Guide to completing the permit application for importation into Victoria of prohibited or restricted host materials

Provide the full legal name of the person applying for the permit. If an organisation is applying, provide the full legal name of its authorised representative.

Include:

• Full legal name (not initials or abbreviations).
• Name exactly as it appears on official identification or business registration records.

Example:

• ✔ Alex Johnson
• ✘ Alex

Required where the applicant is an individual.

Include:

• Full date of birth (DD/MM/YYYY)

Example:

• ✔ 29/02/1984
• ✘ Nov 3 1972

If applying on behalf of a business or organisation, provide the registered company name.

Include:

• Registered legal entity name
• Any associated group or parent company if relevant

Example:

• ✔ Smith Agricultural Services Pty Ltd
• ✘ Smith Ag Services

Provide current business registration details.

Include:

• Full Australian Company Number (ACN)
• Full Australian Business Number (ABN)

If different from the registered company name.

Include:

• Trading name used in day-to-day operations
• Brand name under which the business operates

Example:

• ✔ Smith Agricultural Services Pty Ltd
• ✘ Smith Ag Services

Provide the full primary business or residential address.

Example:

• ✔ 18 Wattle Grove Drive, Berwick VIC 3806
• ✘ 18 Wattle Drive, Brewick

Provide contact details for the person who can answer questions about the application.

Example:

• ✔ Emily Smith, 0434 567 890, emily.smith@example.com
• ✘ Emily

If correspondence should be sent somewhere other than the street address.

Include:

• Full mailing address
• Attention line if applicable

Example:

• ✔
  Attn: Emily Smith
  Smith Agriculture Services
  PO Box 1234
  Melbourne VIC 3001
• ✘
  18 Wattle Drive
  Melbourne VIC 3000

This should be the person most familiar with the movement of the material and permit requirements.

Include:

• Full name
• Position title
• Direct phone number
• Email address

Position title examples:

• General Manager
• Biosecurity Manager
• Operations Manager
• Compliance Manager
• Nursery Manager
• Logistics Coordinator

Provide details of the person or business who is sending the material if different from the applicant.

If the sender is the same as the applicant, duplicate the information here.

Include:

• Full legal name; or
• Trading name
• Phone number and email

Example:

• ✔ Alex Johnson, 0412 345 678, alex.smith@example.com
• ✘ Alex Smith Ag Services

Provide the exact location where the material originated.

• Check whether the property lies within fire ant infested areas and movement control areas in Queensland and NSW.
• Check whether the property lies within a green snail zone in WA by contacting the QWA team directly at qwa.export@dpird.wa.gov.au

Include:

• Full roadside address
• Property name (if applicable)
• GPS coordinates (if available)
• Lot and plan details where relevant

Additional information that is helpful:

• Description of the property
• Type of operation (nursery, orchard, farm, warehouse, packing shed, etc.)
• Whether the property is located within any declared pest or disease area
• Whether the sender grows, manufactures, stores, packs or distributes the material
• Any relevant quality assurance programs they operate under

Example:

• ✔
  Red Creek Station, 1450 Wattle Ridge Road
  Burren Junction NSW 2386
  GPS Coordinates: Latitude: -30.122450, Longitude: 148.971830
• ✘
  Red Creek Station, NSW

Provide details of the final recipient in Victoria.

Include:

• Full legal name
• Business name
• Contact person
• Phone number
• Email address

Example:

• ✔ Michael Elliott, Elliott Nursery Pty Ltd, 0412 345 678, michael.elliott@example.com
• ✘ Michael Elliott 0412 345 678

Provide the exact destination of the material, or a list of destinations.

Include:

• Full roadside address including suburb and postcode
• Property name if applicable

Additional information that may assist:

• Intended use at the destination
• Whether the material will remain at the site or be redistributed

Example:

• ✔
  Michael Elliott
  Elliott Nursery Pty Ltd
  25 Rivergum Avenue, Sunshine VIC 3020
• ✘
  Elliott Nursery, Sunshine

If an inspection is required, clearly specify the proposed inspection location.
This field is optional and may be finalised at a later stage in consultation between the permit applicant and Agriculture Victoria. If the preferred inspection site is known at the time of application, please enter the details here.

Include:

• Exact address
• Specific area where material will be held
• Contact person available during inspections
• Normal operating hours

Helpful details:

• Whether the site is secure and accessible
• Any biosecurity controls already in place
• Storage conditions (indoors, quarantine area, cool room, etc.)

Select the category that best describes the material.
Where "Other" is selected, clearly explain what the material is.

Provide a detailed description.

