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Directions for submission

Applicants

An applicant for the authorisation of a plant protection product is the manufacturer of the product, or who contracts this manufacturing to another party, or a person designated by the manufacturer as his representative. For some application types also third parties may apply for a product authorisation. Third parties that may apply for an extension with minor uses (art 51.) or a parallel trade permit (art. 52.) are:

  1. official or scientific bodies involved in agricultural activities;
  2. professional agricultural organisations or
  3. professional users

Third parties that may apply for an authorisation through mutual recognition (art 40), where a plant protection product is not authorised in a Member State because no application for an authorisation has been submitted in that Member State, are

  1. official or scientific bodies involved in agricultural activities or
  2. professional agricultural organisations

Applications

Plant protection product applications consist of a cover letter, an application form and if relevant, enclosures. For the requirements for administrative and minor changes, see below. The application dossier can be submitted digitally by using an upload link (request through post@ctgb.nl) or by sending a CD or DVD to Ctgb’s postal address. Digital signatures on application forms and Letters of Access are accepted. 

It is possible to submit part of the dossier on paper and part digitally. Signed documents such as application forms and Letters of Access can be submitted in original paper version by sending them to Ctgb’s postal address. However we request you to send all other parts of the dossier digitally. 

For submission on CD-ROM or DVD: preferably submit the dossier in a CADDY dossier format (one copy), preferably CADDY XML. Please label the CD-ROM/DVD with the name of the product, the application type and, if known, the application number (for example ProductX 20140122 AG).

Instructions for files that are not submitted in CADDY

Administrative applications:

Files that are not submitted in CADDY, should fulfil the following requirements: Files in Open format (ODT) but preferably as Microsoft Word, Microsoft Excel, PDF (Acrobat). Make sure that the individual files have logical names. For example: “submission letter”, “application form”, “legal conditions for use/instructions for use (WGGA)”.

Applications other than administrative applications:

Due to our case-based IT work environment a standardised Ctgb dossier format and standardised file names are required for applications for plant protection products. Follow the instruction in our manual. It will also remain possible to submit an application using the CADDY format.

Administrative applications and applications for minor changes:

For administrative applications* and applications for minor changes*: 

The application dossier can be submitted digitally.

It is possible to submit part of the dossier on paper and part digitally:

Signed documents such as application forms and Letters of Access can be submitted in original paper version. These can be sent to Ctgb’s postal address ( as mentioned on our contact page).

Preferably send the application by e-mail (a paper version is not necessary); mention on the subject line the application type, product name/active substance name and company name.

Please make sure the individual files have logical names. For example: 'application form'’, 'legal conditions for use/WG'.

It is not necessary to send a cover letter:  Please mention the desired changes clearly on the application form. If necessary, you can give an explanation in an appendix. Refer to the appendix on the application form.

*Form AG, PAG, WI, TT, PG, VIG, EXP, Immediate notification by authorisation holder

Payment method

Once your application has been received by the Ctgb, you will receive a confirmation letter with an invoice. You do not pay the fee until after you have received the confirmation letter with invoice. As a rule we only start processing your application once we know that the fee has been paid. Please include “Application [application type] [name of the product]” with the payment. Make the payment to Bank Account Number 397076053 (Rabobank), at the name of Ctgb in Ede, the Netherlands. IBAN: NL27 RABO 0397076053; SWIFT-address: RABO NL2U.

Direct debit payment of invoices

The Ctgb encourages applicants to arrange direct debit payment of your Ctgb invoices. This payment uses the European successor to the national direct debit system: Euro direct debit (Euro-incasso). By arranging direct debit payment of your invoices, you no longer have to worry about timely payment, and we reduce your administrative burden. You still maintain control of your own bank account, and you can cancel direct debits beforehand or reverse the payment afterwards.

If you would like to pay your Ctgb invoices using European direct debit (Euro-incasso), please contact the Finance & Control department. We will then go through the procedural steps with you and prepare the necessary contracts.

Language

The language for communication or correspondence with Ctgb is English or Dutch. The decisions of the Ctgb however are written in Dutch. The working language for the preparation and assessment of registration reports is English. This to facilitate the exchange of evaluations between the EU Member States. Therefore the (d)RR must be drawn up in English.

The language in objection and appeal procedure however is Dutch.

Product name

The name of a plant protection protection or biocidal product must not be confusing for the consumer. A few criteria for this are:

  • the name of the product must not be confusing;
  • the pronounced name of the product must not be confusing;
  • the name must not cause confusion about the composition of the product;
  • the name of the product shall not be misleading with regard to the hazards/risks of the product;
  • there must be a clear distinction between the product name and the regular name of the active substances or how the actives substance works.

In case of doubt, the Board takes a decision.

This information can be found in the Goverment gazette: Staatscourant 2016, nr 54661

More names for one product

It is not possible to register more product names for the same product – connected to one authorisation number for plant protection products. If you want to bring a same product under a different name on the market, you can do this by applying for a derived trade permit. In this case you become a new authorisation number for this product.  Please realize; also for a derived permit you have to pay also the annual fee.