Frequently Asked Questions

Your Chamber of Commerce Membership is split into 3 key areas:

1. Business Development Opportunities – all about providing ways to raise your profile, meet new connections and generate leads and increase brand awareness for your business
2. Operational Business Support – all about supporting you in the day to day running of your business
3. Exclusive discounts on products and services offered by affiliates to the British Chamber of Commerce network

For a full list of benefits please visit: Chamber of Commerce Membership Fees and Types | HWCC

When you become a Chamber Member, you have a dedicated Account Executive just a phone call away to help you with any queries which may arise.

Beyond that, all Chamber Members have access to the whole team who are on hand to help with questions relating to PR & Marketing, Events, Training, Policy, International Trade and more.

As with any investment, you get out of Membership what you put in. We aim to make it as easy as possible for you to achieve maximum benefit from your Membership.

Please email [email protected].

In the first instance please email [email protected] or call 01905 673600 (option 1). Depending on your level of membership, you will redirected to an appropriate member of the Business Engagement and Membership team.

Members due to renew will be given sufficient notice (at least 4 weeks) that a renewal is due to take place. This will be sent from [email protected] to the nominated Membership Contact. As we operate an auto-renewal procedure, no further action is required to confirm the renewal.

Members can access advice via Quest. To get access to Quest please email [email protected] or call 01905 673600 (option 1).

Please request a password reset by email [email protected]. Please note, the Quest Dashboard is for employers advice and protection and not employees. Please only request access if you are an owner or have had permission to access.

Please see our full terms and conditions here: Terms & Conditions | Herefordshire & Worcestershire Chamber of Commerce

In the first instance please email [email protected] or call 01905 673600 (option 1).

For changes to your organisation, please contact [email protected].

As per our terms and conditions, members are able to lapse/resign their membership with the Herefordshire & Worcestershire Chamber of Commerce at the renewal point. Members due to renew will be given sufficient notice (at least 4 weeks) that a renewal is due to take place. This will be sent from [email protected] to the nominated Membership Contact. Members wishing to lapse/resign must make a written request prior to the renewal date to [email protected] or call the membership team on 01905 673600 (option 1). Members are not able to cancel their membership part-way through their annual membership unless there are mitigating circumstances such as business closure.

What is an ATA Carnet?

An ATA Carnet is an international customs document that operates like a passport for your goods. It allows the temporary importation of goods into countries that participate in the ATA Carnet system, avoiding the need to pay import taxes or duties.

ATA Carnets cover goods that leave the UK and return within 12 months. They do not cover disposable or consumable goods that will be used while abroad, or items that will not be returning to the UK.

What does “ATA” stand for?

“ATA” is a combination of French and English phrases:
• Admission Temporaire (Temporary Admission – French)
• Temporary Admission (English)

Where can I apply for an ATA Carnet?

Applications are typically submitted online via the eCert system or through your local Chamber of Commerce. Processing times vary, so it is recommended that you apply well in advance of travel.

What types of goods can be covered by an ATA Carnet?

ATA Carnets can be used when:
• Exhibiting goods at an international trade fair or exhibition
• Taking commercial samples to business meetings to generate orders
• Transporting professional equipment to perform a specific function or undergo testing

Note: Consumable or disposable items (such as food, giveaways, or brochures) are not eligible.

In which countries can I use an ATA Carnet?

ATA Carnets are accepted in over 80 countries and territories worldwide. For an up-to-date list of participating countries, please refer to our website.

Who issues ATA Carnets in the UK?

Herefordshire and Worcestershire Chamber of Commerce is an authorised issuing body for ATA Carnets.

How long is an ATA Carnet valid?

An ATA Carnet is valid for up to 12 months from the date of issue. All goods must be re-exported before the carnet expires.

How many times can an ATA Carnet be used?

An ATA Carnet can be used multiple times for entry and exit into any of the countries listed in the itinerary during its period of validity.

Do I need a separate carnet for each country?

No. One ATA Carnet can be used for multiple countries, provided all destinations accept ATA Carnets.

What happens if I don’t re-export the goods?

Failure to re-export goods on time or comply with local customs regulations may result in:
• Payment of import duties and taxes
• Fines or penalties
• Revocation of future carnet privileges

Can I make changes to a carnet after it has been issued?

