A Guide to Organic Certification Requirements Across Europe

Introduction

As consumer demand for organic products continues to surge, organic certification has become a vital benchmark for quality, transparency, and trust in the European market. For producers, processors, and brands, understanding and navigating the complex landscape of organic certification is essential—not only for legal compliance but also for market access and consumer confidence.

SanaBio GmbH, as a certified organic company (DE-ÖKO-013), operates at the forefront of this landscape, ensuring that every product meets the highest standards of organic integrity. This comprehensive guide will walk you through the requirements for organic certification across Europe, the processes involved, the latest regulatory changes, and practical considerations for businesses aiming to succeed in the organic sector.

The Foundations of Organic Certification in Europe

What Is Organic Certification?

Organic certification is a formal process that verifies agricultural products and processed foods are produced according to strict standards that promote environmental protection, biodiversity, and the exclusion of synthetic inputs. In Europe, these standards are set by the European Union (EU) and implemented through a robust system of regulations, inspections, and controls.

Why Is Certification Important?

Consumer Trust: Certification assures consumers that products labeled as organic truly meet rigorous standards.
Market Access: Only certified products can be marketed as “organic” within the EU and many other markets.
Traceability: Certification requires detailed documentation, ensuring transparency from farm to shelf.
Legal Compliance: Non-compliance can result in penalties, loss of market access, and reputational damage.

The Legal Framework: EU Organic Regulations

Regulation (EU) 2018/848

The cornerstone of organic certification in Europe is Regulation (EU) 2018/848, which came into force in January 2022. This regulation replaced previous legislation and introduced updated rules to reflect the evolving organic market and consumer expectations.

Key Features

Scope Expansion: Now covers a wider range of products, including cork, cotton, wool, beeswax, and essential oils, in addition to traditional agricultural goods.
Production Rules: Strict guidelines for crop rotation, soil fertility, animal welfare, and the exclusion of GMOs and most synthetic chemicals.
Processing Standards: At least 95% of agricultural ingredients in processed foods must be organic for the product to be labeled as organic.
Labelling and Logo: Clear rules on the use of the EU organic logo and labeling requirements to enhance consumer trust.
Control System: Mandatory annual inspections by accredited control bodies, with increased focus on traceability and prevention of contamination.

National and Private Standards

While the EU regulation provides the overarching framework, some countries and private organizations maintain additional standards (e.g., Naturland in Germany, AB in France, Soil Association in the UK). These may impose stricter rules or cover areas not addressed by EU law.

The Certification Process: Step-by-Step

1. Application and Initial Assessment

Operators (farmers, processors, traders) wishing to engage in organic production must apply to an accredited certification body. The application includes detailed information about production methods, land, facilities, and planned inputs.

2. Conversion Period

For conventional farms, a conversion period is required before products can be sold as organic. This period typically lasts two years for annual crops and three years for perennial crops. During this time, the land must be managed according to organic principles, and products are labeled as “in-conversion” if marketed.

3. Inspection and Verification

A comprehensive on-site inspection is conducted by the certification body. Inspectors review:

Field and facility conditions
Input use (fertilizers, plant protection products)
Record-keeping and traceability systems
Separation of organic and non-organic production

4. Certification Decision

After inspection, the certification body reviews the findings. If all requirements are met, an organic certificate is issued. This certificate is essential for marketing products as organic and for using the EU organic logo.

5. Ongoing Compliance

Certified operators must undergo annual inspections and maintain detailed records. Any changes in production methods or inputs must be reported. Random sampling and unannounced inspections may also occur.

Key Requirements for Organic Production

Crop Production

No GMOs: The use of genetically modified organisms is strictly prohibited.
No Synthetic Chemicals: Only natural or approved substances may be used for fertilization and plant protection.
Crop Rotation: Required to maintain soil fertility and prevent pest buildup.
Soil Fertility: Emphasis on green manures, composting, and nitrogen-fixing crops.
Weed and Pest Control: Preference for resistant varieties, mechanical methods, and biological controls.

Animal Husbandry

Animal Welfare: Adequate space, access to outdoors, and organic feed are mandatory.
No Routine Antibiotics or Hormones: Use is restricted to cases of genuine need for animal health.
Breeds: Preference for breeds adapted to local conditions and robust health.

Processing and Handling

Separation: Organic products must be processed and stored separately from non-organic products.
Additives and Processing Aids: Only those listed as approved in the regulation may be used.
Traceability: Full documentation is required at every stage.

Imports

Compliance: Imported organic products must meet EU standards, not just “equivalent” standards as under previous rules.
Certification: Imports must be certified by recognized bodies and accompanied by appropriate documentation.

The New Approach: From Equivalence to Compliance

A significant change introduced by Regulation (EU) 2018/848 is the shift from “equivalence” to “compliance” for imports. Previously, non-EU countries could export organic products to Europe if their standards were deemed “equivalent.” Now, all products must be fully compliant with EU rules, affecting producers and exporters worldwide.

This change ensures a level playing field and greater consumer confidence but may require adjustments by non-EU producers and certification bodies.

Group Certification: Supporting Smallholders

Group certification allows small farmers to be certified collectively, reducing costs and administrative burdens. The new regulation introduces clearer rules:

Group Size: Maximum of 2,000 members per group.
Legal Entity: The group must be a registered legal entity.
Internal Control System: Robust internal controls and regular external inspections are required.
Documentation: Detailed records for each member and activity.

