Quality documents answer different questions. A factory certificate can describe an assessed management or manufacturing system, while a certificate of analysis or safety data sheet relates to a material or product. Treating them as interchangeable can leave important gaps in supplier review.
Review GMP and ISO 22716 information in context
When a supplier provides GMP or ISO 22716 certificate information, check the legal holder, site address, scope, issuing or assessment body and validity dates. The scope should be relevant to the activities and product categories under discussion. A logo on a sales sheet is not enough; the underlying certificate information needs to be readable and current.
Certificates support due diligence, but they do not prove that every proposed formula, claim or destination-market requirement has been approved. Continue the review at project level.
Understand what a COA is for
A certificate of analysis reports specified results for a defined material, bulk product or finished batch. Ask what item and lot the document covers, which parameters were tested, what specification was used and who authorised release. A COA for a sample or a different formula should not be assumed to describe the bulk order.
Discuss the expected COA format and timing before production if the document is required for import, customer approval or internal quality procedures.
Understand what an MSDS or SDS is for
A safety data sheet communicates hazard, handling, storage and transport information for the substance or mixture it describes. The applicable format and need can depend on the product, market and shipping route. Confirm that the document refers to the final formula or material and uses the required language and classification basis.
A safety data sheet is not a marketing substantiation report and does not replace product registration or label review. It answers a different set of questions.
Ask about the records behind the finished product
For the final order, discuss specifications, approved sample references, batch records, inspection results, release procedures and traceability. The exact documents available will depend on the formula, product category, testing plan and commercial agreement.
If the product uses custom packaging, include component specifications, artwork approvals and relevant inspection points. Quality problems can originate from the formula, component, decoration or the interaction between them.
Verify destination-market responsibilities
The brand owner or importer should understand the route for placing the product on the target market. Clarify which information the manufacturer will provide and which compliance, notification, responsible-person, testing or label decisions remain with the buyer and its advisers. Do this before final artwork and production.
Use a document request matrix
- Document name and purpose
- Entity, site, formula or lot covered
- Required language and format
- Responsible provider
- Review and approval owner
- Date needed in the project schedule
- Renewal or validity check, where applicable
A matrix prevents the team from requesting “all certificates” without knowing why each item is needed. It also reveals documents that cannot exist until the formula or batch is confirmed.
King Metis provides current Intertek-assessed GMP and ISO 22716 certificate information for supplier review. Product-specific documents such as MSDS and COA are discussed where applicable after formula, sample and order confirmation.