Product Standard Conformity Certification Service

A Product Standard Conformity Certification Service helps businesses ensure their products meet national technical standards. This certificate is a necessary condition for goods to be legally circulated on the market. With professional support, businesses can shorten the time and simplify procedures for obtaining certification. This article provides an overview of registering for product standard conformity certification.

Conditions and Dossier Components for Product Standard Certification

Product standard conformity certification is a process performed by a third party—a conformity certification organization authorized by the Ministry of Science and Technology. Before the certification organization proceeds, the business must meet specified conditions and prepare a complete dossier as outlined below.

Conditions

To obtain standard conformity certification through a third-party certification body, a business must meet the following conditions:

• Selection of an Appropriate Standard for the Product

  This is a prerequisite for the conformity process. The business must identify and select a technical standard that matches the product’s characteristics to serve as the assessment basis. Applicable standards may include:

  • Vietnam National Standards ($TCVN$);
  • International Standards ($ISO$, $IEC$, etc.);
  • Regional or foreign standards.

  The product must fully meet the technical and management requirements specified in that standard. The level of conformity will be verified through test results from testing laboratories accredited under legal regulations.

• Valid Legal Status

  The enterprise or manufacturing facility must be legally established and have a business registration appropriate for its field of operation.

  Additionally, the unit must prepare a complete technical dossier for the product, including production processes, technical specifications, user manuals, and test results.

  Depending on the applied certification method, the third-party certification body may conduct a further assessment of the facility’s quality management system to verify its capability to produce and maintain product quality consistently according to the chosen standard.

In summary, to be certified for standard conformity by a third party, a business must ensure its product meets all technical requirements of the applied standard and possesses the appropriate legal and technical dossiers. Compliance with the certification body’s assessment process not only helps the product gain quality recognition but also enhances its reputation and competitiveness in the market.

Required Dossier Components

The required dossier may vary depending on the standard conformity certification organization. However, the main documents in a conformity certification dossier include:

• Application form for conformity certification;
• Datasheet or document describing the product’s technical characteristics and composition;
• The enterprise’s grassroots standard (in cases of conformity certification against a grassroots standard);
• The enterprise’s quality management process records (applicable for certification methods 2, 3, 4, 5, 6);
• Import dossier or shipment records (applicable for certification methods 7, 8);
• Product sample test results according to the applied technical standard;
• Business Registration Certificate of the unit seeking certification;
• Other certificates such as $ISO9001$, $ISO14001$ (if available).

Preparing these dossier components accurately and completely is essential for a smooth and efficient conformity certification process. A complete dossier also demonstrates the enterprise’s professionalism in its production and business activities.

Procedure for Announcing Product Standard Conformity

After receiving the conformity assessment results from the certification organization, the organization or individual can proceed with the procedure for announcing standard conformity as stipulated in Article 9 of Circular 28/2012/TT-BKHCN. The announcement procedure is not only a legal requirement but also helps enhance credibility and trust from consumers, partners, and regulatory agencies.

The process for announcing product standard conformity includes the following steps:

Step 1. Dossier Preparation

The organization or individual prepares two sets of the dossier. One set is submitted to the competent authority, and the other is retained at the enterprise for future inspection and supervision.

The standard conformity announcement dossier includes:

• The standard conformity announcement (Form 2.CBHC/HQ – Appendix III, Circular 28/2012/TT-BKHCN);
• A certified copy of documents proving the production and business activities of the organization/individual: Business Registration Certificate, Business License, or equivalent documents;
• A certified copy of the standard used as the basis for the announcement ($TCVN$, $ISO$, $TCCS$, etc.);
• The standard conformity certificate issued by a registered certification organization (a certified copy accompanied by the corresponding conformity mark sample).

Note: During processing, the Sub-department has the right to request the original documents for comparison or a notarized copy if deemed necessary.

