Shipping Hotel Amenities from India to Europe

Hotel toiletries made in India usually reach Europe by sea, arriving at a major North Sea or Mediterranean port. An importer of record with an EORI number clears them through customs, the Incoterm in your contract decides who pays for what, and the cosmetics paperwork must be complete before the goods are supplied to hotels. Resorts should plan backwards from their opening date.

This guide walks through the shipping side of buying private-label amenities from India. For country notes on ports and buyers, see our Europe hotel amenities hub.

The importer of record

The importer of record is the business that declares the goods to customs and is responsible for paying import duty and VAT. It might be the hotel group's local company, a distributor or an importer that supplies many hotels. In the EU and the UK, the importer of cosmetics is also the Responsible Person by default, unless another person in the market is appointed. Decide early who will do both jobs, as the two roles are closely linked.

EORI numbers

Any business that imports into the EU needs an EU EORI number, issued by a member state's customs authority. Importers into Great Britain need a GB EORI number. A business importing into both will need both. Your customs broker will ask for it before filing the declaration.

Choosing an Incoterm

Incoterms are standard trade terms that set who arranges and pays for each stage of the journey and where risk passes. The common choices for sea freight are:

Incoterm	Seller arranges	Buyer arranges	Suits
EXW (Ex Works)	Goods ready at factory	Everything from collection onwards	Buyers with their own forwarder in India
FCA (Free Carrier)	Export clearance, delivery to carrier	Main freight, import	Containerised freight with buyer's forwarder
FOB (Free on Board)	Export clearance, loading at Indian port	Sea freight, insurance, import	Buyers who control sea freight
CIF (Cost, Insurance and Freight)	Sea freight and insurance to destination port	Unloading, import clearance, duty	Buyers who prefer a delivered port price
DAP (Delivered at Place)	Transport to named place	Import clearance, duty and taxes	Buyers wanting door delivery but handling customs

Delivered Duty Paid (DDP) puts import duty and VAT on the seller, which is rarely practical for a manufacturer outside the EU or UK. We will discuss the term that suits your set-up; see our fulfilment and export page.

The documents

A typical sea shipment travels with:

• Commercial invoice showing seller, buyer, goods description, tariff classification, value and Incoterm
• Packing list with cartons, pallets, weights and dimensions
• Bill of lading issued by the shipping line or forwarder
• Origin evidence, where a tariff preference is claimed; your broker will advise on the form needed
• Product documents requested by the importer, such as ingredient lists or manufacturing documentation

Cosmetic shampoo, shower gel and lotion are generally not classed as dangerous goods for transport, but your forwarder may still ask for safety information on products. Duty rates depend on classification, origin and any trade agreement in force. We do not quote duty rates; ask your customs broker to confirm them for each product before pricing.

Compliance before supply

Customs clearance and cosmetics compliance are separate. Goods can clear customs and still not be ready for supply if the Responsible Person has not completed the safety report and notification (CPNP for the EU, SCPN for Great Britain). Start that work alongside production. Our UK page and the country pages linked from the hub explain the regulatory side.

Palletisation and packing

• Pallet type. Wooden pallets must be heat-treated and marked under the international plant-health standard; plastic pallets avoid the requirement.
• Pallet size. Agree a size that suits European warehouses and racking. Euro-size pallets are common on the continent.
• Load stability. 5 L refills are heavy; stack patterns, corner boards and stretch wrap prevent crushed cartons.
• Leak protection. Induction seals or secure caps on refills and dispensers, with bottles packed upright.
• Labelling of cartons. Product, scent, batch and quantity on each carton make receiving and stock rotation easier.
• Temperature. Containers can get hot in transit; formulas and packaging should be tested for stability across the conditions they will face.

We make and decorate packaging in-house, which helps us plan carton sizes around bottles; see custom packaging.

Which port

Your importer chooses the port based on where it clears goods and holds stock. Northern European buyers often use North Sea hubs such as Rotterdam, Antwerp or Hamburg, then road or rail. Southern buyers may use Mediterranean ports in Spain, France, Italy or Greece, then road and, for islands, ferry. UK buyers usually use a major east or south coast port.

Planning lead times

We do not publish standard delivery times because each order differs. The lead time is the sum of several stages:

1. Brief, samples and scent approval
2. Artwork approval, including label languages and Responsible Person details
3. Packaging production and decoration
4. Filling, quality checks and packing
5. Export clearance and sea freight
6. Import clearance and delivery to the warehouse or hotel

Artwork and compliance are often the slowest steps, not production. Ask for a dated plan at the start and agree who signs off each stage.

Seasonal ordering for resorts

Summer resorts in Spain, Italy, Greece and the south of France open on fixed dates, and stock that arrives late is a real problem. Work backwards from opening day, add a margin for port congestion and island ferries, and place the order in the winter. Consider phased deliveries if storage space is limited. Many owners finalise next season's range while the hotel is closed.

Common mistakes to avoid

• No agreed importer. Goods arrive with nobody ready to declare them, and storage charges build up at the port.
• Compliance left to last. Stock clears customs but cannot be supplied because notification is incomplete.
• Vague invoices. Unclear descriptions or values slow clearance and can lead to queries.
• Unmarked wooden pallets. Pallets that do not meet plant-health rules can be held or rejected.
• Single delivery for many sites. One large shipment for resorts with different opening dates can overload storage.

Our role

We manufacture shampoo, conditioner, shower gel, 2-in-1, body lotion and hand wash in minis, tubes, sachets, dispensers and 5 L refills; print your branding; prepare export documents; and supply the ingredient lists and manufacturing documentation your importer and Responsible Person need. MOQs are quoted per item. Our facility credentials are on quality and certifications, and formats are in the hotel amenities collection. For island-specific ideas, read plastic-free refillable amenities for island resorts. Always confirm current rules with your importer, customs broker or a regulatory consultant.

Frequently asked questions

Who should be the importer of record?

Usually the hotel group's local company or a distributor in the destination market, which often also acts as the cosmetics Responsible Person.

Do we need an EORI number?

Yes. Importers into the EU need an EU EORI number, and importers into Great Britain need a GB EORI number.

Which Incoterm is most common?

FOB and CIF are common for sea freight, but the right choice depends on who controls the freight and customs. Discuss it before ordering.

When should a summer resort order?

Well before opening, ideally in the winter, allowing for artwork, compliance, production, sea freight and onward delivery.

Ready to plan a shipment? See our Europe hotel amenities hub or the fulfilment and export page.