These changes aim to strengthen the integrity of group certification, particularly for imports from developing countries.

Traceability and Documentation

Traceability is a cornerstone of organic certification. Operators must:

Keep detailed records of all inputs, outputs, and processes.
Ensure clear separation of organic and non-organic products.
Maintain documentation for at least five years.
Be prepared for audits and random checks at any time.

Labelling and Use of the EU Organic Logo

Labelling Rules

Minimum Content: Processed foods must contain at least 95% organic agricultural ingredients to be labeled as organic.
Logo Use: The EU organic logo is mandatory for all pre-packed organic food produced in the EU.
Origin Statement: The place where the agricultural raw materials were farmed must be indicated (e.g., “EU Agriculture,” “Non-EU Agriculture,” or specific country).
In-Conversion Products: Products from land in the conversion period may be labeled as “in-conversion,” but cannot use the EU organic logo.

Prohibited Practices

No misleading claims or use of terms like “organic” for non-certified products.
No use of the logo on products that do not meet all requirements.

Inspection and Control System

Annual Inspections

All certified operators must undergo at least one full inspection per year. This includes:

Physical inspection of fields, facilities, and storage.
Review of records and documentation.
Sampling and testing for residues of prohibited substances.

Unannounced Checks

Certification bodies may conduct unannounced inspections and random sampling to ensure ongoing compliance and detect potential fraud.

Sanctions

Non-compliance can result in:

Suspension or withdrawal of certification.
Loss of the right to market products as organic.
Fines or legal action in cases of fraud.

Conversion Period: Transitioning to Organic

What Is the Conversion Period?

The conversion period is the time required to transition land and production systems from conventional to organic. This period ensures that residues of prohibited substances are minimized and that organic principles are fully implemented.

Plant Production: Typically two years for annual crops, three years for perennials.
Animal Production: Conversion periods apply to herds and feed.
In-Conversion Labelling: Products may be marketed as “in-conversion” after 12 months, but with restrictions on logo use and claims.

Permitted Inputs and Processing Aids

Fertilizers and Plant Protection

Only natural or specifically approved substances may be used. The European Commission maintains a list of permitted fertilizers and plant protection products, which is regularly updated.

No Synthetic Nitrogen Fertilizers: Instead, organic producers use compost, green manure, and crop rotations.
Pest Control: Emphasis on prevention, resistant varieties, and biological controls.

Processing Aids and Additives

Only a limited list of additives and processing aids is allowed in organic food production. These must be authorized under organic rules and used only when necessary.

Special Considerations for Different Product Categories

Seeds and Planting Material

Must be organic, except where unavailable; derogations are possible but strictly controlled.

Aquaculture and Yeast

Specific rules apply to organic aquaculture and yeast production, including feed, water quality, and welfare.

Wild Harvested Products

Wild plants can be certified organic if harvested from areas not treated with prohibited substances and managed sustainably.

The Role of Certification Bodies

Accreditation

Certification bodies must be accredited by national authorities and operate independently. They are responsible for:

Conducting inspections and audits.
Issuing certificates.
Reporting non-compliance.
Maintaining impartiality and transparency.

The Four-Eyes Principle

To ensure impartiality, the inspection and certification decision must be made by different personnel within the certification body.

Practical Tips for Businesses

Preparing for Certification

Understand the Rules: Familiarize yourself with Regulation (EU) 2018/848 and any national or private standards relevant to your market.
Choose the Right Certification Body: Select an accredited body with experience in your product category and region.
Document Everything: Keep clear, organized records from day one.
Train Staff: Ensure all employees understand organic requirements and procedures.
Plan for Conversion: If transitioning from conventional, map out the conversion period and requirements.

Maintaining Compliance

Regularly Review Inputs: Only use approved substances and keep updated with regulatory changes.
Internal Audits: Conduct your own checks to identify and address issues before official inspections.
Stay Informed: Regulations evolve; stay connected with your certification body and industry associations.

The SanaBio Commitment to Quality and Certification

At SanaBio GmbH, quality and certification are at the core of our business. We:

Produce exclusively according to HACCP and EU GMP guidelines.
Hold organic certification (DE-ÖKO-013) and are subject to regular inspections by state-approved bodies.
Maintain a rigorous quality management system to prevent errors and ensure compliance.
Offer extended product liability insurance as an additional safety net for our customers.
Support partners with expertise in certification, documentation, and regulatory compliance.

Conclusion

Organic certification in Europe is a comprehensive, evolving system designed to protect consumers, support sustainable agriculture, and ensure fair competition. While the process can seem complex, it is also a powerful tool for building trust, accessing new markets, and contributing to a healthier planet.

By understanding the requirements, staying informed about regulatory changes, and working with experienced partners like SanaBio GmbH, businesses can navigate the certification process with confidence and success.

About SanaBio GmbH

SanaBio is a leading supplier of certified organic plant-based oils, flours, and essential oils for the food, cosmetics, and wellness industries. With a commitment to quality, transparency, and sustainability, SanaBio supports clients worldwide in achieving their organic certification goals and delivering products that consumers can trust.