KSA Customs Holds: Border Testing Causes & Prevention

KSA Border Testing & Customs Holds:
Why Products Get Stopped & How to Prevent It

Many companies assume that once a product is SFDA‑approved, border clearance in Saudi Arabia is automatic.

Not true. Even compliant goods can be sampled, tested, or held at customs due to documentation gaps, label mismatches, or risk flags.

This guide explains the real triggers behind border sampling/holds and how expert pre‑checks keep shipments moving.

What Triggers Border Sampling or Holds

Even with valid approvals, several factors can prompt customs to pause your shipment:

1) Label/GTIN mismatch vs submitted dossier

• Barcode (GTIN) on the physical pack does not match the GTIN approved in the dossier or in the SFDA portal.

• Arabic label elements (product name, ingredients/allergens, net quantity, storage conditions, country of origin, importer/distributor details) are missing or formatted incorrectly.

• Claims on pack differ from those cleared in the classification/registration (e.g., “immune booster,” “slimming,” or disease‑related claims added later).

2) Random sampling and risk‑based targeting

• SFDA employs risk‑based sampling. Categories with higher consumer exposure—foods, food supplements, infant/nutrition products, and high‑risk claims—see more frequent checks.

• New brands, first‑time importers, and products with prior non‑conformities are more likely to be selected.

3) Expired certificates or unlinked product–facility

• Certificates (e.g., GMP, CoA, Halal, where applicable) are expired or the facility linkage in the SFDA portal is missing/incorrect.

• Ownership/role conflicts on the portal (e.g., distributor switch not finalized) cause the product to appear unassigned, which can block release.

• Test reports used in the original approval do not align with the current batch.

4) Shipment documentation inconsistencies

• HS codes on the invoice/packing list do not match the approval scope or classification.

• Batch numbers, production/expiry dates, and lot sizes in documents do not match the physical shipment.

Pre‑Shipment Compliance Checklist (Use Before Each Dispatch)

A disciplined pre‑clearance routine eliminates most border issues. Run this checklist before you ship:

Artwork & Label Finalization

• Confirm full Arabic compliance: product name, ingredients, allergens, net quantity, nutrition panel (if required), storage/handling, manufacturer/importer details, and country of origin.

• Verify barcode/GTIN printed on pack matches the approved dossier and the data loaded in the SFDA portal—and that the unit of sale is consistent (single unit vs outer pack).

• Lock claims to those cleared in classification/registration; remove or resubmit anything new.

• Ensure shelf‑life format and date coding (e.g., DD/MM/YYYY vs MM/YYYY) match local requirements.

Testing & Certificates

• Align CoA/test reports to the actual batch shipping (microbiology, heavy metals, actives, contaminants as relevant).

• Confirm any required legalization (PoA/LoA, Halal, free‑sale/manufacture evidence) is current and matches entity names.

• Keep the GMP/ISO certificates and lab accreditation proofs organized for quick submission when requested.

Shipment Documents

• Cross‑check HS codes and descriptions across invoice, packing list, and portal; ensure they reflect the approved scope.

• Align batch/lot IDs, production/expiry dates, and quantities with labels and CoAs.

• Attach import permits or pre‑notifications where applicable and ensure the importer/distributor CR matches portal records.

Portal Hygiene

• Confirm the product is properly linked to the approved manufacturer and the current importer/distributor in the SFDA portal.

• Verify roles and permissions (admin/submitter) are correct, especially after agent or distributor changes.

Shelf‑Life & Cold‑Chain Expectations

Minimum Remaining Shelf‑Life (MRSL) at Arrival

• Many categories expect a minimum remaining shelf‑life upon entry (e.g., ≥50% of total shelf life or a set number of months; check your category). Short‑dated goods invite sampling or refusal.

• Ensure the expiry date on the label and the dates in documents/CoA align perfectly.

Cold‑Chain & Temperature Control

• Products requiring chilled/frozen transport should ship with a temperature logger. Keep time‑temperature curves handy for review.

• Where excursions occur, prepare corrective evidence: stability justification, QA deviation report, and any re‑testing results.

• Make sure storage conditions on the label (e.g., “Store at 2–8°C”) are consistent with the dossier and your SOPs.

If You’re Borderline

• For borderline or sensitive categories (infant nutrition, probiotics, claims‑heavy supplements), add a pre‑shipment mini‑audit with a regulatory consultant and the logistics team.

Fast Recovery & Advocacy When a Shipment Is Held

1) Respond rapidly and precisely

• Acknowledge the hold and request the reason code (label, documentation, random sampling, etc.).

• Submit a targeted evidence pack: corrected artwork snips, dossier pages, CoAs for the shipped batch, and proof of portal linkage.

2) Use remedial actions that customs accepts

• If the issue is label‑only, explore re‑labeling under control (stickers to add missing Arabic or update GTIN if permitted).

• For documentation misalignments, issue corrected invoices/packing lists and updated HS code statements, signed and stamped.

3) Escalate via Advocacy/Problem Solving when needed

• If responses stall or queries repeat, escalate through Advocacy to align on the quickest compliant remedy.

• Maintain a clear audit trail of communications, evidence, and decisions to prevent repeat flags.

4) Prevent the next hold

• Conduct a post‑incident review with your supplier and importer: identify root cause, update SOPs, and lock a pre‑shipment checklist for future lots.

• If you changed agents/distributors recently, verify that portal roles and product‑facility links have been updated everywhere.

Pro Tips from the Field (Save These)

• Freeze the artwork at least 2–3 weeks before packing so regulatory and QA can run a final check.

• Treat the first import as a pilot: ship a smaller lot, monitor clearance timing, and capture lessons learned.

• Keep a “border pack” ready: PDF label flats, Arabic translation certificate (if available), CoA template, HS code rationale, and responsible person contacts.

• For multi‑SKU shipments, include a matrix mapping SKU → GTIN → HS code → approval ID → batch/expiry.

Final Word

Getting stopped at the KSA border is avoidable. With rigorous label/GTIN alignment, airtight shipment documentation, verified portal linkages, and cold‑chain proof, you can reduce the chance of sampling/holds—and recover faster if they occur.

Need help?
Contact us or use the chatbot for a rapid pre‑shipment audit or border‑hold recovery plan.

Related Reading

• See How to Avoid SFDA Delays (2025 Guide) for a step-by-step pre-submission checklist.

• Read Stuck at Saudi Customs? Here’s how to Clear Your Product for fast clearance tactics.

• Use Fix SFDA Registration Rejections in Saudi Arabia to recover refused approvals.

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