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
| # | Document | What it proves |
|---|---|---|
| 1 | Board test report | Grade and method |
| 2 | Conformity declaration | Standard compliance |
| 3 | Label artwork | Market language and content |
| 4 | Packing declaration | ISPM 15 or no timber |
| 5 | Inspection report | Quantity and quality |
| 6 | Commercial invoice | Value and terms |
| 7 | Packing list | Contents per carton |
| 8 | Bill of lading | 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. Retention
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
| Check | Status |
|---|---|
| Board report names grade and method | Yes / No |
| Declaration matches the report | Yes / No |
| Label artwork approved | Yes / No |
| Packing declaration present | Yes / No |
| Inspection report with photos | Yes / No |
| Invoice set consistent | Yes / No |
The inspection guide covers the report that belongs in this pack.
9. A checklist before you commit
Before you sign, confirm six things: the board grade, the hardware model, the finish system, the packing standard, the inspection scope and the payment schedule. Each should be in writing, not in a call. The quote checklist turns the six into a one-page comparison.
10. Common mistakes
The most common mistake is comparing a factory price with a landed cost. The second is leaving the inspection out of the budget. The third is paying the balance before the inspection is signed off. Each is avoidable with a written scope and a pre-shipment inspection.
11. How to measure the room
Measure each wall at three points, top, middle and bottom, and use the smallest. Walls are rarely square, and a 10 mm bow over three metres changes the filler. Measure the ceiling at each corner and note sockets, radiators and soil pipes before drawing. A measured survey saves more time than a faster drawing, and the measuring guide has a printable sheet.
Frequently asked 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.
