It is not uncommon for businesses to require additional documents apart from the manufacturing and packaging of a product in addition to its marketing in India and abroad. According to the category of the product, the company may need documentation regarding its compliance with the relevant technical or regulatory requirements.
A product test report is the document which serves as an indication that testing of a particular product has been conducted in accordance with certain requirements or standards. The Declaration of Conformity or another type of declaration is a statement that certifies a product meets certain requirements.
What Are Product Test Reports and Declarations?
Product test reports and declarations are documents used to prove or illustrate a product’s compliance with any applicable technical, safety, or regulatory requirements.
While both documents have the same purpose of ensuring product compliance, they are distinct in nature.
A product test report documents the test performed on a product or a representative sample. It may include information about the product tested, testing methods, standards that apply, test results, and laboratory data.
In turn, a declaration is usually a written declaration made by the manufacturer or other person responsible for the product that it conforms to certain requirements.
For instance, an electric product may be tested according to the pertinent safety standards. Test report prepared in the laboratory may serve as the technical document. At the same time, Declaration of Conformity may confirm that, in the opinion of the manufacturer, the product complies with the relevant requirements.
It all depends on the product, market, and applicable regulations.
Why Is Product Compliance Important?
Product compliance enables a company to prove its products’ compliance with relevant laws, technical and safety standards.
Product compliance is important for:
- Conducting business
- Safeguarding customers
- Meeting legal requirements
- Accessing new markets
- Operating via online platforms
- Trading with distributors and retailers
- Exporting products
There is a need to recognize that every item does not need similar documentation.
For instance, a low-risk consumer product will have different documentation from that of electrical, mechanical, medical, toy, cosmetic or food products.
What is Product Test Report?
A product test report is a technical report which outlines the results of testing of a particular product.
There are instances where testing of a product is done in order to check whether the particular product fulfills technical specifications, safety or regulatory requirements.
Examples of what a laboratory test report may include are:
- Name of product and model
- Manufacturer details
- Sample identification
- Test date
- Method of test
- The standard being used
- Test conditions
- Test results
- Laboratory details
- Conclusions and assessments
- Signature/authorizations
The content varies based on the laboratory and testing program being undertaken.
Declaration of Conformity – What is it?
A Declaration of Conformity is a written document stating that the manufacturer or other responsible economic operator has declared that a product complies with certain requirements.
The declaration might contain:
- Manufacturer
- Product name
- Model/Type
- Legislation/regulations
- Standards
- Responsible person signing
- Date of declaration
- Signature
- Other required identification data
The precise content and legal significance depend on the regulatory framework applicable.
For products which require a declaration of conformity, businesses should make sure that the declaration correctly refers to the product and the requirements applicable to it.
Certificate of Conformity – What is it?
Certificate of Conformity is not a declaration of conformity made by the manufacturer.
Certificate of conformity is generally issued by the approved/accredited/or otherwise recognised certification body/testing body/or other authorities when the applicable scheme requires or accepts such certification.
The body issuing the certificate and certification process depend on the applicable regulatory scheme.
For instance, a certification scheme may require:
- Product Testing
- Technical documentation review
- Factory/Production Inspection
- Conformity assessment
- Certification Decision
- Issuing of certificate
Product Test Report vs Certificate vs Declaration
The terms are often confused, but the documents perform different functions.
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|---|---|---|
| Product test report | Records test results | Testing laboratory |
| Laboratory test report | Provides technical evidence from laboratory testing | Laboratory |
| Declaration of Conformity | Formal statement of compliance | Manufacturer/responsible party |
| Certificate of Conformity | Confirms conformity under a certification scheme | Certification body/recognised organisation |
| Product certification | Formal certification under a specified scheme | Certification body/authority |
Test reports may act as a certificate or declaration, but neither of the documents cannot substitute for the other.
When Do Products Need to Be Tested?
If a product needs to be tested depends on the product itself, market, and regulations in place.
Product testing will be needed when:
- The regulation explicitly requires it.
- Mandatory safety standards apply.
- The certification program requires it.
- The marketplace requests compliance information.
- The importer requires technical information.
- The retailer requires test reports for products.
- The export market has particular technical requirements.
- The manufacturer needs to verify safety/performance of the product.
The business should determine what rules apply prior to sending samples to the laboratory.
Which Products Will Need Compliance Documents?
There may be significant differences between industries.
