Procedure for Correcting Batch Number Discrepancies in Cosmetic Standard Import Notifications Released

It appears you are facing challenges with the quality inspection process because the batch number on the Standard Import Notification does not match the actual imported product. Below is the professional guidance on the feasibility and procedures for amending this information.

Feasibility of Modifying the Standard Import Notification

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 data is considered final and cannot be easily edited. However, as an exception, if a discrepancy is discovered post-clearance that hinders the mandatory quality testing process, a modification of the batch number is permitted through a formal amendment process.

Amendment Procedures via KPTA

The correction of batch numbers is processed through the electronic civil service system of the Korea Pharmaceutical Traders Association (KPTA).

• Step 1: Access the KPTA website at www.kpta.or.kr.
• Step 2: Navigate to 'Import Operations' > 'Cosmetic Import' > 'Electronic Civil Service' > 'Change of Cosmetic Import Batch Number/Date'.
• Step 3: Fill out the amendment application form and upload the required supporting documentation for review.

Required Documentation

The following documents are generally required to justify the change. It is advised to confirm the final list with the KPTA coordinator before submission:

• Copy of the original Standard Import Notification
• Copy of the Import Declaration Certificate
• Letter of Explanation: A detailed statement describing the reason for the discrepancy.
• Supporting Photos: Clear images of the product labels or packaging showing the correct batch number.
• Quality Control Documents: Quality test requests or preliminary results, if requested by the authority.

Important Precautions and Professional Advice

Since amending a transmitted notification is an exception, the applicant must provide a clear and justifiable cause for the error. Please be aware that even after approval, you may be required to notify other related agencies of the change. To prevent such administrative burdens in the future, it is critical to verify batch numbers against the physical cargo and commercial invoices before filing the initial Standard Import Notification. Should a discrepancy be found prior to clearance, it is always better to cancel and re-issue the notification immediately.