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RoHS Compliance Certificate

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RoHS Compliance Certificate

Parties and Identification

WHEREAS

WHEREAS, Supplier Name: is engaged in the manufacture and supply of the goods described in this Certificate; and

WHEREAS, Buyer Name: requires written certification that specified products comply with the Restriction of Hazardous Substances (RoHS) substance limits as set forth below; and

WHEREAS, Supplier represents and warrants that the Products listed in this Certificate have been tested, inspected and documented in accordance with the scope and standards set forth in this Certificate and Agreement.

Product Identification

Part Number:

Batch / Lot No.:

Manufacture Date:

Certification of RoHS Compliance

Supplier hereby certifies under penalty of perjury that, to the best of Supplier's knowledge and based on Supplier's testing and supplier declarations, the material content of the Product(s) identified above conform to the RoHS restricted substance limits applicable at the time of manufacture, namely maximum concentration values by weight in homogeneous materials not to exceed 0.1% (1000 ppm) for Lead (Pb), Mercury (Hg), Hexavalent Chromium (Cr(VI)), Polybrominated Biphenyls (PBB) and Polybrominated Diphenyl Ethers (PBDE), and 0.01% (100 ppm) for Cadmium (Cd), unless otherwise stated in an agreed exception.

Supplier represents that testing has been performed in accordance with the testing methods and metrics documented in Test Standard: and that supporting test reports and material declarations are available and have been retained in Supplier's quality records.

Restricted Substances Declaration

The following restricted substances are declared to be within acceptable limits or otherwise accounted for by exemption or technical justification. Check each that apply and provide any applicable note.

Scope of Work

Supplier shall perform all testing, inspection and documentation necessary to establish the stated RoHS compliance for the Product(s), including procurement of material declarations from upstream suppliers, laboratory analysis where required, maintenance of traceability records, and delivery of Test Reports and Declarations to Buyer in accordance with the schedule below. Describe the scope of testing, sampling and documentation provided:

Payment Terms (if applicable)

In consideration for the compliance activities and documentation provided by Supplier, Buyer agrees to pay Supplier as follows.

Term and Termination

This Certificate and Agreement commences on Start Date: and continues until End Date: unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for material breach by the other party if such breach remains uncured for Notice Period (days): days after written notice. Termination shall be without prejudice to any rights or remedies accrued prior to termination.

Confidentiality

Each party shall keep confidential all non-public technical, commercial and business information disclosed by the other party in connection with this Certificate, including test reports, supplier declarations and material composition data ("Confidential Information"). Confidential Information shall not be disclosed to any third party except as required by law, regulation, or to professional advisors under binding confidentiality obligations. Confidential obligations shall survive termination of this Certificate for a period of three (3) years.

Representations, Warranties and Limitation of Liability

Supplier represents and warrants that the information and test results provided are true and accurate to Supplier's knowledge and were obtained using reasonable industry practices. EXCEPT FOR THE EXPRESS REPRESENTATIONS HEREIN, SUPPLIER MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED. IN NO EVENT SHALL SUPPLIER'S LIABILITY UNDER THIS CERTIFICATE EXCEED THE AMOUNTS PAID BY BUYER FOR THE SPECIFIC SERVICES GIVING RISE TO LIABILITY.

Governing Law

This Certificate and Agreement shall be governed by and construed in accordance with the laws of the jurisdiction: without regard to principles of conflicts of law.

Entire Agreement

This Certificate, together with any referenced test reports and supplier declarations explicitly incorporated by reference herein, constitutes the entire agreement between the parties with respect to RoHS compliance for the Product(s) identified and supersedes all prior or contemporaneous understandings, agreements, or representations, whether written or oral, concerning the same subject matter.

Records and Audit

Supplier shall retain records, test data and supplier declarations supporting this Certificate for a period of at least three (3) years from the date of certification and shall, upon reasonable request and subject to confidentiality protections, make such records available to Buyer or Buyer's authorized representative for audit.

Attachments and Test Reports

Supplier:

By:

Date:

Buyer:

By:

Date:

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What the RoHS Compliance Certificate Is and why it matters

A RoHS Compliance Certificate is a supplier-issued declaration that an electrical or electronic product meets restrictions on certain hazardous substances, originally established by the European Union’s Restriction of Hazardous Substances (RoHS) directive. The certificate typically lists the product, components, test reports or material declarations, and the compliance statement signed by an authorized representative. In U.S. supply chains it is used to demonstrate conformity for procurement, resale, or cross-border shipments and to support buyer due diligence even when no single federal RoHS law applies.

How a RoHS Compliance Certificate reduces supply-chain risk

A correctly prepared certificate documents material composition, links to test evidence, and assigns responsibility; it helps importers, OEMs, and procurement teams verify that products meet restricted-substance requirements and buyer specifications.

How a RoHS Compliance Certificate reduces supply-chain risk

Typical users and stakeholders for a RoHS Compliance Certificate

Multiple stakeholders rely on the certificate to verify compliance across manufacturing and procurement workflows.