Minor changes, such as correcting typographical errors, may be permitted. However, goods cannot be added after the carnet has been issued. Always consult the issuing body for guidance.

What if my carnet is lost or stolen?

You must contact your issuing organisation immediately. In some cases, a replacement or substitute carnet may be issued.

What are the benefits of using an ATA Carnet?

• Simplified customs procedures
• Cost savings on import duties and VAT
• One document for multiple trips and countries
• No requirement to post financial guarantees at each border

What is the National Carnet Unit (NCU)?

The National Carnet Unit (NCU) is a branch of HMRC that deals exclusively with ATA Carnets.

Do I need to be a member of the Chamber to obtain an ATA Carnet?

No. Both members and non-members can apply for an ATA Carnet using the eCert system.

What is an Apostille?

An Apostille is a form of authentication used to certify a document for use in another country. The Apostille certificate is a paper document that is permanently attached to the original document and confirms that the signature, seal, or stamp on a UK document is genuine. This ensures the document will be accepted when presented in another country.

In the UK, Apostilles are issued by the Foreign, Commonwealth & Development Office (FCDO).

Can all countries have documents apostilled?

No. Only countries that are signatories to the Hague Apostille Convention accept Apostilles. Countries that are not part of the Convention require full legalisation instead.

What is the difference between an Apostille and Legalisation?

An Apostille is a relatively quick and straightforward way to certify a document originating in one country for use in another. It is available for countries that are signatories to the Hague Apostille Convention and can be applied to many types of public and official documents.

Legalisation (also known as embassy legalisation) is a more complex process used when documents are required for a country that is not a signatory to the Apostille Convention. In these cases, an Apostille alone is usually insufficient. Documents must be legalised through additional steps, which may include authentication by the FCDO followed by legalisation at the destination country’s embassy or consulate.

How much does an Apostille cost?

Fees vary depending on the document type and processing requirements. Please contact the team for a quotation.

How long does it take for documents to be apostilled?

Processing times typically range from 5–21 working days.

What is a Certificate of Origin (CofO)?

A Certificate of Origin (CofO), also known as a Non-Preferential Certificate of Origin, is an official document that certifies that goods in a particular export shipment are wholly obtained, produced, manufactured, or processed in a specific country. It declares the “nationality” of the product and serves as a declaration by the exporter to meet customs or trade requirements.

Why is a Certificate of Origin important?

It is used to:
• Comply with trade agreements
• Satisfy customs or commercial requirements
• Facilitate international trade and reduce border delays

Who issues a Certificate of Origin?

• Chambers of Commerce

What is the difference between a Non-Preferential and a Preferential Certificate of Origin?

• Non-Preferential CofO: Confirms that goods do not qualify for preferential tariff treatment.
• Preferential CofO: In the UK, this is commonly issued as an EUR1 Certificate. It certifies that goods qualify for reduced or zero tariffs under specific trade agreements. Chambers of Commerce also issue these certificates.

When is a Certificate of Origin required?

• When the importing country requires proof of origin
• When it is stipulated in a contract or letter of credit

What information is included in a Certificate of Origin?

• Exporter and importer details
• Description of goods
• Country of origin
• Signature and stamp of the issuing authority

How long is a Certificate of Origin valid for?

Certificates of Origin are valid for 23 months from the date of issue.

How can I obtain a Certificate of Origin?

1. Before applying through Herefordshire and Worcestershire Chamber of Commerce, you must read and complete a Formal Undertaking for your company.

2. Complete and submit your application via the eCert platform: User Registration – Free Setup | eCert UK.

3. Provide supporting documents (e.g. invoice, bill of lading, manufacturing evidence).

4. Receive your Standard or Express CofO.

5. Pay the applicable fee.

What is a Formal Undertaking?

Before applying for a Certificate of Origin, applicants must complete a Formal Undertaking with the Chamber of Commerce.

By signing the Formal Undertaking, the exporter agrees to comply with the Standard Rules and accepts responsibility for the accuracy and correctness of all information provided on the CofO. This also includes allowing the Chamber access to relevant commercial documentation if requested by statutory authorities such as HM Revenue & Customs.

