Travel certificate for instruments: what is really needed

“Travel certificate” covers three different things: the official musical instrument certificate, the travelling exhibition certificate for freight and a declaration the dealer issues. Only the first two are CITES papers.

Last checked: 2 November 2026

Three documents that are often confused

Document	Issued by	Purpose
Musical instrument certificate	BfN, applied for with form 221	Instruments with parts of protected species that the owner carries in luggage, for non-commercial travel¹
Travelling exhibition certificate	BfN, applied for with form 226	Instruments sent as freight for orchestras¹
Travel certificate or materials declaration of the dealer	The dealer, bow maker or musician	Explains the components. Not a CITES document, replaces no permit¹

What do I need when?

What counts is the material and the purpose of the trip. The following cases reproduce what the BfN states.

Instrument without protected materials: no CITES documents, even for orchestra tours, recordings and competitions. Recommended: a declaration of materials.¹
Finished instruments of Dalbergia or the three bubinga species: no CITES documents (Annotation #15 letter c). Excluded are Brazilian rosewood (Dalbergia nigra) and Thai rosewood (Dalbergia cochinchinensis), for which CITES documents are needed.^1,2
Finished bow or instrument with pernambuco (Paubrasilia echinata): for non-commercial carrying to performances, competitions, teaching, appraisal or repair, no documents are needed as long as ownership does not change. Recommended: proof of the non-commercial purpose, for example the invitation, and a declaration of materials.^3,4
Instrument with other protected parts (for example ivory, tortoiseshell, baleen, Brazilian rosewood): for private, non-commercial trips to a concert, recording or competition into or out of the EU, the BfN names the musical instrument certificate (luggage) or the travelling exhibition certificate (freight).¹
Commercial purposes (purchase, sale, offer to buy): an import, export or re-export permit or certificate.¹
Travel within the EU: in its information sheet on pernambuco the BfN writes that EU law requires no documents as long as no marketing act takes place. For other protected materials, clarify the individual case with the BfN.⁴
Destination outside the EU: the national rules of the destination apply in addition and may differ.⁴

The musical instrument certificate at a glance

Validity: 3 years. During that time it entitles the holder to repeated import and re-export of the listed instruments in the owner's luggage, to and from all CITES Parties, and to movement within the EU.⁵
Return: after expiry the document must be sent back to the BfN. It can only be extended by issuing a new certificate.⁵
Conditions: personal use only, performances, recordings and broadcasts, teaching or competitions. A ban on sale and a ban on transferring possession to others. Fees for performances do not count as commercial use.⁵
Customs: a continuation sheet is sealed to the document. Every import and re-export must be confirmed by the customs office with stamp and signature.⁵
Annex A species (for example ivory): only possible if the parts were demonstrably acquired before the first CITES listing of the species (pre-Convention).⁵
Loaned instruments: the borrower is the applicant. Name and address of the owner and a copy of the loan agreement are added.¹
Legal basis: EU law knows the musical instrument certificate through Regulation (EU) 2015/56, which amended Regulation (EC) No 865/2006 and follows CITES Resolution Conf. 16.8. Validity must not exceed three years. Check the current consolidated version on EUR-Lex.^6,7

The application in Germany, step by step

Check whether a certificate is needed (see above). A bow with pernambuco as its only protected material needs none for non-commercial travel.
Apply to the competent state authority for a Vorlagebescheinigung (presentation certificate). It confirms lawful import into the EU or lawful acquisition within the EU and, for Annex A specimens, pre-Convention status with the date of acquisition. The BfN sends the contact details of the state authority on request if you give your postcode.⁵
Fill in form 221: tick “Sonstiges” (other) at the top right and write “Musikinstrumentenbescheinigung” after it. In field 8 describe the instrument in as much detail as possible. Commodity type for example IVC for worked ivory, WPR for wood that requires a permit.⁵
Submit form 221 and the Vorlagebescheinigung to the BfN: through CITES-online, as a scan by email or as an original by post.⁵
Apply in good time. First applications should arrive at least 3 months before the planned tour. The statutory processing time is 4 weeks when documents are complete and may be longer.⁵
On the trip carry the certificate and continuation sheet and have customs confirm each entry and exit.⁵
After expiry return all copies to the BfN without being asked. If a document is lost, tell the BfN immediately in writing with a description of what happened.⁵

Fees are charged for issuing; the BfN keeps the overview.⁸ Instruments in freight shipments for orchestras need a travelling exhibition certificate (form 226) instead of the musical instrument certificate.¹

