Koi Dealer Import Compliance Guide: Records, Protocols, and Audits

By KoiQuanta Editorial Team|Updated Mar 2026

USDA APHIS koi import violations carry fines starting at $1,000 per fish lot and can result in permit revocation. Dealers using paper logs or spreadsheets cannot produce audit-ready records on demand; KoiQuanta generates compliant reports instantly.

This guide covers every compliance requirement for koi dealers and importers operating under USDA APHIS oversight: the required records, the quarantine protocols, the documentation format, and what happens during an audit.

TL;DR

The primary framework governing koi import is the Animal Health Protection Act and its implementing regulations under Title 9 CFR.
The standard USDA-required quarantine period for imported koi is 30 days from the date of arrival at the approved quarantine facility.
Your import permit and health certificates for current and recent lots 2.
Daily water quality logs for quarantined lots 3.
One dealer reported spending 40 hours preparing for a single USDA audit before KoiQuanta.
The standard USDA requirement is 30 days from arrival at the approved quarantine facility.

The Federal Framework: USDA APHIS and Koi Import

Koi (Cyprinus carpio) are classified as fish that require import permits and disease certification under USDA Animal and Plant Health Inspection Service regulations. The primary framework governing koi import is the Animal Health Protection Act and its implementing regulations under Title 9 CFR.

Every koi shipment entering the United States from overseas must have:

A valid USDA APHIS import permit (VS Form 17-8 or equivalent)
A health certificate from an accredited veterinarian in the country of origin
Documentation confirming the fish have been held in an approved facility
Evidence of disease-free status for regulated pathogens (including KHV)

After arrival, dealers must maintain the fish in approved quarantine facilities for the specified quarantine period before sale or distribution.

What Records Do I Need to Keep for Koi Import Compliance?

Lot-Level Documentation

For every imported lot, you need:

Import documentation package:

Copy of the USDA import permit
Original health certificate from the exporting country
Commercial invoice showing fish count, species, and country of origin
Packing declaration
Airway bill or bill of lading

Quarantine records for each lot:

Daily water quality logs (ammonia, nitrite, pH, temperature, dissolved oxygen)
Health inspection logs: at minimum weekly, ideally daily for the first 14 days
Mortality records with date, fish description, and probable cause
Treatment records: date, chemical used, dose, duration, pond volume
Feed records
Quarantine start and end dates

Clearance documentation:

Formal clearance decision with date and authorising individual
Results of health examination confirming all criteria met
Confirmation of required quarantine period completion

Record Retention

USDA requires retention of import compliance records for a minimum of two years from the date of import. Some state regulations are more stringent. Keep all records in a format that can be produced quickly during an inspection; paper files in a folder are not adequate for an audit that may need records sorted by date, by lot, or by specific parameter.

What Quarantine Period Is Required for Imported Koi?

The standard USDA-required quarantine period for imported koi is 30 days from the date of arrival at the approved quarantine facility.

During this period:

Fish must be held in a USDA-approved facility
Water from the quarantine system must not be discharged into natural waterways without treatment
Records must be maintained from day one
Any fish mortalities during quarantine must be recorded and reported if they reach USDA notification thresholds

Some high-risk origin countries may have additional requirements, including specific disease testing mandates and extended quarantine periods. Check your import permit conditions for lot-specific requirements.

State Regulations on Top of Federal Requirements

Federal USDA requirements are the floor, not the ceiling. State fish and wildlife departments impose additional requirements that vary considerably by state.

California (CDFA): Restricted Species Permit required for certain koi varieties. Strict disease certification requirements.

Washington State (WDFW): Aquatic Invasive Species permit requirements. WDFW has some of the most restrictive non-native fish import rules in the country.

New York (DEC): Two-year record retention minimum. DEC requires specific quarantine documentation that must be maintained in accessible format.

Florida (FWC): Conditional species classification. Approved holding facility requirements.

Oregon (ODFW): Invasive species permit requirements with detailed quarantine documentation.

Your state section in the quarantine documentation for dealers guide covers state-specific requirements in detail.

What Happens During a USDA Koi Import Audit?

