Certificates of Conformity and Quality Warranties are two distinct types of documents accompanying a shipment: the Certificate of Conformity attests that “this batch of products has passed inspection and meets standards,” while the Quality Warranty pledges that “we take responsibility if issues arise.” For exports, a COC (Certificate of Conformity) is also frequently required.
As these three documents differ in nature, the procedures for issuing them vary;
this article explains each one.
1.
How to issue a Certificate of Conformity (Proof of Product Quality Inspection)
In accordance with the *Product Quality Law*, manufacturers are responsible for product quality and may only issue a Certificate of Conformity after the product has passed inspection; the quantity covered by the certificate must match the actual quantity of the batch.
There is no mandatory format or standardized template; manufacturers issue the document themselves, but it must include: product name and model specifications; applicable standard number; inspection conclusion (Pass); inspection details and technical parameters; batch number/quantity; inspection date and inspector’s name; and the quality inspection stamp or official company seal.
Important Note: Starting in 2026, export license requirements apply to certain steel products; export licenses will not be granted for regulated steel products if the manufacturer cannot provide a Certificate of Conformity—making this document essential for export customs clearance.
2.
How to issue a Quality Warranty (Product Quality Guarantee)
In accordance with GB/T 14436 *General Rules for Industrial Product Guarantee Documents*, a product quality warranty should include: the applicable product standard number; the product’s scope of application and usage conditions; key performance characteristics, technical parameters, or composition; product features (manufacturing process and raw materials); the scope of liability regarding product quality and service; and details of quality certifications obtained and verification by quality inspection departments.
The “liability clauses” in the warranty document are crucial. They should clearly specify the warranty period (e.g., 12 or 24 months post-delivery), the scope of coverage (which defects are covered—such as material, workmanship, or failure to meet performance standards), the form of liability (replacement, return, repair, or compensation), and circumstances for exemption from liability (improper use, normal wear and tear, force majeure, or overloading/over-pressurization).
The more clearly these terms are defined, the fewer disputes will arise later.
III.
How to Issue an Export COC (Certificate of Conformance)
Customers importing hardware products often require a COC (Certificate of Conformance). This is a declaration document—not a test report—certifying that “this batch of products complies with the purchase order and applicable specifications.”
Its content typically includes: manufacturer name and address, product identification (part number/model), quantity, purchase order number, applicable specifications (standards or drawings), a declaration of conformity, references to material certificates and test reports, and an authorized signature with the date.
Standard industry practice is for the seller to retain test and inspection data for future reference (often for 10 years post-delivery) and provide it upon the customer’s request.
IV.
Roles and Combinations of the Three Documents
- Certificate of Conformity (Product Certificate): Accompanies the goods to certify “inspection passed”; issued for both domestic and export sales; a baseline document for factory release.
- Warranty Document: Outlines quality commitments and liability clauses; included in the contract or shipped with the goods; generally required by major clients and for engineering projects.
- COC: A compliance declaration for export orders; usually bundled into a document package alongside material certificates, test reports, and certification certificates.
V. Practical Tips
First, ensure accountability through signatures and stamps: Certificates of Conformity (COCs) must be signed by authorized personnel and bear the quality inspection stamp or company seal, with the signatory held responsible for the document’s authenticity. Second, maintain a strict link to the batch: The batch number or order number on the certificate must match the actual goods; issuing a certificate for mixed batches renders it invalid. Third, align terms with the contract: The warranty period and liability provisions must match the procurement contract to avoid discrepancies—such as a contract specifying 12 months while the warranty certificate states 24 months.
Industry experts recommend creating a reusable template library for these three documents so they can be automatically paired with shipments;
by ensuring standardized issuance, batch alignment, and consistent terms, you can successfully navigate the documentation requirements for hardware exports.
