Hold eight documents: board test report, conformity declaration, label artwork, packing declaration, inspection report, commercial invoice, packing list and bill of lading. A document that names the factory but not the board grade proves very little. Keep the pack for at least three years, because customs and certifiers can ask after clearance.
Eight documents cover most cabinet imports.
The board report must name the grade and method.
A factory certificate is not a board report.
Keep the pack for at least three years.
Hold copies yourself; do not rely on the supplier.
1. Why a document pack
Compliance is proved by documents, not by assurances. A customs broker, a certifier or a project manager will ask for evidence, and the evidence has to match the shipment. A pack assembled after the container arrives is a pack assembled under pressure.
2. The eight documents
| # | Documents | Ce que cela prouve |
|---|---|---|
| 1 | Board test report | Grade and method |
| 2 | Déclaration de conformité | Conformité standard |
| 3 | Illustration de l'étiquette | Langage et contenu du marché |
| 4 | Déclaration d'emballage | ISPM 15 or no timber |
| 5 | Rapport d'inspection | Quantité et qualité |
| 6 | Facture commerciale | Value and terms |
| 7 | Liste de colisage | Contenu par carton |
| 8 | Connaissement | Shipment and title |
The first five prove compliance; the last three prove the shipment. Both halves are needed.
3. Board and conformity
The board report is the foundation. It should name the grade, the method and the result, and it should match the board actually used. The conformity declaration sits on top of it. A declaration without the report is a statement without evidence.
4. Labelling and packing
Labelling requirements vary by market: some require the local language, some require specific content. Packing declarations cover ISPM 15 for timber or confirm that no solid wood is used. Both are easy to prepare and expensive to fix at the border.
5. Inspection and shipment
The inspection report proves quantity and quality before loading; the invoice set proves value and title. A shipment with a perfect compliance pack but a mismatched invoice is still a customs problem. Keep the two halves aligned.
6. Rétention
Keep the pack for at least three years, longer if the project warranty runs longer. Customs and certifiers can ask after clearance, and an insurer may ask after a claim. Digital copies are fine if they are legible and complete.
7. Who holds what
The supplier should hold the production records; the importer should hold the compliance and shipment pack. If the relationship ends, the importer needs the evidence. Do not rely on a supplier portal that you may lose access to.
8. A five-minute check
| Vérifiez | Statut |
|---|---|
| Board report names grade and method | Oui Non |
| Declaration matches the report | Oui Non |
| Label artwork approved | Oui Non |
| Packing declaration present | Oui Non |
| Inspection report with photos | Oui Non |
| Invoice set consistent | Oui Non |
Le inspection guide covers the report that belongs in this pack.
9. Une liste de vérification avant de s'engager
Avant de signer, veuillez confirmer six points : la qualité du circuit imprimé, le modèle de matériel, le système de finition, les normes d’emballage, le périmètre d’inspection et les modalités de paiement. Chaque point doit être confirmé par écrit, et non par téléphone. La liste de vérification du devis permet de synthétiser ces six éléments en un tableau comparatif d’une seule page.
10. Erreurs courantes
L'erreur la plus fréquente consiste à comparer le prix d'usine avec le coût final. La deuxième est d'omettre l'inspection du budget. La troisième est de payer le solde avant la validation de l'inspection. Chacune de ces erreurs est évitable grâce à un cahier des charges écrit et une inspection avant expédition.
11. Comment mesurer la pièce
Mesurez chaque mur en trois points : en haut, au milieu et en bas, et retenez la plus petite mesure. Les murs sont rarement d'équerre, et une courbure de 10 mm sur trois mètres modifie le remplissage. Mesurez le plafond à chaque angle et repérez les prises électriques, les radiateurs et les canalisations d'évacuation avant de dessiner. Un relevé précis est plus rapide qu'un dessin, et le guide de mesure est fourni avec une fiche imprimable.
Foire aux questions
Which documents should I keep?
Board test report, conformity declaration, label artwork, packing declaration, inspection report and the invoice set. Eight documents cover most imports.
How long should I retain them?
At least three years, and longer if the project has a warranty period. Customs and certifiers can ask after the shipment has cleared.
Does a factory certificate replace a board report?
No. A factory certificate confirms the factory, not the board grade. The board report is the one that names the grade and the method.
What if a document is missing at clearance?
The shipment can be held, inspected or refused. The cost of a hold is usually larger than the cost of preparing the document.
Do I need documents in the destination language?
Labelling often does. Technical reports usually do not, but the importer should be able to explain them.
Can the supplier hold the documents?
They can, but you should hold copies. If the relationship ends, the documents are your evidence.
