How to Import Seafood: A Step-by-Step Guide
A practical, comprehensive guide for first-time seafood importers. Learn every step from choosing a supplier to receiving your first container.
Importing frozen seafood can be highly profitable, but the process involves multiple moving parts that first-time buyers often find overwhelming. From navigating product specifications and food safety certifications to managing cold chain logistics and customs documentation, there is a lot to get right. This guide walks you through the entire seafood import process so you can approach your first purchase with confidence.
Step 1: Choose the Right Supplier
Your choice of supplier is the single most important decision in seafood importing. A reliable supplier ensures consistent quality, on-time shipments, and proper documentation that clears customs without delays. Here is what to evaluate:
Hanuman Seafood operates from Thailand, holds all major international certifications, and exports 30+ species to buyers across five continents. We are built to be the kind of supplier first-time importers can rely on.
Step 2: Understand Product Specifications
Seafood specifications are detailed and precise. Getting them wrong means receiving product you cannot sell. Key specifications to understand include:
Size Grades
Seafood is sold by size grade, typically expressed as count per unit weight. For shrimp, grades like 16/20, 21/25, or 31/40 refer to the number of pieces per pound. Smaller numbers mean larger, more expensive shrimp. For fish fillets, sizes are expressed in gram ranges (e.g., 120-170g, 170-230g). Always confirm whether sizes are listed per pound or per kilogram.
Product Forms
Common product forms include: whole round (WR), headed and gutted (HGT), fillets (skin-on or skinless), steaks, loins, peeled and deveined shrimp (PD or PND), tubes and rings for squid, and cooked preparations. Each form has different pricing, yield rates, and end-use applications.
Pack Types and Glazing
IQF (Individually Quick Frozen) products are frozen separately, making them easy to portion. Block frozen products are packed tightly in blocks, typically 10kg, and are more economical for food service. Glazing — a thin ice layer protecting the product — is expressed as a percentage of net weight (e.g., 10% or 20% glaze). The glaze percentage directly impacts your effective cost per kilogram. Always negotiate on net weight, not gross weight.
Browse our full product catalog to see the range of species, forms, and specifications we offer.
Step 3: Prepare Your Import Documentation
Every country has its own import requirements for seafood, but the core documentation set is fairly universal. Expect to work with the following documents:
Health Certificate
Issued by the exporting country's competent authority, confirming the product is safe for human consumption.
Certificate of Origin
Confirms where the product was produced, which affects tariff rates and trade agreement eligibility.
Phytosanitary / Veterinary Certificate
Required by some countries for fishery products to confirm disease-free status.
Bill of Lading
The shipping document that serves as receipt of cargo and title document.
Commercial Invoice & Packing List
Details the product, quantity, value, and packaging specifications.
Certificate of Analysis (COA)
Lab test results for microbiological, chemical, and physical parameters.
A good supplier will prepare all export documentation correctly. At Hanuman Seafood, our export documentation team handles all paperwork and can advise you on the specific requirements for your import market.
Step 4: Verify Food Safety Certifications
Certifications are your assurance that the supplier's processing facilities meet international food safety standards. At a minimum, your supplier should hold HACCP certification. For premium markets, look for BRC, ISO 22000, and market-specific approvals such as EU establishment numbers or US FDA registration. If you are targeting Muslim-majority markets, Halal certification is essential. For sustainability-conscious buyers, MSC (wild-catch) and ASC (aquaculture) certifications add significant value.
Read our detailed Seafood Certifications Guide to understand what each certification means and who requires it, or visit our certifications page to see Hanuman Seafood's full list of accreditations.
Step 5: Manage the Cold Chain
Frozen seafood must be maintained at -18 degrees Celsius or below from the moment it leaves the processing plant until it reaches the end user. Any break in the cold chain can compromise product quality and safety. Key cold chain checkpoints include:
- Processing plant cold storage: Product is stored at -18 to -25 degrees Celsius before loading.
- Container loading: Reefer containers must be pre-cooled before loading. Product temperature is checked at the door.
- Ocean transit: Reefer containers maintain set temperature with data logging throughout the voyage.
- Port and customs: Minimize dwell time at port. Arrange cold storage or direct delivery upon customs clearance.
- Last-mile delivery: Use refrigerated trucks for delivery to your warehouse or distribution center.
Hanuman Seafood provides temperature data logs for every shipment and works with vetted logistics partners to ensure unbroken cold chain from our facilities to your port.
Step 6: Agree on Incoterms
Incoterms define who is responsible for shipping costs, insurance, and risk at each point in the journey. The most common Incoterms in seafood trade are:
FOB (Free On Board)
The seller delivers the goods onto the vessel at the port of shipment. The buyer assumes risk and cost from that point. This is the most common term for experienced importers who have their own freight forwarder.
CIF (Cost, Insurance & Freight)
The seller arranges and pays for shipping and insurance to the destination port. The buyer takes over at the destination port. Ideal for first-time importers who want a simpler purchasing experience.
CFR (Cost & Freight)
Similar to CIF but without insurance. The buyer should arrange their own marine cargo insurance.
EXW (Ex Works)
The buyer arranges everything from the supplier's warehouse. Rarely used in seafood unless the buyer has a logistics operation in the origin country.
For your first seafood import, CIF is often the safest choice — your supplier handles the logistics, and you simply receive the container at your destination port. As you gain experience, FOB often provides better control and cost savings.
Step 7: Place Your First Order
Once you have evaluated product samples and confirmed specifications, you are ready to place your first full container order. Here is how the process typically works:
- Request product samples first — a few kilograms of your target species and specifications.
- Once samples meet your standards, place your first order of 1 x 20-foot container (approximately 18-22 tonnes depending on the product).
- Evaluate the full process end-to-end: order confirmation, production timeline, documentation, shipping, and product condition on arrival.
- After your first shipment, negotiate ongoing supply terms, pricing tiers for volume, and a supply schedule.
Hanuman Seafood provides dedicated support for new buyers through our buyer onboarding process. We understand that your first import sets the tone for the entire business relationship.
Frequently Asked Questions: How to Import Seafood
How much does it cost to import frozen seafood?
A 20ft reefer container of vannamei shrimp from Thailand typically costs $18,000–$30,000 for goods plus $1,500–$3,500 in ocean freight and $500–$1,500 in destination customs clearance. Total landed cost per kg ranges from $5–$18 depending on species and grade.
What is the minimum order quantity (MOQ) for importing seafood?
Most certified exporters require a minimum of 1 × 20ft reefer container (approximately 18–22 MT). Hanuman Seafood's standard MOQ is 1 × 20ft reefer container, with LCL options for trial orders.
What certifications should a seafood supplier have?
At minimum, look for HACCP certification. For the EU, BRC or IFS is required. For the USA, FDA registration and HACCP compliance are mandatory. Additional certifications like BAP or ASC indicate sustainability.
How long does it take to ship seafood from Thailand?
Ocean transit from Thailand: Japan 4–6 days; UAE 12–18 days; Europe 20–30 days; USA West Coast 18–24 days. Add 7–14 days for production and inspection.
What documents are needed to import frozen seafood?
Standard documents: Health Certificate, Certificate of Origin, Bill of Lading, Commercial Invoice & Packing List, Certificate of Analysis. EU additionally requires Export Health Certificate (EHC); USA requires FDA Prior Notice.
Ready to import seafood? Browse our 50+ species → or request a free FOB quote →
Ready to Start Importing Seafood?
Contact Hanuman Seafood for a no-obligation consultation. Our export team will guide you through specifications, pricing, and logistics for your first order.