Free UK plant passport template (PDF and Word)
A printable A4 sheet of eight UK plant passport labels with the right heading and elements A to D. Type into the PDF or edit the Word file, print, cut and attach one to each parcel.
Short answer
Download the fillable PDF template or the Word template. Each has eight labels per A4 sheet with the "UK Plant Passport" heading and elements A to D. There is no official template, so any layout that meets the rules is fine. Fill in the botanical names (A), your APHA registration number without a "GB" prefix (B), a traceability code (C) and the country of origin (D). You need APHA authorisation before you issue passports.
Download the template
Both files are free, with no sign-up. Pick the one that suits how you work:
- Fillable PDF: type into the boxes in any PDF reader. Element B is a single field, so typing your registration number once fills all eight labels. You can also print it blank and write the details by hand.
- Word file (.docx): replace the grey placeholders and change the font size or layout if you need to. Keep the heading, the border and the letters A to D.
The template is a layout, not an authorisation. You can only issue plant passports once APHA has authorised you. See How to get a plant passport.
What to write in each element
Every UK plant passport carries the same four elements (GOV.UK). For an online order, one passport can cover the whole parcel if it lists every species in it (Defra FAQ Q2.8).
| Element | What to write | Example |
|---|---|---|
| A | Botanical name of each plant in the parcel: genus and species. The variety is optional. | Monstera deliciosa, Hoya carnosa |
| B | Your APHA registration number, with no "GB" in front of it. | 123456 |
| C | A code that links the plants to your records, such as a batch or lot code. See the traceability code guide. | BATCH-0418-03 |
| D | Country of origin. "GB" for plants grown anywhere in the UK, otherwise the country they came from. | GB |
Printing and attaching the labels
Print at actual size on plain paper and cut along the borders, or on full-sheet sticker paper if you want to stick the passport to the box. There is no fixed size, but the passport must be readable without a magnifying glass, and the information must be durable and not changeable (Regulation 2017/2313). If you write by hand, use capitals and keep it legible (Defra FAQ Q4.8).
For distance sales, the passport can go on the outside of the box or packet, or on the delivery note if that travels inside the parcel with the plant. An invoice alone does not count.
For label sheet sizes and label printers, see printing UK plant passport labels.
Check before you print
Run through these points before you print a batch:
- The heading says UK Plant Passport, in English, at the top, with no flag.
- Element B has no "GB-" prefix.
- Every species in the parcel is listed in A.
- The passport is clearly separate from your logo, care instructions and prices. Put those outside the border.
- You record what each passport said and keep the record for 3 years. The free records template has a sheet for this.
When a template stops being enough
A template works well for a few parcels a week. With more orders, the slow part is copying: looking up each plant’s botanical name and code, then writing the passport and the record. Plant Passport Ops imports Shopify, Etsy, WooCommerce or CSV order exports, fills A to D from your plant catalogue, prints the labels for a batch and keeps a searchable record of every passport. It is free to start for up to 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
Is there an official UK plant passport template?+
No. The law sets what a passport must contain and how it must be laid out, but the official models are only examples. Any design that meets the rules is acceptable.
Can I handwrite plant passports?+
Yes. Defra says you can fill in a template by hand, as long as the details are written in capitals and are legible.
Can I add my logo to the plant passport?+
Put your logo and other text outside the passport border. The passport has to be distinct and separate from any other information on the label or delivery note.
What size should a UK plant passport be?+
There is no minimum or fixed size. It must be readable without a visual aid, so avoid shrinking the text to fit a small sticker.
Can I use this template before I am authorised?+
No. Only operators authorised by APHA (or SASA in Scotland) may issue UK plant passports. Apply first, then start using the template.
Sources
- GOV.UK: Issuing plant passports to trade plants in Great Britain
- Retained Regulation (EU) 2017/2313, Article 2 (plant passport format)
- Retained Regulation (EU) 2016/2031, Annex VII (plant passport content)
- 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 14 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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