If the original certification was not surrendered but the document was mailed, what should be done?

In situations where the original phytosanitary certification has not been physically surrendered but was mailed, the appropriate response is to replace it with an adjustment document that references the original certification. This approach ensures that there is a clear record of the original certification while addressing the fact that it was mailed but not physically present.

Using an adjustment document maintains the integrity of the original certification. It allows for the tracking of the original document and preserves the information contained within it, which is vital for compliance with phytosanitary regulations. This method also provides a seamless transition for accountability, as the reference to the original document can aid in clarifying any future inquiries or inspections related to the shipment.

The other options do not appropriately address the situation. For instance, replacing it with a new certification without any reference could create confusion about the legitimacy and traceability of the original certification. Notifying the inspecting authority may be necessary in some contexts, but it does not solve the issue at hand. Likewise, requesting the return of the original document might be a reasonable action, but it does not provide the requisite administrative solution to maintain documentation integrity during the interim. Thus, using an adjustment document makes it clear that the original certification exists and mitigates potential complications arising from its mailing.