The Formal Undertaking must be renewed annually. Signatories may be added or removed at any time; however, all changes must be authorised and signed by the Proprietor, Director, Partner, or Company Secretary who signed the original undertaking. If a signatory leaves the company or no longer has authority to apply for CofOs, the Chamber must be informed immediately so the signature can be removed.

To complete a Formal Undertaking, please contact: [email protected]

What is the difference between a Standard and Express Certificate of Origin?

• Standard Stamped Application: A wet-signed certificate printed by the Chamber. It can be collected in person or posted to your chosen address.
• Express Stamped Application: Approved online and digitally stamped. The applicant must print the certificate at their own premises.

How long does it take to get a Certificate of Origin?

Certificates of Origin are typically approved and issued on the same day. Applications submitted after 2:00 pm may be reviewed the following working day. Approval times may vary depending on the accuracy of the application and supporting evidence.

Is a digital Certificate of Origin acceptable?

Yes. Many countries and customs authorities accept electronically issued Certificates of Origin, particularly those issued through verified platforms. Always check the importing country’s requirements in advance.

What happens if the Certificate of Origin is incorrect or missing?

• The shipment may be delayed or rejected by customs
• Fines or penalties may be imposed
• The Chamber must be notified, and a new application may need to be issued

Can I use one Certificate of Origin for multiple shipments?

No. A separate Certificate of Origin is required for each shipment, as it must reflect the specific details of that consignment.

What evidence do I need for my Certificate of Origin?

UK-manufactured or produced goods:
No evidence is normally required; however, the Chamber reserves the right to verify authenticity where necessary. UK manufacturer names and addresses must be fully stated, including “UK” at the end of each address.

Goods manufactured or produced by the applicant’s own company overseas:
No evidence is normally required, provided the overseas company name and full address are stated. The Chamber may request evidence if deemed necessary. If the overseas company does not manufacture the goods, full proof of origin must be supplied.

Acceptable evidence for foreign-origin goods includes:
• A Certificate of Origin issued by a responsible authority in the country of manufacture (ideal)
• A commercial invoice from the manufacturer or producer (ideal)
• A declaration of non-preferential origin from the manufacturer or producer

If none of the above are available, alternative proof of origin may be discussed with the Chamber on a case-by-case basis.

If goods are purchased from a supplier who cannot or will not provide manufacturer details, please contact the Chamber for advice.

Can I use a proforma invoice as evidence?

No. A proforma invoice is not acceptable as proof of origin. Acceptable evidence includes:
• A Certificate of Origin from a recognised authority (ideal)
• A commercial invoice from the manufacturer or producer (ideal)
• A declaration of non-preferential origin from the manufacturer or producer

Who can I contact for more information?

• Your local Chamber of Commerce
• National customs authorities or trade departments
• Export assistance centres or trade promotion agencies

What is a Customs Declaration?

A customs declaration is a legally required document that must accompany goods entering or leaving a country. It provides critical information about the goods, such as their origin, value, and classification, enabling customs and regulatory authorities to assess duties, taxes, and any applicable restrictions.

Customs declarations play a vital role in allowing authorities to monitor the movement of goods, maintain national safety and security, and ensure that the correct duties and taxes are collected.

Why is it important to get the information right?

Accurate completion of customs declarations is essential. Errors can result in shipment delays, additional costs, penalties, and disruption to your business operations.

Who are ChamberCustoms?

ChamberCustoms is a third-party customs declaration brokerage service supporting UK importers and exporters of all sizes across all regions of the United Kingdom. We prepare and submit customs declarations on your behalf, helping you avoid costly errors and ensuring full compliance with customs regulations.

Our service delivers accurate and timely customs clearance, keeping your goods moving smoothly and your business operating efficiently.

Why use ChamberCustoms?

Compliance
We are fully compliant customs agents and brokers, ensuring that your imported or exported goods meet all HMRC requirements and can be cleared through customs without unnecessary delays.

Access to all UK ports
With direct links to all sea, air, and road ports across the UK, we can clear goods regardless of where they enter or leave the country. This means we do not rely on third parties to manage your import or export clearances, ensuring greater control and efficiency.

Do I have to be a member of Herefordshire & Worcestershire Chamber to use this service?

No. Both members and non-members of the Chamber can use this service, regardless of business size or sector.

What kind of customs agent representation do you offer?

