The APHA plant passport inspection: what to expect and how to prepare
Every business that issues UK plant passports is inspected by APHA, first shortly after authorisation and then at least once a year. Here is what happens on the day, what it costs, and what to have ready so the visit is short.
Short answer
An APHA inspector interviews whoever is responsible for plant passports, audits your records, inspects and may sample your plants for pests and diseases, and updates you on current pest risks. The first inspection comes shortly after you are authorised, then at least once a year. It costs £61.58 per 15 minutes, minimum £123.16. To prepare, have 3 years of passport records, your plant examination records and easy access to your plants ready.
What happens at the inspection
APHA (the Animal and Plant Health Agency) inspects in England and Wales "shortly after you’re authorised" to issue plant passports. According to GOV.UK, the inspector will:
- Interview you, or the person responsible for plant passports at your site.
- Audit your records.
- Inspect host plants and sample them to make sure they are free from pests or diseases that could make trading a plant health risk.
- Update you on the latest plant quarantine pest and disease risks.
If the inspector finds issues, Defra’s FAQ says follow-up discussions or revisits may be arranged as needed (Q3.2).
How often APHA inspects
The rules require an inspection at least once a year, and some plants or wood products need more, or inspections at set times of year (Defra FAQ Q5.1). Your authorisation is reviewed every year and renewed through eDomero.
In 2026 there may be extra growing-season inspections to prepare for EU plant passports, which are intended to replace UK ones in mid-2027. The government says businesses will not be charged for that additional work before the SPS agreement takes effect. See EU plant passports in 2027.
What the inspection costs
Inspections are charged by time spent on the inspection, not per visit, so a well-prepared visit is a cheaper one. The inspector’s travel and the admin for the inspection are built into the rate rather than charged separately (GOV.UK).
| Item | Fee |
|---|---|
| Inspection, per 15 minutes or part of 15 minutes | £61.58 |
| Minimum fee | £123.16 |
| Yearly renewal inspection | Same rate as the first inspection |
| Paper application for authorisation (online is free) | £20.66 extra |
Checklist: what to have ready
The checklist below follows what the regulation asks of authorised operators. An authorised operator must be able to examine plants for pests and have systems for traceability (Article 89), examine plants before issuing passports and record the results (Article 87), and identify and monitor the critical points in its production and plant movements (Article 90).
- Your registration number and authorisation, and the name of whoever issues passports. Defra says passports should only be issued by trained staff based at the audited site (FAQ Q5.6).
- Passports received: who supplied each passported plant you bought in, for the last 3 years. The records template has a sheet for this.
- Passports issued: for each passport, who supplied the plants, who you supplied and what the passport said, for 3 years.
- Plant examination records. Before you issue a passport, the plants need at least a visual check, and the results have to be recorded and kept for 3 years. A dated note per batch ("checked, no pests or symptoms found") is a simple start.
- Your critical points: where pests could get in or spread, such as new deliveries, potting on, propagation and dispatch, and how you check them. Records of this are also kept for 3 years.
- A plan for pests: if you find a quarantine pest, you must hold the plants and notify a plant health inspector immediately (GOV.UK).
- Sample labels you have printed, to show the format: "UK PLANT PASSPORT", no flag, and elements A to D. See label requirements.
- Easy access to the plants, so the inspector can check and sample them without moving stock around.
Tips for online and small sellers
APHA audits authorised operators every year, and online sellers need to show that they know where their plants have come from and where they have gone (APHA Science blog). For a small online shop, that usually comes down to four things:
- Do the trace test before the visit. Pick a parcel from a few months ago and follow it back to the batch, the supplier delivery and the supplier’s passport. If any link is missing, fix it first. The traceability code guide shows how one code links the two.
- Use botanical names everywhere. Orders often say "Swiss cheese plant", but the label and the record need the genus and species, such as Monstera deliciosa.
- Keep your order history. The order number links each passport to the customer. Export your orders from Shopify, Etsy or eBay regularly, because you need them for 3 years even if you close the shop.
- Know your own plants’ risks. Inspectors also look at whether you understand the pest risks of what you trade, so ask questions during the risk update. Some plants also need extra inspections at set times of year (Defra FAQ Q5.1).
Records that are ready before the inspector asks
Most of the inspection time goes on records, so the less searching you do, the shorter and cheaper the visit. Plant Passport Ops saves every passport it prints with its order number, batch code, plants and date. You can search by order or batch and export the records for the inspector. It is free to start for up to 20 passports a month.
Plant Passport Ops is not affiliated with APHA or Defra. For questions about your own inspection, contact APHA, for example at PlantPassportRegistration@apha.gov.uk. In Scotland, inspections are carried out by the Scottish Government’s plant health inspectors with SASA.
Change ahead: under the UK–EU SPS agreement, the government says EU plant passports will replace UK plant passports, with the agreement intended to take effect in mid-2027 (subject to negotiations). Until new guidance is published, the UK rules on this page apply. See EU plant passports in 2027.
Common questions
How much does an APHA plant passport inspection cost?+
£61.58 for each 15 minutes or part of 15 minutes spent on the inspection, with a minimum fee of £123.16. Travel and admin are built into that rate rather than charged separately. Renewal inspections cost the same as the first one.
How often does APHA inspect plant passport holders?+
Shortly after you are first authorised, then at least once a year. Some plants need more frequent inspections or inspections at particular times of year.
What do APHA inspectors check?+
They interview whoever is responsible for plant passports, audit your records, inspect and may sample your plants for pests and diseases, and give you an update on current pest and disease risks.
Will APHA inspect my home if I sell plants online from home?+
The inspection takes place at the site where you keep the plants and issue passports. For many small online sellers that is their home or garden. If you are unsure what applies to you, ask APHA before your inspection.
What happens if the inspector finds a problem?+
The inspector discusses test results and any issues with you, and may arrange a follow-up or revisit. If you find a quarantine pest yourself, you must hold the plants and notify a plant health inspector immediately.
Sources
- GOV.UK: Issuing plant passports to trade plants in Great Britain
- Defra Plant Health Portal: Plant passport FAQ
- Retained Regulation (EU) 2016/2031, Article 87 (examinations for plant passports)
- Retained Regulation (EU) 2016/2031, Article 89 (authorisation to issue plant passports)
- Retained Regulation (EU) 2016/2031, Article 90 (obligations of authorised operators)
- APHA Science blog: Keeping plants healthy in the age of online sales (March 2023)
- GOV.UK: SPS agreement, horticulture industry: preparing your business
This guide summarises official guidance for Great Britain as of 15 Oct 2026. Rules can change, so check the linked GOV.UK pages or contact APHA (Scotland: SASA) for your own situation. Plant Passport Ops does not grant official authorisation or provide legal or regulatory advice. It helps sellers organise label and record workflows based on the information they enter.
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