature record from the reefer unit and the recorder.
- Photograph the cartons, labels and product, and weigh a sample of cartons.
- Call a surveyor (the insurer's claims agent under CIF) for a joint survey before you sell or move the goods.
- Notify in writing the supplier and, for transport damage, the carrier. Under the Hague-Visby Rules, notice of loss or damage must be given at the time of delivery, or within three days if the damage is not apparent, and legal action must start within one year. Check which rules your B/L applies.
- Respect the contract deadline for quality claims, and send the survey report, photos, temperature data and lot numbers.
Costs to plan at destination
A CIF price stops at your port. Budget these categories on top, and ask your broker for a written estimate before you order.
| Cost category | Charged by | Basis | How to keep it down |
|---|---|---|---|
| Customs duty | Customs | % of CIF value. In Côte d'Ivoire, ECOWAS bands of 0, 5, 10, 20 and 35% (trade.gov) | Correct HS code and declared value |
| VAT and statistical levies | Customs | In Côte d'Ivoire, 18% VAT on CIF value plus duties, 1% statistical duty (trade.gov) | Usually recoverable only in part; check with your accountant |
| Specific taxes on the product | Customs | Côte d'Ivoire applies specific taxes on fish and a per-kilo surcharge on frozen meat (trade.gov) | Check before you compare offers |
| Regulatory and sanitary fees | FDA, MINEPIA, NAFDAC, veterinary services | For example, Ghana's FDA verification fee based on FOB value; Cameroon's 3% of FOB for the veterinary certificate | File early, declare the true value |
| Terminal handling and port charges | Terminal operator, port | Per container | Compare terminals where possible |
| Carrier's local charges | Shipping line agent | Delivery order, documentation, release | Ask for the list when you book |
| Reefer electricity and monitoring | Terminal | Per day | Clear fast |
| Demurrage and detention | Carrier | Per day after free time | Documents ready before arrival; choose a carrier with enough free time |
| Broker, inspection, reefer truck to cold store | Broker, authorities, haulier | Per file, per consignment, per trip | Written quotes in advance |
| Insurance (under CFR or FOB) | Your insurer | % of value | Annual cover if you import regularly |
| Bank charges | Your bank | LC opening, amendment, discrepancy fees | Precise LC, few documents |
Frequently asked questions
What is the minimum order for frozen food from Europe? One full 40ft reefer, about 26 t net at ATC (25 to 27.5 t depending on product and packing). Milk powder: 24 to 25 t in a 40ft, 16 to 18 t in a 20ft.
How long from order to arrival in Abidjan? Loading 10 to 21 days after confirmation, then 23 to 26 days of transit on the fastest direct service (35 to 47 days with transshipment), plus clearance.
Should I buy CIF or FOB for my first container? CIF is usually simpler: the supplier books the reefer and insures the cargo to your port. FOB suits importers with their own freight contract and regular volume.
How do I know a European supplier is real? Check the official register (KRS in Poland, or BRIS for the EU), the VAT number in VIES and the plant approval number. Pay only to the company account named in the contract.
Is a letter of credit safer than a bank transfer? With an irrevocable LC at sight, your bank pays only against the documents you required, but it costs bank fees. A TT is faster and cheaper but protects you less with a new supplier.
Who gets the import permit? The importer, in its own country. Examples: the FDA eMDA permit in Ghana, the FDI and prior authorisation via GUCE in Côte d'Ivoire, the MINEPIA veterinary certificate and BESC in Cameroon, Form M and the NAFDAC authorisation for fish in Nigeria.
Can I have the container inspected before it leaves Europe? Yes. SGS or Bureau Veritas can check quantity, condition, labels and temperature, with photos and seal numbers. ATC arranges it on request.
What do I do if the goods arrive damaged or warm? Do not move or sell them. Keep the seal, download the temperature record, take photos, call a surveyor and notify the supplier and carrier in writing within the deadlines.
Request an offer
Send us the product, the size, the number of containers, your port and your preferred Incoterm. ATC replies within 24 working hours with a written offer.
