Most of the compliance evidence you need — material composition, test reports, declarations — already exists at your factory. The challenge is getting it out in a usable form. A structured request works far better than a vague "please send documents" email.

Documents to ask for

  • Declaration of Conformity (DoC) for CE-marked products, listing the standards applied.
  • Test reports from an accredited lab for the relevant directives/regulations.
  • REACH / substance declarations confirming restricted substances are within limits.
  • Packaging composition by material and weight — you need this for EPR reporting.

How to make the request land

  1. Be specific. Name each document, the product/SKU, and the format you need (PDF, signed).
  2. Send it bilingually. A short Chinese + English request removes ambiguity and speeds replies.
  3. Give a template. Suppliers respond faster when you provide a form to fill in rather than an open question.
  4. Set a deadline and follow up. Track who owes what so nothing slips.

Turn it into data, not just PDFs

A DoC on its own is not enough — you need the packaging composition as structured data to calculate EPR tonnage and file declarations. Capturing supplier answers in a form (rather than free-text email) means the numbers flow straight into your compliance records.

Need a starting document? Generate a pre-filled EU Declaration of Conformity with the free Declaration of Conformity tool.

Required documents depend on your product category. Confirm which apply before relying on any single certificate.