Step 2: Submission of the Standard Conformity Announcement Dossier

The organization or individual submits the standard conformity announcement dossier in one of two ways:

• Direct submission at the Sub-department of Standards, Metrology, and Quality where the organization or individual is registered for business;
• Sending the dossier by post to the Sub-department of Standards, Metrology, and Quality where the organization or individual is registered for business.

Step 3. Receipt of the Conformity Announcement Result

Within 05 working days of receiving the dossier, the Sub-department of Standards, Metrology, and Quality will check the validity of the dossier and proceed as follows:

• If the dossier is complete and valid: The Sub-department will issue a Notice of Receipt of the Standard Conformity Announcement Dossier (Form 3.TBTNHS). The validity period of the notice corresponds to the validity period stated on the Standard Conformity Certificate.
• If the dossier is complete but not valid: The Sub-department will issue a written notification of refusal, clearly stating the reasons for non-acceptance, so the organization or individual can make necessary revisions.

Thus, announcing standard conformity is a procedure that helps businesses demonstrate transparency and compliance with product quality laws. Businesses must prepare a complete and accurate dossier and follow the legally prescribed process.

Product Standard Conformity Certification Service at Long Phan Consulting Company

Long Phan Consulting Company provides a Product Standard Conformity Certification Service to assist clients in completing procedures according to legal regulations, saving time and costs, and ensuring products are quickly recognized as compliant for market circulation. Below are the details of our service scope, implementation process, and support policies.

Scope and Content of Service

• Consulting on Conditions and Procedures for Product Standard Conformity Certification
  • Consulting on identifying the product’s commodity group;
  • Consulting on selecting the appropriate technical standard;
  • Consulting on the legal and technical conditions required for the product to achieve standard conformity;
  • Consulting on the form of conformity announcement;
  • Consulting on the conformity assessment process and selecting a designated testing laboratory.
• Drafting the Dossier for Product Standard Conformity Announcement
  • Drafting the Standard Conformity Announcement;
  • Drafting the Conformity Assessment Report based on test results and technical documents;
  • Drafting the Application for Receipt of the Standard Conformity Announcement to be sent to the competent authority;
  • Drafting the Product Description, test result sheets, and accompanying technical documents;
  • Preparing a copy of the conformity certificate issued by the certification organization (if any);
  • Drafting forms as required by the Sub-department of Standards, Metrology, and Quality;
  • Reviewing the entire dossier for legal validity and ensuring information complies with current regulations.
• Authorized Representation for Product Standard Conformity Announcement Procedures
  • Representing the client in submitting the dossier to the receiving agency or certification organization;
  • Monitoring the dossier processing progress, liaising with authorities, and providing additional information or explanations as required;
  • Coordinating sample collection and submission for testing at an ISO/IEC 17025 accredited laboratory;
  • Receiving the conformity announcement results and handing them over to the client;
  • Assisting with public disclosure of conformity information through media channels when necessary.

Service Delivery Process

The Product Standard Conformity Certification Service at Long Phan Consulting Company is implemented professionally and methodically to ensure efficiency and legal compliance.

• Step 1: Initial Consultation and Service Contract Signing Long Phan Consulting Company receives client information regarding the product needing certification. Based on this, we provide an overview of the legal basis, technical conditions, and appropriate conformity assessment methods. After mutual agreement, we send a quotation and sign a service contract.
• Step 2: Information and Document Collection Our specialists coordinate with the client to gather detailed product information, production processes, technical specifications, and necessary legal documents. We assist in sending samples to an ISO/IEC 17025 accredited laboratory designated by the Ministry of Science and Technology.
• Step 3: Dossier Drafting and Preparation The dossier is drafted accurately and sent to the client for review before finalization and official submission.
• Step 4: Dossier Submission and Progress Monitoring Long Phan Consulting Company submits the dossier on the client’s behalf to the Sub-department of Standards, Metrology, and Quality or a designated certification organization. We closely monitor progress and liaise with authorities to ensure a swift process.
• Step 5: Receiving Results and Completing Procedures The Standard Conformity Certificate is delivered to the client with all related legal documents. We guide the client on proper conformity announcement and record-keeping for future inspections.
• Step 6: Post-Certification Consulting Long Phan Consulting Company provides ongoing support, including periodic consulting to maintain standard application, address issues from standard or technical changes, and assist with renewal or recertification.

