UK plant passport label requirements, with an example
A UK plant passport is a small, separate label with a fixed heading and four elements, A to D. Here is what each element means, the layout rules, where the label goes on an online order and the mistakes that come up most.
Short answer
A UK plant passport is a separate, bordered label with the words "UK Plant Passport" printed in English at the top, no flag, and four elements: A the botanical name, B your APHA registration number without a "GB" prefix, C a traceability code and D the country of origin ("GB" for plants grown in the UK). For online orders it can go on the parcel or on the delivery note packed inside it.
The four elements: A, B, C and D
Every UK plant passport carries the same four elements, each marked with its letter (GOV.UK, Annex VII).
| Element | What it means | Example |
|---|---|---|
| A | Botanical name of the plant: genus and species. The variety is optional. | Monstera deliciosa |
| B | Your registration number from APHA. It must not have a "GB" prefix; that was only needed on EU plant passports. | 123456 |
| C | Traceability code that links the plant to your records, such as a batch, lot or consignment code. An existing code you already use is fine. See the traceability code explained. | BATCH-0418-03 |
| D | Country of origin. "GB" covers plants grown anywhere in the UK, including Northern Ireland. Otherwise, the country the plant came from. | GB |
The traceability code (C) is not needed when plants are ready for sale to final users without further preparation and there is no risk of spreading quarantine pests in Great Britain. Many sellers include it anyway, because it makes the passport easy to match to their records.
Layout rules
There is no fixed size, font or template: the official models are only examples. The passport does have to meet these rules (GOV.UK, Regulation 2017/2313):
- The words UK Plant Passport are printed in English at the top. There is no flag.
- The elements sit inside a rectangle or square, with a border line or otherwise clearly separated from everything else.
- It is distinct and separate from other information, such as your branding, care instructions or price.
- It can be read without a magnifying glass, and the information is durable and cannot be changed.
- Handwritten passports must be in capitals and legible (Defra FAQ Q4.8).
- A QR code or barcode is optional.
Example: one passport for a mixed parcel
You can issue one passport for a whole parcel, as long as every plant species in it is listed and the text stays legible (Defra FAQ Q2.8 and Q4.6). For an online order containing two houseplants, it could read:
| Line | Printed text |
|---|---|
| Heading | UK Plant Passport |
| A | Monstera deliciosa, Hoya carnosa |
| B | 123456 |
| C | BATCH-0418-03 |
| D | GB |
Where the passport goes on an online order
Attach the passport to the smallest unit you send, which for online sellers is normally the parcel. For distance sales, GOV.UK allows it on the delivery note "if that is travelling in the package or box with the plant", or on the outside of the box or packet.
An invoice on its own is not enough. Defra says passports "may also be recorded on invoices" in addition to being attached to the unit (FAQ Q2.10).
Common mistakes
These are the errors that come up most when sellers make their own labels:
- Writing "GB-" in front of the registration number in B.
- Using the old EU layout with the EU flag and a plain "Plant Passport" heading. That format is for EU and Northern Ireland passports.
- Mixing the passport into a product label, so it is not clearly separate.
- Leaving species off a passport that covers a mixed parcel.
- Printing so small that the passport cannot be read without a visual aid.
- Not recording the passports you issue. Records must be kept for 3 years.
Pest-free area passports
Some plants moving into a pest-free area need a different heading: "UK plant passport - PFA (Pest-free area)", with the code of the pest concerned underneath. Most houseplant and garden plant sellers will not need this; APHA will tell you if it applies to your plants.
Making labels from your orders
Writing passports by hand works for a handful of parcels. At higher volume, the work is mostly copying: matching each order line to a botanical name and code, then printing a label per parcel. Plant Passport Ops imports Shopify, Etsy, WooCommerce or CSV order exports, fills A to D from your plant catalogue, flags missing data and prints labels in batches. It is free for 20 passports a month.
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
What should be at the top of a UK plant passport?+
The words "UK Plant Passport" in English. UK plant passports have no flag.
Does the registration number need "GB" in front of it?+
No. GOV.UK says part B must not have a "GB" prefix, because the prefix was only needed on EU plant passports to tell member states apart.
Do I need one passport per plant or per order?+
One per unit you send. For online orders that is usually the parcel, listing every species inside it. If you sell plants individually wrapped, each wrapped plant can carry its own.
Can the plant passport be printed on the packing slip?+
Yes, for distance sales, if the delivery note travels inside the package with the plant. It still has to look like a passport: separate from the rest of the note, with its own border and the "UK Plant Passport" heading.
Is there an official UK plant passport template?+
No. The law sets the content and layout rules but says the model sizes and fonts are only examples, so you can design or generate your own as long as it meets the rules. We have a free printable template in PDF and Word.
Sources
- GOV.UK: Issuing plant passports to trade plants in Great Britain
- Retained Regulation (EU) 2016/2031, Annex VII (plant passport content)
- Retained Regulation (EU) 2017/2313, Article 2 (plant passport format)
- Defra Plant Health Portal: Plant passport FAQ
- GOV.UK: SPS agreement, horticulture industry: preparing your business
This guide summarises official guidance for Great Britain as of 12 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.
Make plant passport labels from your orders
Connect Shopify or Etsy, or import a WooCommerce or CSV order export, fill in the passport details once and print labels in batches. Free for 20 passports a month.
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