Can they refuse to issue the code?

Yes, but this is rare and almost always fixable. Main reasons: incomplete set of documents; illegible or outdated scanned copies; errors in writing the company name or address in Latin; an EORI for your company is already registered in another EU country (this is not a refusal, but a clarification — you simply need to use the existing code).

EORI Code for import and export: what it is and how to obtain it

You decide to send your first consignment of goods from Ukraine to Poland or order equipment from Germany to Ukraine — and suddenly the word "EORI" appears in correspondence with the carrier or broker. What is it, why is it needed, and what happens if you don't have it?

In short: without an EORI number, your cargo at European customs simply "does not exist." You can neither process it, send it, nor receive it.

In this article, we break everything down in simple terms: what an EORI number is, who needs it and when, how to obtain it quickly and without unnecessary hassle, and what pitfalls you should pay attention to in advance.

What an EORI number is — explained in simple language

EORI (Economic Operators Registration and Identification) is a unique number that EU customs authorities assign to companies and entrepreneurs for identification in customs systems.

Imagine that European customs is a huge database. Every time cargo passes through the border, the system checks: who is sending or receiving it? Your EORI number is that very "identity card" for this system.

Without it, EU customs literally cannot process your declaration — for either entry or exit.

The EORI number consists of two parts:

Letter prefix (2 characters) — designation of the EU country that issued the code. For example: PL — Poland, DE — Germany, RO — Romania.
Unique number (up to 15 characters) — for EU residents this is usually their tax number. For Ukrainian companies — a separate alphanumeric identifier assigned by customs.

Example: PL1234567890ABCD.

Important note: Ukraine is not part of the EU, so there is no such thing as a "Ukrainian EORI database." Ukrainian companies obtain this code in one of the European Union countries — but it is valid throughout its entire territory. In other words, a code obtained in Poland works perfectly when processing cargo in Romania, Germany, or any other member state.

Who needs an EORI number and when

If you trade exclusively within Ukraine — this section is not for you. But if at least one of the following scenarios is about you — read carefully.

Export from Ukraine to Europe

You are selling goods to EU countries.

A Ukrainian exporter needs an EORI number if they file a customs declaration independently within the European Union or act as the declarant. If all customs procedures in the EU are handled by your European partner (the buyer) or their customs broker/carrier, then you are not required to obtain an EORI number.

Import from the EU to Ukraine

You are purchasing goods from European suppliers. Your European supplier’s EORI plays a key role here — it is this EORI number that the supplier uses/quotes as the declarant when filing the export declaration when processing the export of goods from the EU. When shipping goods, your supplier in Germany or Poland is required to declare the export in their own country, specifying their EORI as the exporter on the declaration. The Ukrainian recipient company is usually listed in the declaration simply by name and address — a separate European EORI number is not required for this, unless you yourself act as the declarant or carrier within the EU system.

Transit through EU territory

Your cargo does not physically stay in the EU but passes through it — for example, from Ukraine to the United Kingdom, Turkey or Scandinavia via the Polish or Slovak border. In this case, the transit procedure T1 is used in the NCTS system. To process it, the carrier or the holder of the transit regime (the one responsible for the cargo) must have a valid EORI number.

How a Ukrainian company can obtain an EORI number: step-by-step instructions

Since Ukrainian companies are non-residents in the EU, you need to apply for the code to the customs authorities of one of the European Union countries. It makes the most sense to choose the country through which your first cargo will go. Most often this is Poland, Romania, Slovakia, or Hungary.

Let's look at the process in detail — using the example of Poland (through the PUESC system) as the most common route.

Step 1. We collect documents

For legal entities (LLC, etc.):

a recent extract from the Ukrainian Unified State Register — preferably no older than 1–3 months. It is better to have it translated into English;
director's passport — to confirm the identity of the director/company head;
application form — filled out in the Latin alphabet according to the established form. The company name, legal address and contact details are indicated here.