Audits are conducted by USDA APHIS Veterinary Services personnel or state inspectors. They may be scheduled or unannounced. Here's what they look at:

Physical Facility Inspection

Is the quarantine facility physically separated from display ponds?
Is effluent water treated before discharge?
Are facility conditions consistent with approved facility documentation?

Record Review

This is where most compliance failures occur. Inspectors will ask to see:

Your import permit and health certificates for current and recent lots
Daily water quality logs for quarantined lots
Treatment records
Mortality records
Quarantine start and clearance dates

They're looking for completeness, accuracy, and accessibility. Records that are incomplete, inconsistent, or can't be produced on demand are a compliance failure, even if the actual fish management was appropriate.

Fish Inspection

Inspectors may physically examine fish in quarantine. They may require water samples for laboratory testing for regulated pathogens.

How KoiQuanta Generates Compliance Documentation

One-click audit export reduces compliance preparation time from days to minutes for US koi dealers and importers.

When you use KoiQuanta to execute your quarantine workflow, every data entry automatically becomes part of a compliance record:

Water test results are timestamped and associated with the correct lot
Treatment logs record dose, compound, duration, and the person who performed the treatment
Observation logs record fish health status with date and time
Mortality events are logged with all required fields
Clearance decisions are recorded with the criteria met and authorising account

When an audit is due, or arrives unannounced, you click "Generate Compliance Report," select the date range and lot IDs, and download a formatted document that contains all the records an inspector needs in a readable, organised format.

One dealer reported spending 40 hours preparing for a single USDA audit before KoiQuanta. The same audit now takes under 2 hours.

Building a Compliance-Ready Operation

Before the Fish Arrive

Confirm your import permit is current and lot-specific conditions are understood
Set up your quarantine lot in KoiQuanta with the expected arrival date
Verify your quarantine facility meets approved facility conditions
Prepare water quality testing equipment and confirm calibration

On Arrival Day

Log the lot arrival in KoiQuanta with lot ID, fish count, origin, and arrival date
Record the import permit number and health certificate details
Take water samples and run your first water quality tests
Begin the quarantine protocol workflow

Daily During Quarantine

Log water quality tests every day: ammonia, nitrite, pH, temperature
Record feeding observations
Note any mortality events immediately
Log any health observations (flashing, spots, unusual behaviour)
Record any treatment administered with full dose details

At Clearance

Complete the formal clearance checklist in KoiQuanta
Confirm all criteria are met: quarantine period complete, health status clear, records complete
Generate and save the clearance report
Archive the full lot compliance package

What records do I need to keep for koi import compliance?

You need: import permits and health certificates for each lot, daily water quality logs (ammonia, nitrite, pH, temperature) throughout the quarantine period, health inspection records at minimum weekly, mortality records with dates and probable cause, treatment records with compound, dose, and duration, and formal quarantine clearance documentation with criteria and date. Records must be retained for at minimum two years. USDA inspectors expect these records to be accessible and organised, not a folder of loose handwritten notes.

How does KoiQuanta generate compliance documentation?

KoiQuanta generates compliance records as a side effect of executing your normal quarantine workflow. Every water test, treatment, health observation, and clearance decision you log is automatically timestamped, associated with the correct lot, and stored in a structured format. When you need a compliance report, for a scheduled audit or an unannounced inspection, you generate a formatted document from the KoiQuanta dashboard in seconds. The report includes all USDA-required fields in a format inspectors can review immediately.

What quarantine period is required for imported koi?

The standard USDA requirement is 30 days from arrival at the approved quarantine facility. Lot-specific import permit conditions may impose longer periods or additional testing requirements for high-risk origin countries or disease history. State requirements may add to the federal baseline; New York DEC and Washington WDFW both have additional requirements beyond the federal minimum. Check your specific permit conditions and the applicable state regulations for every import.

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Sources

Associated Koi Clubs of America (AKCA)
Koi Organisation International (KOI)
University of Florida IFAS Extension Aquaculture Program
Fish Vet Group
Water Quality Association

Don't Let Compliance Catch You Unprepared

Review the quarantine documentation for dealers guide for document templates and state-specific requirements. Read how dealers eliminated import compliance issues for real examples of what changes after implementing KoiQuanta.

Start your KoiQuanta dealer account and generate your first compliance-ready quarantine lot today.