.sg-table-wrap, .sg-table-wrap * { box-sizing: border-box; } .sg-table-wrap { width: 100%; max-width: 900px; margin: 20px auto; overflow-x: auto; border: 1px solid #dbe4f2; border-radius: 12px; box-shadow: 0 4px 14px rgba(33, 76, 155, 0.10); font-family: Arial, Helvetica, sans-serif; -webkit-overflow-scrolling: touch; } .sg-table { width: 100%; min-width: 600px; border-collapse: collapse; table-layout: fixed; background: #ffffff; } .sg-table th, .sg-table td { padding: 14px 16px; border-right: 1px solid #dbe4f2; border-bottom: 1px solid #dbe4f2; text-align: left; vertical-align: middle; font-size: 15px; line-height: 1.45; overflow-wrap: anywhere; } .sg-table th { color: #ffffff; background: #214C9B; font-size: 16px; font-weight: 700; } .sg-table th:first-child, .sg-table td:first-child { width: 32%; } .sg-table th:last-child, .sg-table td:last-child { width: 68%; border-right: 0; } .sg-table tbody tr:nth-child(even) { background: #f6f8fc; } .sg-table tbody tr:hover { background: #fff7e8; } .sg-table tbody tr:last-child td { border-bottom: 0; } .sg-table td:first-child { color: #214C9B; font-weight: 700; border-left: 4px solid #F3A11F; } @media (max-width: 650px) { .sg-table-wrap { margin: 14px 0; border-radius: 8px; } .sg-table { min-width: 560px; } .sg-table th, .sg-table td { padding: 12px; font-size: 14px; } .sg-table th { font-size: 15px; } }| Product Category | Possible Compliance Considerations |
|---|---|
| Electrical/electronic products | Electrical safety, electromagnetic compatibility and applicable product standards |
| Machinery | Safety, technical specifications and conformity assessment |
| Toys | Chemical, mechanical and safety requirements |
| Cosmetics | Ingredient, safety, labelling and regulatory requirements |
| Food products | Food safety, composition, labelling and applicable food regulations |
| Medical devices | Product safety, performance and regulatory classification |
| Chemicals | Safety, composition, labelling and handling requirements |
| Automotive components | Applicable vehicle/component standards |
| Personal protective equipment | Protective performance and applicable standards |
| Consumer goods | Product-specific safety and labelling requirements |
However, this is just a general guideline. There are various regulations that apply to a product based on their properties and intended destination.
What Is Conformity Assessment?
Conformity assessment is the procedure for deciding whether a product, process or system conforms to specific requirements.
Conformity assessment depends on the specific regulatory regime and may include:
- Test
- Inspection
- Technical documentation review
- Factory inspection
- Quality system inspection
- Certification
- Manufacturer’s declaration
The necessary procedure may vary from self-declaration by the manufacturer to independent third-party certification.
Technical Documentation for Product Compliance
Technical documentation is used as proof of compliance.
Based on the nature of the product and regulatory regime, it may include:
- Product specifications
- Engineering drawings
- Bill of materials
- Component details
- Risk analysis
- Test report on the product
- Laboratory report
- Standards
- Making process
- User instructions
- Labelling information
- Photographs of the product
- Certificates
- Declarations
The objective is to provide traceable documentation proving that the product has been evaluated according to the applicable requirements.
Safety Standards and Regulatory Requirements
Companies should differentiate between safety standards and regulatory requirements.
The technical standard can cover specifications, test procedures or performance characteristics. The regulation could legally impose specific requirements on a product or conformity assessment procedure.
Depending on the situation, the compliance with a certain standard may constitute an effective means to prove the conformity. Otherwise, the regulation might provide specific testing, certification and documentation procedures.
For this reason, companies should determine:
- Country of sale.
- Category of the product.
- The relevant regulatory authority.
- Mandatory regulations.
- Standards applicable.
- Conformity assessment procedure required.
- Documentations required.
- Labeling/Marking requirement.
It is less risky for a company than obtaining some general certificates without having knowledge about regulatory requirements.
What Documentation Must Be Kept by a Company?
Practical product compliance documentation can consist of several types of documents.
.sg-document-wrapper, .sg-document-wrapper * { box-sizing: border-box; } .sg-document-wrapper { width: 100%; max-width: 900px; margin: 20px auto; overflow-x: auto; background: #ffffff; border: 1px solid #dbe4f2; border-radius: 12px; box-shadow: 0 4px 14px rgba(33, 76, 155, 0.10); font-family: Arial, Helvetica, sans-serif; -webkit-overflow-scrolling: touch; } .sg-document-table { width: 100%; min-width: 580px; border-collapse: collapse; table-layout: fixed; } .sg-document-table th, .sg-document-table td { padding: 14px 16px; border-right: 1px solid #dbe4f2; border-bottom: 1px solid #dbe4f2; color: #222222; font-size: 15px; line-height: 1.45; text-align: left; vertical-align: middle; overflow-wrap: anywhere; } .sg-document-table th { color: #ffffff; background: #214C9B; font-size: 16px; font-weight: 700; } .sg-document-table th:first-child, .sg-document-table td:first-child { width: 33%; } .sg-document-table th:last-child, .sg-document-table td:last-child { width: 67%; border-right: 0; } .sg-document-table td:first-child { color: #214C9B; font-weight: 700; border-left: 4px solid #F3A11F; } .sg-document-table tbody tr:nth-child(even) { background: #f6f8fc; } .sg-document-table tbody tr:hover { background: #fff7e8; } .sg-document-table tbody tr:last-child td { border-bottom: 0; } @media (max-width: 650px) { .sg-document-wrapper { margin: 14px 0; border-radius: 8px; } .sg-document-table { min-width: 540px; } .sg-document-table th, .sg-document-table td { padding: 11px 12px; font-size: 14px; } .sg-document-table th { font-size: 15px; } .sg-document-table th:first-child, .sg-document-table td:first-child { width: 37%; } .sg-document-table th:last-child, .sg-document-table td:last-child { width: 63%; } }| Document Category | Examples |
|---|---|
| Product identification | Model number, SKU, product description |
| Technical information | Specifications, drawings, components |
| Testing evidence | Product test report, laboratory test report |
| Certification | Certificate of Conformity, product certification |
| Declarations | Declaration of Conformity |
| Safety evidence | Risk assessment, safety evaluation |
| Manufacturing records | Production specifications, quality records |
| Labelling | Labels, warnings, instructions |
| Regulatory records | Licences, registrations and approvals |
| Export documents | Market-specific compliance records |
Not every company will require all the documentation.