After-Sales and Customer Care Policy

Long Phan Consulting Company proactively provides updates on changes in laws related to standards and technical regulations. We offer consulting services for adjusting certification content, renewing certificates, and handling legal issues that may arise during production and business. We act as a liaison between the enterprise and certification bodies to protect our clients’ legal rights.

Commitment to Information Security and Service Quality

Long Phan Consulting Company commits to:

• Absolute confidentiality of client information;
• No disclosure of information to any third party without client consent;
• Application of appropriate security measures to protect client data;
• Ensuring accuracy, completeness, and legal compliance in all prepared dossiers;
• Providing services on schedule and ensuring the fastest possible processing time;
• Refunding service fees if the work is not completed as agreed.

Contact Information

• Head Office Address: TM7 Commercial Lot, Lavita Garden Apartment, 17 Street No. 3, Truong Tho Ward, Thu Duc City, Ho Chi Minh City
• Working Hours: Monday to Saturday – 8:00 AM to 5:30 PM
• Online Consultation Hotline: 1900.63.63.89
• Email: info@longphanpmt.com
• Zalo: 0906.735.386 – Long Phan
• Facebook: Long Phan Investment Consulting and Legal Services LLC

Frequently Asked Questions about Product Standard Conformity Certification

Here is a summary of common questions regarding the Product Standard Conformity Certification Service.

• Cost of Product Standard Conformity Certification: The cost depends on factors such as product type, complexity, applied standard, number of required tests, production scale, and the chosen certification method. Using a consulting service is also a cost factor.

• Timeframe for Completing the Certification Procedure: The time required can range from a few weeks to several months, depending on the completeness of the business’s dossier, product sample testing time, the certification body’s assessment schedule, and the processing time of state agencies.

• Fundamental Difference Between Standard Conformity and Regulation Conformity Certification: Standard conformity certification is the voluntary confirmation that a product complies with a specific technical standard ($TCVN$, $ISO$, etc.) to affirm quality. Regulation conformity certification is the mandatory confirmation that a product complies with a corresponding national technical regulation ($QCVN$) and applies to products that pose safety, health, or environmental risks.

• Definition and Use of a “Grassroots Standard” (TCCS): A grassroots standard is a standard developed and announced by an enterprise for its own products, services, processes, or environments. It is used when no suitable national ($TCVN$), international, regional, or foreign standard exists, or when the enterprise wishes to set requirements higher than existing standards.

• Possibility of Enterprises Self-Executing the Certification Process: Enterprises can perform the standard conformity certification process independently. However, this requires a deep understanding of legal regulations, technical standards, and assessment procedures, which can be time-consuming and resource-intensive. A consulting service optimizes this process.

• Legal Consequences for Circulating Products Without Standard Conformity Certification: For products where standard conformity is voluntary, the absence of a certificate mainly affects reputation and competitiveness. However, if conformity is a requirement from a partner or specific industry regulation, non-compliance can lead to loss of business opportunities or penalties under the relevant agreement/regulation.

• Common Methods for Product Standard Conformity Certification: There are typically 8 methods for assessing standard conformity, such as testing of a typical sample; testing of a typical sample combined with assessment of the production process; testing of a sample taken from the market combined with assessment of the production process; certification per shipment; and certification based on a certified quality management system. The choice of method depends on the product’s characteristics and production scale.

Conclusion

The Product Standard Conformity Certification Service from Long Phan Consulting Company ensures compliance with legal regulations. We support businesses in completing conformity certification dossiers and procedures professionally and quickly. Our experienced team will accompany you from preparation to receiving the certificate. Contact our hotline at 1900.63.63.89 for a free consultation on our Product Standard Conformity Certification Service today.