How a Winery Can Sell Its Wine Abroad: The Complete Guide
Before initiating your Italian wine export, meticulous internal preparation is essential. This includes the regularity of company documentation, compliance with production regulations, and the ability to declare realistic production volumes. A solid operational and documentary foundation is crucial for presenting yourself credibly to foreign buyers, avoiding delays and compromising negotiations in competitive markets. Learn more: OIV — International Organisation of Vine and Wine.
How to Prepare My Winery for Export?
Internal preparation is the fundamental first step. Ensure your company documentation is in order, including your VAT number and Chamber of Commerce registration. Obtain an EORI number if shipping outside the EU, verify production licenses, and ensure enological compliance. Also, consider voluntary certifications that can enhance your product's value in international markets.
Company and Compliance Documentation
The starting point for any export operation is the regularity of company documentation and compliance with production regulations.
- VAT Number and Chamber of Commerce Registration: These documents attest to the company's legitimacy and are often requested by buyers for their internal due diligence checks.
- EORI Number: For companies based in the European Union shipping outside EU customs borders, the EORI (Economic Operators Registration and Identification) number is mandatory for any customs operation. Once obtained in Italy, it is valid in all other 26 member states, simplifying procedures. The application is free and done through the Customs Agency. Without EORI, goods risk being held at customs.
- Production Licenses and Enological Compliance: It is crucial to have all ministerial authorizations in order and to be registered in the DOP/IGP vineyard register, if applicable.
- Voluntary Certifications: Certifications such as organic, sustainability, or other quality attestations, if already obtained and translated into English, can represent a strong added value, especially for buyers in Anglo-Saxon or Northern European markets.
What Production Volumes Should I Declare for Export?
A serious buyer will request precise information on annual volumes available for export, both per reference and in total. It is important to be able to provide clear and realistic data to avoid making unfulfillable promises.
How Do I Manage the Operational Flow from Offer to Delivery?
Once the company is ready, the process of contacting and negotiating with foreign buyers begins, a process that is divided into several distinct phases.
How Do I Qualify a Potential Foreign Buyer?
Before diving into negotiations, it is essential to verify the solidity and reliability of the potential business partner.
- Legal and Financial Verification: Request their VAT number or commercial registration in the destination country, the import license for alcoholic beverages (often mandatory outside the EU), bank or commercial references, and import history (which other Italian producers do they represent?).
- Credit Risk Assessment: Conducting a basic credit risk assessment, possibly through credit check services or credit insurance (such as those offered by SACE), can prevent unpleasant surprises related to buyer insolvency after shipment.
How Do I Structure a Commercial Offer and Negotiate?
The next phase involves presenting a formal offer, usually through a proforma invoice.
- Proforma Invoice: This document, while not having fiscal value, is the basis of the negotiation. It must include a detailed description of the products (name, vintage, bottle size), minimum order quantity (MOQ), unit price and currency, and the proposed Incoterm. Negotiations revolve around these elements until an agreement is reached.
- Incoterms: The choice of Incoterm (e.g., FCA, FOB, CIF, DDP) defines the responsibilities, costs, and risks associated with the transport of goods between seller and buyer. It is crucial to fully understand their implications to avoid disputes.
What Documents Are Indispensable for Exporting Wine?
Regardless of the destination market, there is a core set of universal documents that accompany every wine shipment. These are then supplemented by specific requirements of the importing country.
What Are the Universal Documents for Wine Export?
Universal documents include the Commercial Invoice, which details the product, quantity, value, and HS code. The Proforma Invoice anticipates the order terms and is useful for negotiations. The Packing List describes the physical contents of each package and must correspond to the invoice.
- Commercial Invoice: Issued by the exporter, this is a mandatory document that details the product (name, vintage, size), quantity, unit and total value, delivery term (Incoterm), and HS code for customs classification (for wine, chapter 2204). Customs agencies in both countries use it to calculate duties and taxes.
- Proforma Invoice: As mentioned, this anticipates the terms of the order and is useful for preliminary negotiations or for the buyer to open import licenses/letters of credit.
- Packing List: Describes the physical contents of each package (number of packages, type of packaging, gross/net weight, volume) and must exactly match what is stated on the invoice.
What Specific Documents Might I Need to Prepare for Certain Markets?
Each market has its own regulations that may require additional documents. These include the Certificate of Origin, a Certificate of Analysis, documents for the excise duty suspension regime (such as the ARC in Europe via EMCS), and specific labeling requirements.
- Certificate of Origin: Attests to the country of origin of the wine.
- Certificate of Analysis: Reports the physico-chemical characteristics of the wine, often issued by recognized laboratories.
- Accompanying Documents for Excise Duty Suspension Regime: In Europe, systems like EMCS (Excise Movement and Control System) manage the movement of excise goods under suspension, requiring specific documents like the ARC (Administrative Reference Code).
- Specific Labeling: Some countries require particular information on the label, such as the country of origin or the phrase "contains sulfites" if the quantity exceeds a certain threshold.
What Are the Main Differences Between EU and Non-EU Markets?
Choosing the market and understanding its specificities are crucial for export success.
How Do Exports to EU Markets Work?
For markets within the European Union, such as Spain or the Netherlands, customs procedures are simplified thanks to the single market. However, it is essential to correctly manage the excise duty regime through systems like EMCS. The export invoice, transport documents, and packing list remain essential, while certificates of origin and analysis are not always mandatory.
What Are the Complexities of Exporting to Non-EU Markets?
In non-EU markets, such as the United States or Ukraine, documentation and regulations become more complex.
- United States: In addition to standard documentation, it is necessary to verify the label's compliance with TTB (Alcohol and Tobacco Tax and Trade Bureau) requirements. The presence of dedicated logistics and commercial platforms and hubs can facilitate market entry.
- Ukraine: In a market where Italian wine has maintained a significant value share in the sparkling wine segment, it is important to verify the operational status and updated licenses of importers, especially in complex geopolitical contexts.
Frequently Asked Questions About Wine Export
What is the first document required to start exporting wine?
The essential first documents are regular company documentation, such as the VAT number and Chamber of Commerce registration, plus the EORI number if shipping outside the EU.
Do I always need to present a Certificate of Origin for exports?
A Certificate of Origin is required for some non-EU markets, but it is not always mandatory for shipments within the European Union.
What are Incoterms and why are they important?
Incoterms define the responsibilities, costs, and risks associated with the transport of goods between seller and buyer, and it is crucial to understand them to avoid disputes.
If your winery is ready to explore new opportunities in international markets, contact us for a personalized demo and discover how we can support your Italian wine export success.