We act as a direct representative, meaning we submit declarations on your behalf while you retain full responsibility for the accuracy of the information provided.

Do I need to be VAT registered to import goods into the UK?

No, you do not need to be VAT registered to import goods into the UK.

What is a GMR and how do I get one?

A Goods Movement Reference (GMR) is a reference number generated through the UK Government’s Goods Vehicle Movement Service (GVMS). It is required when moving goods by road between Great Britain and Northern Ireland, or through GVMS-enabled ports.

A GMR allows you to pre-lodge all relevant customs documentation—such as customs declarations, ATA Carnets, and other required references—under a single unique identifier, linking them to one specific shipment.

What is a EUR1 Certificate?

A EUR1 Certificate, also known as a Preferential Certificate of Origin, is used to certify the origin of goods and, where applicable, to enable the importer to benefit from preferential (reduced or zero) customs duties under a preferential trade agreement.

Why is a EUR1 certificate beneficial?

• To benefit from preferential tariff rates during customs clearance, a valid EUR1 certificate must be presented to the relevant customs authority. The exporter certifies that the goods meet the origin rules of the applicable trade agreement.

• In some cases, a declaration of origin on the invoice may be used instead of a EUR1 certificate. This is known as an invoice declaration and is permitted only where the value of goods with preferential origin in a single shipment does not exceed a specified threshold (for non-approved exporters). For approved exporters, this value limit does not apply.

What countries accept EUR1 certificates?

EUR1 certificates are used for trade between the UK or EU and countries with which preferential trade agreements are in place.

What is the difference between a Non-Preferential and a Preferential Certificate of Origin?

• Non-Preferential Certificate of Origin: Confirms that goods do not qualify for preferential tariff treatment. These are issued by Chambers of Commerce and are commonly referred to as Certificates of Origin.

• Preferential Certificate of Origin: In the UK, this is issued as a EUR1 Certificate. It confirms that goods qualify for reduced or zero tariffs under specific trade agreements.

How do I apply for a EUR1 certificate?

• Applications must be submitted online via the eCert platform: User Registration – Free Setup | eCert UK.
• Your account will be ready for use once the Chamber has received your Formal Undertaking and activated your eCert account.

What documents are required to support a EUR1 application?

All information stated on a EUR1 certificate must be fully evidenced. Acceptable supporting documents include:
• A commercial, shipping, customs, or proforma invoice (mandatory)
• A packing list or shipping document detailing weights and quantities, if not shown on the invoice
• A transport document, if the application is submitted after the consignment has left the UK

Is there a cost to obtain a EUR1 certificate?

Yes. Fees are charged at either a member or non-member rate. Please contact [email protected] for current pricing.

How long is a EUR1 certificate valid?

EUR1 certificates are typically valid for 4 to 12 months, depending on the destination country and the terms of the applicable trade agreement.

What happens if I make a mistake on the form?

If an error is made:
• Minor errors may be neatly crossed out and initialled
• Significant errors will require the certificate to be voided and a new application submitted via eCert

Can I use a EUR1 certificate for multiple shipments?

No. A EUR1 certificate is issued per shipment and must relate to a specific export consignment.

Yes. Documents must be signed by an authorised signatory, this should be someone listed on the formal undertaking you have registered with us.

No, Members and Non-members can use all our international trade services.

BACS, Card Payment over the phone, Direct Debit Monthly, Direct Debit Annually or Cheque. For more information contact [email protected]

Please email [email protected] with your membership number and the subject of the invoice you wish to receive a copy of (i.e. a training course booked on the 3/11/24 or my latest membership invoice).

To change your payment method, please contact [email protected] or [email protected] with your membership number, current payment method, and method you wish to change to.

No, your Direct Debit will automatically roll over for a further year unless we are otherwise instructed by you. Please note, from time to time the Chamber do have small increases in membership fees so your monthly fee may change at renewal.

If you are paying via Direct Debit and have new bank details, please cancel your existing Direct Debit instruction then contact [email protected] for a new Direct Debit link. Please ensure this is done in a timely manner to avoid your account going into arrears.

We do not produce monthly invoices for those paying Direct Debit for their membership. Invoices for those paying monthly will have a narrative on the description to explain that collection of this invoice will be taken across 12 monthly payments. For a copy of your invoice, please email [email protected].