What is an MHLW import notification
Any food or beverage product imported into Japan for commercial sale requires an Import Notification (Yunyu Todoke-de) submitted to the MHLW quarantine station at the relevant port of entry. This is a legal requirement under the Food Sanitation Act and is separate from — though coordinated with — the customs clearance process.
The notification serves as MHLW's primary mechanism for verifying that imported food products comply with Japanese food safety standards before they enter the distribution chain. Clearance of an import notification is a prerequisite for customs release of food products.
Who can file
Import notifications must be filed by a Japan-based legal entity. Overseas brands without a Japanese entity cannot file directly. The filing party must be either:
- The importer of record (IOR) — a Japan-based company legally assuming import responsibility
- A licensed customs broker acting on behalf of a Japan-based importer
Japan Market Gateway acts as Importer of Record for all food and beverage clients, handling all MHLW notification filing as part of our import service. Overseas brands do not need their own Japanese entity.
Step-by-step process
The standard MHLW import notification process follows these steps:
- Pre-notification preparation (2-4 weeks before shipment): Compile all required documentation, confirm additive compliance, and prepare Japanese-language product information.
- Notification submission: Filed electronically via the Food Import Reporting System (FIRS) at least 7 days before estimated arrival for review-required products.
- MHLW document review (1-3 days): Quarantine officer reviews the notification and supporting documents. For straightforward products, this may be the only review step.
- Sampling inspection (if triggered): Physical samples are drawn from the shipment for laboratory testing. The shipment remains held at port during this period.
- Issuance of Import Confirmation Notice: Upon passing inspection, MHLW issues a confirmation notice allowing customs clearance to proceed.
First-time imports from a new manufacturer are almost always subject to sampling inspection. Budget 7-14 business days for port hold on your first shipment.
Documents required
| Document | Required for | Notes |
|---|---|---|
| Import notification form | All products | Filed via FIRS electronic system |
| Invoice | All products | Must show product name, quantity, value, origin |
| Ingredient list (Japanese) | All food products | With additive names per MHLW approved list |
| Certificate of Analysis | Most products | From accredited laboratory; additive testing |
| Manufacturing process document | Complex products | HACCP-based production records preferred |
| Label (Japanese) | All products | Final label or label draft for pre-clearance review |
| Free Sale Certificate | Some categories | From regulatory authority in country of origin |
Inspection outcomes and timelines
After notification filing, one of three outcomes typically follows:
Document review only — pass (1-3 business days): Standard products from established manufacturers with clean compliance history. No physical inspection required. Import Confirmation Notice issued promptly.
Sampling inspection required (7-14 business days): Triggered by new manufacturers, new product categories, flagged ingredient concerns, or random monitoring. Samples tested in MHLW laboratory. Shipment held at port during testing.
Notification returned for correction: Incomplete documentation or compliance questions result in the notification being returned. The process restarts after corrections are submitted. This is avoidable with thorough pre-submission preparation.
For first-time imports, always assume sampling inspection and plan your inventory accordingly. Sending your first test shipment separately from commercial inventory is best practice.
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