For sole proprietors:

extract from the Ukrainian Unified State Register with sole proprietors details;
entrepreneur's passport;
application form (also in Latin).

Practical advice: the company name in the application must match character by character with how you write it in invoices, contracts and transport documents. A discrepancy in even one symbol or abbreviation (LLC instead of LLC, for example) — and customs may refuse to accept your declaration.

Step 2. We choose the method of submission

There are two options:

Independently through an online portal: for example, in Poland this is the PUESC platform (puesc.gov.pl). You need to create a personal account, go through verification and fill out the application form. Free of charge, but requires time and understanding of the Polish interface.
Through a customs broker: the most popular way among Ukrainian companies. You issue a notarized power of attorney for the broker — and they handle the entire submission for you. The cost of the service is usually UAH 5,000. But it's fast, reliable and without the risk of making a mistake in the documents.

Step 3. We wait and receive the code

The EORI registration itself in the EU is free (you only pay for the broker's services if you contact them).

Processing time — to 5 working days. The result is sent by email: an official confirmation with the assigned EORI number.

EORI nuances worth knowing in advance

One business — one code: EORI is tied to your company's EDRPOU code (or tax number for sole proprietors). You cannot obtain one code in Poland and then a separate one in Germany for the same company — the system will detect a duplicate and give an error. If your company already has an EORI in one EU country, you must use that same code for operations in all other EU countries.

The code does not expire: EORI does not need to be renewed every year it is valid as long as your company exists. But! If the name, legal address or director has changed — be sure to update the data with the customs of the EU country that issued the code. Outdated data may cause problems during customs clearance.

Plan ahead: do not postpone obtaining the code until the last moment. The ideal time is at least 1 week before the first shipment of cargo. This gives a reserve for technical delays, document corrections and a and sufficient time to verify data accuracy.

Check the code before use: after receiving the EORI number, be sure to check it through the official European Commission tool — EORI Validation (ec.europa.eu). Enter the number — the system will show whether it is active. This will take 30 seconds and save you from surprises at the border.

Frequently asked questions about EORI

Can an individual (not an entrepreneur) obtain an EORI?

Yes. If ordinary citizens transports commercial goods subject to declaration across the EU border, they can also obtain an EORI — based on their passport. For one-off personal movements this is usually not needed, but for regular commercial consignments it is mandatory.

Is an EORI required when shipping through TobiPaczka service?

For cross-border movement of goods for personal purposes, an EORI number is not needed at all — we can deliver it without an EORI code, provided it is shipped as a private individual's personal cargo. For regular official deliveries of commercial consignments, having an EORI is mandatory.

Can the customs authority refuse to issue the code?

Yes, but this is rare and almost always fixable. Main reasons for refusal:

incomplete set of documents;
illegible or outdated scanned copies;
errors in writing the company name or address in Latin;
an EORI for your company is already registered in another EU country (this is not a refusal, but a clarification — you simply need to use the existing code).

Can I use someone else's EORI number?

No. The code is tied to a specific legal entity or individual. Using someone else's EORI is a violation of EU customs legislation.

Is a separate EORI required for each EU country?

No. One code obtained in any European Union country is valid throughout the entire EU. For example, a Polish EORI (with the prefix PL) will work when processing cargo in Romania, Austria, or Finland.

The main thing about the EORI number

The EORI number is not a bureaucratic formality, but a basic tool for working with the European market. Without it, any foreign trade operation with the EU is either impossible or creates serious problems for the partner on the European side.

The good news: it is not difficult to obtain. The procedure doesn't take long, does not require large expenses, and is within the reach of any company — even without experience working with European customs.

Main rules:

apply for it in advance, not on the day the cargo is shipped;
keep your data up to date when there are changes in the company;
check the validity of the code through the official EU portal before each new transaction.

If you still have questions — contact our manager. Specialists of the company TobiPaczka help not only eliminate errors during customs clearance but also set up turnkey international logistics.