Plants

Include:

• Common name
• Scientific (botanical) name
• Variety or cultivar
• Propagation method
• Plant age or growth stage
• Whether bare root, potted, tissue cultured, cuttings, seedlings or mature plants

Plant products

Include:

• Commodity type
• Species
• Fresh, dried, processed or frozen status
• Packaging details

Plant vectors

Include:

• Species identification
• Intended use
• Quantity

Used equipment

Include:

• Equipment type
• Make and model
• Previous use
• Last location used
• Cleaning and disinfection history

Used packages

Include:

• Packaging type
• Previous contents
• Cleaning or treatment undertaken

Earth materials

Include:

• Type of soil or growing medium
• Source location
• Quantity
• Intended use

Beehives

Include:

• Number of hives
• Hive type
• Bee species
• Current location
• Health status and inspection history

Example:

• ✔
  Citrus sinensis ‘Valencia’
  Status: Commercial citrus trees for retail sale
  Origin: Produced and packed at a commercial citrus orchard in Burren Junction, NSW.
  Intended Use: Wholesale distribution and retail sale within Victoria.
  
  The consignment contains healthy potted citrus trees propagated by grafting onto certified rootstock. Trees are approximately 18 months old, established in 10-litre pots containing commercial potting mix, and intended for planting in orchards or residential gardens. Each pot is labelled with the variety name and batch identification details.
• ✘
  Orange trees in pots.

Provide accurate quantities.

Examples include:

• Number of plants
• Kilograms or tonnes
• Cubic metres
• Number of pallets
• Number of packages
• Number of hives

Where possible include:

• Total quantity
• Number of consignments
• Frequency of movement

Example:

• ✔ 4,500 potted citrus plants across 8 consignments over a four-week period.
• ✘ 4500 oranges

Provide as much detail as possible.

Include:

• Expected arrival date
• Estimated arrival time
• Transport method
• Carrier details

Helpful additional information

• Any transfer, storage or consolidation points.
• Whether multiple consignments are expected.

Example:

• ✔
  04/09/2026 – 1000 pots
  07/09/2026 – 500 pots
  11/09/2026 – 500 pots
  14/09/2026 – 500 pots
  18/09/2026 – 500 pots
  21/09/2026 – 500 pots
  25/09/2026 – 500 pots
  28/09/2026 – 500 pots
• ✘
  September 4-28

Clearly identify the pest or disease specified in the Victorian Plant Quarantine Manual.

Include:

• Full pest or disease name.
• Scientific name if known.
• Relevant Importation Order or Quarantine Manual reference if known.

Example:

• ✔ Red Citrus Mite (Panonychus citri)
• ✘ Mites

Describe the specific requirement that cannot be satisfied. Be precise.

Rather than:

• Cannot meet treatment requirements.

Use:

• The required area freedom certification for [pest name] cannot be obtained because the source property is located within a regulated area; or
  Cannot comply with Victorian entry condition [XX], which requires [treatment details from the Victorian Plant Quarantine Manual] because supply of the treatment into Australia has been disrupted.

Include:

• Exact condition reference if known.
• Why it applies to your material.
• Whether only part of the condition cannot be met.

Example:

• ✔ Cannot meet Condition 22 as do not have an area freedom certificate and have not drenched or dipped plants.
• ✘ Haven’t treated for mites.

Provide a detailed explanation.

Include:

• Operational limitations
• Technical barriers
• Supply chain considerations
• Availability of treatment facilities
• Geographic or seasonal factors
• Regulatory constraints

Strong responses explain:

• What was attempted
• Why available options were not feasible
• Evidence supporting the explanation

Example:

• ✔
  The nursery is located outside an area covered by an Area Freedom Certificate, and due to a recent change in ownership and record-keeping systems, the nursery is unable to provide evidence that the plants have received the specific Abamectin plus Clofentezine/Amitraz treatment required under Condition 22 within the previous 12 months. The plants also have not been inspected by the relevant state agricultural authority for certification as free from citrus red mite.
• ✘
  Can’t meet requirements.

This is often the most critical information for permit assessment.

Describe all measures that will reduce the risk associated with the pest or disease. These may be measures that are already practiced by the business and/or measures that the business is willing to implement.

Examples of information to include:

Testing and verification

• Laboratory testing
• Sampling programs
• Monitoring activities
• Inspection reports

Treatment measures

• Chemical treatments
  • Application rate
  • In accordance with APVMA label directions
• Heat treatments
• Cleaning and disinfection
• Fumigation
• Baiting frequency
  • Confirmation of baiting between 1 April and 30 November (inclusive)

Operational controls

• Harvesting, packing and inspection processes
• Segregation from other stock
• Controlled transport
• Secure packaging
• Traceability systems

Property controls

• Enclosed/semi-enclosed facility
• Baiting coverage
  • all areas of the property, vegetated and/or non-cropped areas
• Pest surveillance programs
• Integrated pest management
• Biosecurity plans
• Quality assurance systems

Documentation

• Certificates
• Audit reports
• Inspection records
• Photographs
• Maps
  • If applicable, confirm whether treatment/baiting is undertaken along internal transects across the property and indicate on map.
• Treatment records

Example:

• ✔ All citrus plants will be inspected prior to dispatch, maintained under insect-proof screen-house conditions, transported in sealed vehicles, and accompanied by treatment and inspection records issued by the source nursery.
• ✘ Spray the plants.