  • Electronics manufacturers and component suppliers responsible for material declarations and test records.
  • Procurement and quality assurance teams who require evidence before acceptance or payment.
  • Regulatory affairs, customs brokers, or compliance officers reviewing documents for cross-border shipments.

Assign roles early — suppliers prepare the certificate, purchasers review and retain it as part of vendor qualification.

Essential parts of a professional RoHS Compliance Certificate

A complete certificate follows a clear structure so recipients can verify claims quickly, find the supporting evidence, and determine who may be contacted for follow-up.

Header

Company name, address, and document title clearly identify the issuer and purpose of the certificate, plus a unique document or reference number for tracking.

Product ID

Manufacturer part number, model name, and internal SKU plus a concise product description that matches purchase orders and packing lists.

Scope

List of components or assemblies covered, any excluded parts, and the physical scope (e.g., PCB assemblies, cable harnesses) so the claim is unambiguous.

Restricted-Substance Statement

A clear declaration that the product conforms to RoHS substance limits, naming the restricted substances and applicable threshold values or exemptions.

Supporting Evidence

References to test reports, laboratory names, dates, or supplier material declarations (CoC/MD) that substantiate the compliance statement.

Authorized Signature

Name, title, signature block, and date for an officer or authorized representative who can attest to the accuracy and completeness of the certificate.

Key information fields to include on the certificate

Issuer: Company name
Product: Part number
Scope: Covered components
Standard: RoHS directive
Evidence: Lab report ID
Signature: Authorized signatory

Step-by-step: filling and issuing a RoHS Compliance Certificate

Follow a clear sequence to gather evidence, enter data, obtain approvals, and distribute the finished certificate to buyers and compliance records.

  • 01
    Gather evidence: Collect supplier declarations and lab reports before preparing the certificate.
  • 02
    Populate fields: Complete all required fields using exact part numbers and MM/DD/YYYY dates.
  • 03
    Obtain approval: Route to a responsible officer or quality manager for review and sign-off.
  • 04
    Distribute and archive: Send to purchasers and retain the signed copy in your records system.

Configuring an online workflow for the certificate

Set up a consistent digital workflow so certificates are completed, signed, and stored without manual steps or paper bottlenecks.

Field Configuration
Signature Block Require signer name, title, and timestamp; enforce authentication.
Evidence Upload Make lab reports required or conditional based on product type.
Approval Route Use sequential reviewers: quality → regulatory → authorized signatory.
Retention Tag Apply metadata for record retention and searchability.

Where to send and how recipients use the certificate

Clear routing ensures the right people receive certificates and linked evidence for procurement, customs, or internal audits.

  • Buyers: Attach to purchase orders and vendor records for acceptance.
  • Quality: Store with inspection records and nonconformance logs.
  • Customs: Provide upon request for cross-border shipments to support declarations.
  • Internal Audit: Include with periodic compliance audits and supplier reviews.

Digital signing and file-format considerations

Use a platform that supports secure e-signatures, tamper-evident PDFs, and common integrations to simplify distribution and retention.

  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Formats: PDF, DOCX, XLSX
  • Security: AES-256 at rest

Timing: when to issue and renew RoHS certificates

Issue or update the certificate whenever a product, component, or supplier changes; maintain versioned records tied to shipment or sales batches.

On product release:

Issue before first shipment or first commercial sale.

Supplier change:

Reissue when any supplier or material supplier changes occur.

Annual review:

Review and revalidate evidence at least once per year.

After testing:

Update immediately upon new lab test results or exemptions.

Buyer requests:

Provide a certified copy within agreed procurement timelines.

Common mistakes to avoid when preparing the certificate

  • Using vague product descriptions that do not match purchase orders, causing acceptance delays and extra supplier inquiries.
  • Omitting lab report references or attaching incomplete test data, which forces buyers to request additional evidence.
  • Failing to record version history or reissue dates, making it impossible to trace which certificate applied to a shipment.
  • Allowing unauthorized personnel to sign; unsigned or improperly signed certificates may be rejected by procurement teams.

Risks and potential consequences of incorrect certificates

Regulatory action: Fines and product restrictions
Customs delays: Holds or import refusals
Product recalls: Removal from market
Contract disputes: Buyer claims or withheld payments
Reputational harm: Loss of customer trust
Supplier liability: Indemnity or warranty exposure

Real-world examples of using electronic certificates

Companies use signed digital certificates to speed procurement and centralize evidence for audits while preserving a clear audit trail.

Optica Ventures LLC

Optica used digital certificates to centralize supplier evidence and reduce follow-ups.

  • Reduced back-and-forth on compliance queries.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Xerox (NetSuite ops)

Xerox integrated signed certificates into their ERP to attach CoCs to parts.

  • Automated attachment to purchase orders cut manual filing.
  • "airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite."

eSignature pricing and features for managing RoHS certificates

Compare common eSignature vendors on starting price, trial availability, bulk-send, audit trails, HIPAA support, and envelope or session limits to match your compliance and volume needs.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

FAQs: common questions about RoHS certificates and electronic signatures

Answers to frequent questions about validity, signing, retention, and how to handle updates or disputes involving RoHS compliance certificates.


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