Document verification
A documentary check of your request and supporting documents, before inspection begins.
What it involves
The request for certification / inspection form should carry accurate information from the pro-forma invoice and the location of the supplier or factory. Test reports, quality documents and a copy of the invoice are attached.
We check that the file is complete, consistent and within its validity before inspection or testing is scheduled.
Why it matters
Incomplete or inconsistent paperwork is the most common cause of delay. Matching the request to the invoice also helps prevent misdeclaration of product type and quantity.
Who may need it
- Importers preparing a first request
- Exporters compiling documents for a buyer
- Manufacturers with test and quality records
How the documentary check works
Request submitted
The completed request form arrives with its attachments.
Documentary check
The request, invoice, test reports and quality documents are reviewed.
Gaps resolved
Missing or out-of-date documents are flagged so they can be supplied.
Inspection scheduled
Once the file is complete, inspection and/or testing is scheduled.
Documents checklist
- Request for certification / inspection form, completed from the pro-forma invoice
- Location of the supplier or factory
- Test reports: up to 1 year old for food, 2 years for non-food products
- Quality documents, such as ISO 9001:2015
- A copy of the invoice
Outcome
A complete, consistent file, so inspection and testing can be scheduled without back-and-forth.
About ISO 9001:2015
ISO 9001 specifies requirements for a quality management system. A certificate shows that a supplier’s processes for making and controlling products have been assessed, which is why it is listed among the quality documents that support a request.
General industry context. It describes the standard or term, not a CERTECH accreditation.
Questions
What is a request for certification (RFC)?
The form that starts the process. It records details from the pro-forma invoice and the location of the supplier or factory, and is sent with the supporting documents.
Is an ISO 9001 certificate required?
Quality documents such as ISO 9001:2015 support a request. What is needed depends on the product, so ask us what applies to yours.
Can I send documents before the goods are ready?
Yes. Starting the documentary check early gives time to fix gaps before inspection.
Related services
Inspection
Physical inspection of goods at the supplier, before they ship, with samples drawn where testing is needed.
Testing coordination
Review of existing test reports, and testing by accredited or recognised ISO/IEC 17025 laboratories.
Certification
A Certificate of Conformity for goods that meet requirements, or a Non-Conformity Report where they do not.