Are Product Test Reports Necessary for E-commerce?
There are differences in the compliance documents required by various e-commerce platforms, products and countries.
Some online marketplaces may request certain documentation when listing products in some regulated product categories. These documents may include:
- Test reports
- Safety certificates
- Product certifications
- Manufacturer details
- Declaration of conformity
- Product images
- Labelling
- Other compliance documents
Marketplace requests cannot be seen as the universal requirements set forth by the law. Marketplace policies and laws are separate matters altogether.
Testing Products for Export Compliance
Businesses that want to export their products need to make sure they meet the destination-country requirements prior to shipment of any commercial quantities.
In some cases, compliance for exports requires more than only the customs documentation. For example, the product must meet certain standards in terms of safety, labelling, packaging or other regulations of the destination country.
When preparing to export, businesses should consider the following factors:
- Regulations of the destination country
- The standards of the product
- Importer requirements
- Certification requirements
- Labelling Requirements
- Language Requirements
An item that complies in India does not necessarily comply in all other markets.
How to Arrange Product Testing
A company should choose a suitable laboratory when testing is determined to be necessary.
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A step-by-step approach to product testing and conformity assessment
-
01
Identify the Product
Identify the precise model, specifications, use and technical characteristics of the product.
-
02
Identify Relevant Requirements
Identify the relevant regulation(s) and standard(s) applicable to the product.
-
03
Identify a Suitable Laboratory
Confirm whether the laboratory is capable of undertaking the technical work and, where necessary, whether it is accredited or recognised for the work.
-
04
Submit Product Samples
Submit samples of the product and the technical information required by the laboratory.
-
05
Perform Tests
Perform the required tests using the relevant test methods.
-
06
Review the Test Report
Carefully review the product, relevant standard(s), test method(s) and results.
-
07
Perform the Required Conformity Procedure
Complete the applicable conformity procedure and retain the required supporting documentation.
If necessary, use the test report for the certification or declaration or other conformity assessment process.
Firms should never base the choice of the laboratory on its report being the most affordable one. The report should be suitable for the particular compliance obligation.
How Long Compliance Documents Should Be Kept?
This depends on the applicable regulation, certification system and jurisdiction.
Firms should develop a document retention system that covers:
- Test reports
- Certificates
- Statements
- Technical files
- Product descriptions
- Changes in manufacturing
Maintaining records in the archive will help show how the product was evaluated when it was launched on the market.
Furthermore, it will make answering audits, verification inquiries from the marketplace, regulatory questions or customer complaints easier.
Mistakes Made by Businesses
Wrong Test Standard Used
When testing is conducted against the wrong standard, it won’t prove compliance with the relevant requirement.
Assuming All Certificates Are Mandatory
Not all products require a certificate. First, firms should determine what legal or commercial requirement applies.
Misunderstanding Test Report and Certification
A laboratory test report provides the results of the test but doesn’t mean that a product is certified.
Use of an Outdated Test Report
Any changes to product design, composition or manufacturing process can make an old test report outdated.
Ignoring the Destination Country
If a product complies with a regulation in one country, it does not necessarily mean it complies in another.
FAQ
Product test report is a document containing results of the tests carried out for a product according to certain methods, specifications or standards. A product test report contains technical information about the product tested.
No. Declaration of Conformity is a written declaration that certifies that the responsible party claims that the product complies with applicable requirements. Test report can be used as evidence for Declaration of Conformity.
No. The requirements for each product depend on the product, jurisdiction and certification scheme used. While some products will be required to undergo mandatory certification, other products can be certified using self-declaration or any other conformity assessment method.
No. If laboratory testing is required, then it will depend on the regulation, product and destination market. Some products will be required to be tested whereas others will be assessed differently.
No, because each country has its own set of regulations, test methods and certification requirements that might not allow the test report to satisfy the requirements of that country.
Conclusion
Product test reports and Declarations of Conformity are some of the elements of product compliance. While test reports are used to document the testing done, Declaration of Conformity documents the compliance declaration. The Certificate of Conformity certifies when a product conforms to the certification scheme used.
The documentation required by the business will depend on the product and destination market, the safety standard and regulation that applies to that product.
