Declaration of Conformity: UK buyer checklist
Match the declaration to the exact model and supplied configuration, check the applicable legislation and dated standards, and identify who signed it and for which manufacturer. Resolve differences against the reports, labels and production records before accepting the goods. Cambridge China Bridge can coordinate these checks with its staff in China.
Start with the exact product identity
Ask for the complete signed declaration for the product being ordered, rather than a blank template or a laboratory certificate. Compare its manufacturer name and address, model reference and product description with the order specification and photographs of the rating plate. Where your stock code differs from the factory model, request a written mapping between them.
For a declaration covering a product family, ask the manufacturer to identify your variant explicitly and explain its scope. Record differences in ratings, power supply, materials, accessories and intended use. The CE and UKCA guide explains the distinction between a marking, a declaration and a test report.
Check the legislation against the intended market
State whether the goods are intended for Great Britain or Northern Ireland before reviewing the declaration. Use product-specific official guidance to check the cited legislation against the product’s function, intended users and configuration. Ask the manufacturer to explain any missing, unfamiliar or apparently unrelated entry rather than accepting a copied list.
For electrical products, use our electrical import rules guide to identify the relevant topics. Keep a review sheet linking each applicable requirement to the supporting document and any unresolved question. A declaration review should sit alongside the wider evidence pack.
Read the standards and their editions
Copy each cited standard’s full reference, edition date and amendments into your review sheet. Compare these with the test reports and technical documentation. Ask what explains a different edition, a partly applied standard or an alternative technical specification. Use the test report verification guide for checking the underlying reports.
Under most UK product regulations, designated standards are voluntary. Do not treat a list of standards as proof that the ordered configuration was assessed. Ask the manufacturer to explain which requirements each reference addresses and provide supporting evidence where a standard was not used or did not cover the whole product.
Identify the responsible signatory
Check the signatory’s name, role, signature, issue date and the business on whose behalf they signed. Ask for confirmation that they are authorised to sign for the named manufacturer or its authorised representative. A salesperson forwarding the document does not explain the signer’s authority.
Investigate differences between the manufacturer, invoice issuer, brand owner and report holder. Request a written explanation of their relationship and any relevant authorisation. If the declaration needs correcting, ask the responsible business to issue a corrected signed version; do not edit the supplier’s declaration yourself.
Close the loop with the supplied goods
Give the inspector the declaration, agreed specification, approved sample reference and document review sheet. Ask them to compare accessible product identifiers, ratings, components, accessories, labels and instructions with those records. Use the sample-to-production guide to organise this handoff.
Record each discrepancy with photographs and assign someone to resolve it. A substituted component needs an explanation of whether the supporting assessment still covers the product, not merely a changed model name in the declaration. Keep the final signed declaration linked to the shipment records and hold acceptance while material differences remain unresolved.
Frequently asked questions
Can a declaration cover several models?
Ask the manufacturer to identify your model and variant explicitly and explain the family coverage. Compare its configuration with the supporting reports rather than relying on a shared appearance.
Who should sign a Declaration of Conformity?
Check who is authorised to sign for the named manufacturer or its authorised representative. Request the signer’s name, role, signature and issue date, and clarify which business they represent.
Do the standards need to match the test reports?
Compare full references, edition dates and amendments. Ask for a documented explanation of differences and evidence covering the ordered configuration before accepting the declaration.
What if the delivered product differs from the declaration?
Record the difference and hold acceptance while the manufacturer explains its effect on the assessment. Request supporting evidence and a corrected signed declaration where needed.