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Certificates & Equipment Documents
Review the company named on the order, the machine configuration and the destination requirements together. A company certificate and a machine-specific document answer different questions.
CompanyLegal identity & management systems
EquipmentModel, configuration & applicable conformity
OrderInspection, operation & shipment records
Three document groupsCompany records Equipment conformity Order documents
Check what each record actually covers.
Who holds the certificate?
Business-registration and management-system records concern a named legal entity and a stated activity. Review the holder, address, issuing body, scope and dates against the company in your quotation.
A management-system certificate describes the certified activity of its holder. Review that scope separately from the documents for your equipment.
Which machine is covered?
Confirm the model and configuration covered by any declaration, certificate or test report. Review the manufacturer identified on the document and the requirements relevant to the destination.
A document for another model, component or configuration should not be assumed to cover the complete line you are purchasing.
What will be handed over?
Agree the documents required for operation, installation, inspection and shipment. These may include manuals, electrical drawings, component lists, test records and export documents.
Specify the required language, format and delivery stage so the document package can be reviewed alongside the equipment.
Model-specific review
Confirm availability before the order is fixed.
Request the document package for your proposed equipment: applicable conformity materials, third-party test reports, factory inspection records and company records for supplier review. Availability is confirmed against the model, configuration, manufacturing source and destination.
Identify any specific CE-related documents, SGS reports or management-system records your team needs during quotation. We can then review the requested items alongside the equipment list and agree the documents to include in the order.
| Document type | Check the scope | Match to your project |
|---|---|---|
| Management-system certificate | Holder, certified activity, site, dates and current status. | Legal entity and activity relevant to the supply arrangement. |
| Conformity declaration or certificate | Named manufacturer, product identification and stated requirements. | Actual model, configuration and destination requirements. |
| Third-party test report | Tested sample, test method, results, date and limitations. | Whether the tested item represents the equipment being supplied. |
| Factory inspection record | Equipment identification, inspection items and acceptance results. | Agreed specification and factory acceptance criteria. |
Before manufacturing
Build the document list into the supply scope.
Send your destination country and the requirements from your technical team, importer or appointed reviewer. Identify documents needed before approval, before shipment and at installation.
If a required document is unavailable or its scope does not match, resolve that point before order confirmation. The equipment list and the document list should be reviewed together, including any specialist machines supplied by partner factories.
Your request should include
- Machine name, model and intended configuration.
- Product application and destination country.
- Required declarations, reports or third-party assessments.
- Required document language and recipient.
- Timing for technical review and final handover.
Prepare your technical file
Ask for the records behind your proposed equipment.
Share your equipment list and document requirements. We can discuss what applies to the proposed supply and which items need further confirmation before a quotation becomes an order.
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