What is a certificate of conformance?
Many buyers, particularly in aerospace, automotive, medical and electronics supply chains, will not book goods in without a certificate of conformance. It is the supplier's formal statement that what was delivered was made and checked to the purchase order and the drawings and standards it names. When something later goes wrong, the CoC and its lot numbers are how both sides trace the problem back to a batch.
This template records the purchase order and its revision, the shipment reference, each part with its quantity, and the lot, batch, heat or serial numbers. The supplier certifies conformance to the listed specifications, declares any deviation the buyer approved beforehand, lists the supporting records it holds and how long it keeps them, and promises to say so if it later learns the goods may not conform. The buyer signs on receipt without accepting the goods.
- Best for
- Manufacturers and distributors shipping against a purchase order
- Signed by
- The supplier's authorised signer; the buyer acknowledges receipt
- Traceability
- Lot, batch, heat or serial numbers for each line
- Length
- 1 to 2 pages
When to use a certificate of conformance
- A machine shop certifying a batch of brackets against the customer's drawing
- An electronics distributor confirming components meet RoHS and the stated revision
- A fastener supplier listing heat numbers and the material standard for each lot
- A contract manufacturer declaring a concession the buyer approved before shipment
- A small supplier meeting a new customer's requirement for a CoC with every delivery
What you fill in
14 blanks, then the name and email of each person who signs: supplier's authorised signer, buyer (receiving).
1 The certificate
- Certificate number
- Date of the certificate*
- Supplier*
- Supplier address
- Buyer*
2 The order
- Purchase order number*
- Purchase order revision or date
- Delivery note or shipment reference
3 The goods
- Parts or goods delivered*
- Lot, batch, heat or serial numbers*
- Drawings, specifications and standards met*
- Supporting records available
4 Exceptions
- Approved deviations or concessions
- Quality records kept for (years)*
5 Who signs
- Supplier's authorised signer signature and date, job title · Usually the quality manager or another person authorised to certify the goods.
- Buyer (receiving) signature and date, job title · Signs to acknowledge receipt of the certificate. Not an acceptance of the goods.
What the certificate of conformance covers
- The order
- Goods covered
- Certification
- Records and traceability
Using the certificate of conformance, step by step
1 Reference the order
Enter the purchase order number and its revision, plus the delivery note or shipment reference so the certificate matches the paperwork in the box.
2 List the goods and lots
For each line give the part number, revision, description and quantity, then the lot, batch, heat or serial numbers they came from.
3 Name the standards
List the drawings, specifications and standards the goods were made and tested to. Add any concession the buyer approved; leave it empty if there is none.
4 Sign and send with the goods
The authorised signer signs first, then the buyer's receiving contact acknowledges it. The signed PDF and its audit trail are filed in your vault for traceability.
Tips before you send it
- Only sign a CoC when inspection records actually back it up. A certificate is a factual statement, not a formality.
- Match the part revision on the certificate to the revision on the purchase order. Mismatched revisions are a common reason for rejected deliveries.
- Never list a deviation that the buyer has not approved in writing. Agree concessions before shipping.
- Check whether your customer's purchase order terms specify their own CoC wording or extra items such as country of origin.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Certificate of conformance: frequently asked questions
Is a certificate of conformance the same as a certificate of analysis?
No. A certificate of conformance states that goods meet named requirements. A certificate of analysis reports actual test results for a batch. Some buyers ask for both.
Does the buyer's signature mean the goods are accepted?
No. The buyer only acknowledges receiving the certificate. The text says this keeps all its rights to inspect and reject non-conforming goods.
What if part of the order does not meet the drawing?
Ship it only with the buyer's written concession, and list that concession on the certificate. Otherwise the goods should be held back or reworked.
Who should sign for the supplier?
Someone with authority to certify, typically the quality manager. The signature block has a job-title box, so their role is recorded with the signature.