Typical mistakes

Applying too late. Nothing moves without the state authority's Vorlagebescheinigung; for first applications the BfN advises at least three months.
Applying without proof of origin. The Vorlagebescheinigung must confirm lawful import or lawful acquisition.
Selling or leaving the instrument abroad. The certificate prohibits sale and transfer of possession.
Forgetting the customs stamp. The continuation sheet must be confirmed at every import and re-export.
Missing the expiry. The document must go back to the BfN after it expires.
Transferring the pernambuco exception to other materials. Ivory in the frog needs its own solution, for Annex A parts only with pre-Convention status.
Mixing up luggage and freight. Orchestra freight goes through the travelling exhibition certificate.
Following old guides. For pernambuco a new annotation has applied since 5 March 2026.⁴

Checklist before the trip

All materials of instrument and bow recorded, with scientific names
For each protected material, the applicable rule clarified
Purpose of the trip is non-commercial, ownership does not change
For a loaned instrument: loan agreement and owner's details
Vorlagebescheinigung from the state authority, if a certificate is needed
Application to the BfN filed with enough lead time
Destination and transit countries checked for differing rules
With you: certificate with continuation sheet, materials declaration, invitation or other proof of non-commercial purpose
Customs stamp at every border, return after expiry noted

With VIOLINBASE

What VIOLINBASE does here

From the material entries on the instrument, VIOLINBASE creates a travel certificate as a PDF (title “Travel Certificate”, subtitle “Reisebescheinigung”). It contains the instrument data, photographs, the declaration of materials with scientific names, a declaration text and a signature line, on your company's letterhead. The CITES statement is available as a separate sheet.

The travel certificate is a declaration by your company. It is not a musical instrument certificate, is not issued by the BfN and replaces no permit. It helps as an accompanying paper at customs and for questions. You still file applications with the BfN and the state authority yourself. The app shows notes for the materials you enter; they are guidance, the authority decides.

Check your trip with Viatico

Frequently asked questions

Do I need a musical instrument certificate for my pernambuco bow on a concert tour?

According to the BfN not if pernambuco is the only protected material: non-commercial carrying to performances, competitions, teaching, appraisal or repair is possible without documents as long as ownership does not change. If the bow has other protected materials, those follow their own rules.^3,4

How long is a musical instrument certificate valid?

The BfN issues it with a validity of 3 years. During that time repeated import and re-export of the listed instruments is possible. It can only be extended through a new certificate.⁵

May I sell the instrument abroad with the certificate?

No. The special conditions printed on the document include a ban on sale and a ban on transferring possession to others.⁵

How long does the application take?

The statutory processing time is 4 weeks when all requirements are met. For first applications the BfN advises at least 3 months before a planned tour, because checks may be needed.⁵

Is the certificate valid in every country?

According to the BfN it entitles the holder to import and re-export to and from all CITES Parties. Individual countries have differing national rules. Ask the authority of the destination before you travel.^4,5

Is the travel certificate from VIOLINBASE an official document?

No. It is a declaration by your company and not a CITES document. Where a certificate is needed, it must be applied for from the BfN.

Sources

Every statement above rests on these official sources. The raised numbers in the text point to them. Checked on 2 November 2026.

BfN: Import and export of musical instruments (German) (opens in a new tab)Federal Agency for Nature Conservation, Germany
Commission Regulation (EU) 2026/1383 of 22 June 2026 (amending the Annex to Regulation (EC) No 338/97), Official Journal 26.6.2026 (opens in a new tab)European Commission
BfN: Fernambuk - Paubrasilia echinata (German) (opens in a new tab)Federal Agency for Nature Conservation, Germany
BfN: Information for bow makers and musicians, Paubrasilia echinata (as at 4 August 2026, PDF, German) (opens in a new tab)Federal Agency for Nature Conservation, CITES enforcement authority
BfN: Permits and certificates, section on the musical instrument certificate (German) (opens in a new tab)Federal Agency for Nature Conservation, Germany
Commission Regulation (EU) 2015/56 (amending Regulation (EC) No 865/2006, musical instrument certificates) (opens in a new tab)European Commission
CITES Secretariat: Resolution Conf. 16.8 on frequent cross-border non-commercial movements of musical instruments (Musical Instrument Certificate) (opens in a new tab)CITES Secretariat, Geneva
BfN: Fees (German) (opens in a new tab)Federal Agency for Nature Conservation, Germany