- Quote form: atcgroup.pl/enquiry
- WhatsApp: +48 501 351 121
- Before you write: FAQ, markets we serve, all fish products
Sources
- FDA Ghana, Guideline for import of frozen meat, fish, shellfish and aquatic invertebrates (FDA/ICD/GDL-04/05, effective 2 July 2025): https://fdaghana.gov.gh/wp-content/uploads/2025/07/GUIDELINE-FOR-IMPORT_FROZEN-MEAT_SHELLFISH_AQUATIC-INVERTEBRATES.pdf
- USDA FAS, FAIRS Export Certificate Report, Ghana, GH2023-0011 (31 July 2023): https://agriexchange.apeda.gov.in/ImportRegulations/FAIRS%20Export%20Certificate%20Report%20AnnualAccraGhanaGH20230011.pdf
- USDA FAS, FAIRS Country Report Annual, Nigeria, NI2024-0004 (19 April 2024): https://apps.fas.usda.gov/newgainapi/api/Report/DownloadReportByFileName?fileName=FAIRS+Country+Report+Annual_Lagos_Nigeria_NI2024-0004.pdf
- NAFDAC, Guidelines for approval of authorization to open Form M (PID-GDL-015-01, effective 24 September 2022): https://nafdac.gov.ng/wp-content/uploads/Files/Resources/Guidelines/PORTINSPECTION_GUIDELINES/2022_To_2027/Guidelines-for-Approval-of-Authorization-to-Open-Form-M.pdf
- U.S. International Trade Administration, Côte d'Ivoire import requirements and documentation (26 May 2026): https://www.trade.gov/country-commercial-guides/cote-divoire-import-requirements-and-documentation
- U.S. International Trade Administration, Côte d'Ivoire import tariffs (26 May 2026): https://trade.gov/country-commercial-guides/cote-divoire-import-tariffs
- MIRAH Côte d'Ivoire, Directorate of Veterinary Services, prior import authorisation application form: https://www.aphis.usda.gov/sites/default/files/ptw-ivory-coast-import-permit-application.pdf
- U.S. International Trade Administration, Cameroon import requirements and documentation (10 April 2026): https://www.trade.gov/country-commercial-guides/cameroon-import-requirements-and-documentation
- Investir au Cameroun, MINEPIA veterinary certificate for fishery imports moves to e-GUCE (11 November 2024): https://www.investiraucameroun.com/finance/1111-21393-importations-des-produits-halieutiques-le-cameroun-dematerialise-la-procedure-du-certificat-sanitaire-veterinaire
- SGS, Cameroon import verification programme datasheet (modified 25 October 2021): https://www.sgs.com/-/media/sgscorp/documents/corporate/brochures/sgs-tfs-psi-cameroon-datasheet-en-21-v3.cdn.en-FR.pdf
- U.S. International Trade Administration, Know your Incoterms: https://www.trade.gov/know-your-incoterms
- ICC, Incoterms 2020: https://iccwbo.org/business-solutions/incoterms-rules/incoterms-2020/
- Shipping Solutions, Incoterms 2020 CIF: https://shippingsolutionssoftware.com/blog/incoterms-cif
- U.S. International Trade Administration, Letter of credit: https://trade.gov/letter-credit
- European e-Justice portal, Find a company (BRIS): https://e-justice.europa.eu/topics/registers-business-insolvency-land/business-registers-search-company-eu/general-information-find-company_en
- Poznań Voivodeship Office, National Court Register (KRS), with link to the official search ekrs.ms.gov.pl: https://migrant.poznan.uw.gov.pl/en/slownik-pojec/national-court-register-krs
- Your Europe, Check a VAT number (VIES): https://europa.eu/youreurope/vies_en
- European Commission, Technical specifications for the lists of EU approved food establishments (SANCO/2179/2005, rev. 2025): https://food.ec.europa.eu/document/download/94b3272d-7c37-439b-a205-1170434c7875_en?filename=biosafety_fh_eu_food_establishments-techspecs_en.pdf
- Chief Veterinary Inspectorate of Poland, lists and registers: https://www.wetgiw.gov.pl/english/lists-and-registers/printpdf
- Diário do Comércio, ABPA campaign against fake export sales (29 March 2021): https://diariodocomercio.com.br/agronegocio/abpa-lanca-campanha-global-contra-fraudes-em-exportacoes-de-aves-e-suinos/
- FBI, Public Service Announcement on business e-mail compromise (27 August 2015): https://ic3.gov/PSA/2015/PSA150827_1.pdf
- SGS, Loading and unloading supervision: https://www.sgs.com/en-ie/services/loading-unloading-supervision
- IUU Watch, Technical note on the EU catch certificate scheme: https://www.iuuwatch.eu/wp-content/uploads/2015/06/technical_note_CC-en.pdf
- Hague-Visby Rules, Article III rule 6, as reproduced in Canada's Marine Liability Act, Schedule 3: https://laws-lois.justice.gc.ca/eng/acts/m-0.7/page-18.html
- ATC Group, Reefer container from Poland to Abidjan: transit time, free time and demurrage (8 October 2026): https://atcgroup.pl/insights/reefer-container-abidjan-transit-free-time
- ATC Group, CIF vs CFR vs FOB for frozen food reefer containers (26 September 2026): https://atcgroup.pl/insights/cif-cfr-fob-frozen-food-reefer-containers
- ATC Group, FAQ: https://atcgroup.pl/faq