Shanghai CIQ Publishes Inspection Notice for Cosmetic Samples Imported into China

Businesses and enterprises engaged in the importation of cosmetic sample should pay special attention to and comply with the following notice published by Shanghai Entry-Exit Inspection and Quarantine Bureau (shciq), which mainly covers the definition and classification of imported cosmetic samples and required documents for their record-keeping and inspection.

The definition of imported cosmetic samples

Imported cosmetic samples refer to those cosmetic products that are not sold to or used by common consumers, but for the purpose of research & development as well as exhibition and marketing.

The classification and required documents for record-keeping and inspection of imported cosmetic samples

Samples for official testing

Importers can apply for inspection to Shanghai CIQ by submitting the following inspection documents:

• An original statement from designated official department;
• A statement on the use of imported samples presented by the consignee;
• The quantity of samples shall not exceed the quantity specified in the above original statement.

Samples for Internal Research & Development and quality assurance testing

Firstly, imports shall submit the following documents to Shanghai CIQ for the record-keeping certificate:

• A copy of business license and organization code certificate with stamp;
• A statement on the use of imported samples;
• Operation procedure for the management of samples, including scope of use, disposal, etc;
• Category and the estimated quantity of imported cosmetics within next 2 years;
• Descriptions of the qualifications of labs and staff;
• A letter stating that samples will not be sold to the public;
• A contact signed with the company that provides sample disposal service.

Secondly, after obtaining the record-keeping certificate, importers can apply for inspection to Shanghai CIQ by submitting the following documents:

• A copy of record-keeping certificate issued by CIQ;
• Application form and a list of imported goods;

Samples for trial on targeted population

It is similar to the Samples used for Internal R & D and quality assurance testing excluding:

• Risk control measures for testing;
• Product formula when applying for inspection;  

Samples for marketing-planning, internal use only and other samples

Importers shall submit the following documents to CIQ for inspection:

• A copy of business license and organization code certificate with stamp;
• Company description and A letter of commitment;
• Application form and a list of imported goods;
• Product formula.

Companies Obligations

Companies are not allowed to change the use and scope of imported cosmetic samples and shall keep relevant records for at least 2 years. If a company is found to obtain the record-keeping certificate by providing fake information, Shanghai CIQ will repeal the certificate and the company cannot apply for recording-keeping and approval until half a year later.

You can click Shanghai CIQ to download the full Chinese text.