Quick Answer
Quick Answer
A certificate of conformance (CoC) for metals must include: company details, customer PO number, product description with part numbers, heat numbers linking back to raw material MTRs, the applicable ASTM/ASME/EN specification, a declaration of conformity, and an authorized signatory. For EN 10204 3.1 compliance, the signer must be independent of the production department. TestCert generates compliant outbound CoCs automatically from validated inbound MTC data.
A Certificate of Conformance is a legal declaration confirming that a product meets all required specifications and contractual standards. In the metals and fabrication industry, CoCs serve a specific role in the quality documentation chain — they are typically issued by the fabricator or distributor when shipping finished goods, and they reference the underlying mill test certificates (MTRs) that validate the raw material.
Getting the format wrong — or missing required fields — creates problems at customer audits, government inspections, or ASME/ISO certification reviews. This guide covers the required fields, the EN 10204 certificate types, and the step-by-step process for issuing a compliant CoC.
Certificate of Conformance Template: Required Fields
A compliant CoC for metals and fabrication must contain the following fields. Missing any of them creates a gap that auditors and customers will flag.
Header Information
| Field | Description |
|---|---|
| Company name and logo | Your organization's legal name and branding |
| Facility address | Physical address of the issuing facility |
| CoC serial number | A unique, sequential identifier for audit trail purposes |
| Issue date | Date the certificate was generated |
| Revision number | If the CoC has been revised, document the revision history |
Stakeholder Identification
| Field | Description |
|---|---|
| Customer name | The legal name of the purchasing organization |
| Purchase Order (PO) number | The customer's PO number exactly as issued |
| Contract or job number | Internal job reference number, if applicable |
| Ship-to address | Delivery destination for the covered goods |
Product Identification
| Field | Description |
|---|---|
| Part description | Full description of the item, not an abbreviation |
| Part/drawing number | Customer part number with engineering revision letter |
| Quantity and unit of measure | Count, weight, or linear measure as appropriate |
| Lot/batch number | Internal lot tracking number if applicable |
Material Traceability (Critical for Metals)
| Field | Description |
|---|---|
| Heat number(s) | The heat number(s) from the originating mill, exactly as shown on the MTR |
| Material grade | The ASTM, ASME, EN, or API grade designation |
| Specification standard | The applicable standard (e.g., ASTM A516-70, EN 10025 S355JR) |
| MTR reference | The mill test certificate number or document reference the CoC covers |
Traceability back to the heat number is the element that distinguishes a metals CoC from a generic product declaration. Without it, the document cannot prove the raw material chain of custody.
Declaration of Conformity
A statement in this form:
"We hereby certify that the above material(s) conform to the requirements of [applicable specification(s)] and the purchase order referenced above. All test results referenced herein have been verified and are on file."
The declaration must be explicit about which specifications and standards the product conforms to.
Authorized Signatory
| Field | Description |
|---|---|
| Name | Full name of the signing authority |
| Title | Job title (typically Quality Manager, QC Inspector, or equivalent) |
| Signature | Wet signature or traceable electronic signature |
| Company stamp | Optional but expected in many international trade contexts |
| Date signed | Should match issue date unless re-signed after revision |
EN 10204 Certificate Types and Which Applies to Your CoC
The European standard EN 10204 defines four levels of material certificate. Understanding which type your customer requires determines how your CoC must be structured and signed.
| Type | Name | What It Includes | Who Signs |
|---|---|---|---|
| 2.1 | Declaration of compliance | Statement that product meets order specs — no test results | Manufacturer's authorized rep |
| 2.2 | Test report | Non-specific test results from similar production runs | Manufacturer's authorized rep |
| 3.1 | Inspection certificate | Actual test results from the specific batch supplied | Manufacturer's QC rep, independent of production |
| 3.2 | Inspection certificate | Same as 3.1, co-signed by independent third-party inspector | Manufacturer + TPI (Lloyd's, DNV, TÜV, etc.) |
For most metals CoC applications:
- Type 2.1 is the minimum acceptable for commercial construction and low-risk applications
- Type 3.1 is required for pressure vessels, structural applications under code, and most fabrication CoCs that reference specific test data
- Type 3.2 is required for oil and gas critical service, nuclear, and aerospace applications where independent verification is mandatory
A common mistake: issuing a Type 2.1-format CoC for an application where the customer's purchase specification or the applicable code requires 3.1. The CoC passes internal review but fails the customer's incoming inspection.
Step-by-Step: How to Issue a Certificate of Conformance
Step 1: Verify the Inbound MTRs
Before issuing any outbound CoC, verify that you have the original mill test certificates for all raw material that went into the product. Confirm:
- The heat numbers on the MTRs match the physical markings on the material
- The chemistry and mechanical values on the MTRs meet the applicable grade specification
- The EN 10204 certificate type on the MTR meets or exceeds what your customer requires
This is the foundational step. A CoC referencing unvalidated MTRs transfers liability without reducing it.
Step 2: Document Fabrication Records (if applicable)
If welding, forming, or other processing operations were performed, gather the supporting records that your CoC needs to cover:
- Welding Procedure Specifications (WPS) and Procedure Qualification Records (PQR)
- Welder Performance Qualification Records (WPQR)
- Non-Destructive Examination (NDE/NDT) reports (visual, radiographic, ultrasonic, magnetic particle, dye penetrant)
- Heat treatment records if stress relieving or PWHT was performed
- Dimensional inspection records
Step 3: Populate the CoC Template
Map the verified data into the CoC template fields. Cross-check that:
- Heat numbers on the CoC match the MTRs
- The specification reference on the CoC is the customer's actual required specification, not a similar one
- Quantities and part numbers match the purchase order exactly
- The certificate type (2.1, 3.1, etc.) matches what was contracted
Step 4: Obtain Independent Sign-Off (for EN 10204 3.1)
For EN 10204 Type 3.1, the signatory must be independent of the production department that manufactured the goods. A Quality Control Manager or Quality Inspector who does not report directly to the Production Manager meets this requirement. A Production Supervisor or Factory Manager does not.
Step 5: Attach Supporting Documentation
Most customer quality requirements expect the CoC to be shipped alongside the original MTR documents from the mill. Package:
- Your outbound CoC
- The originating MTRs (or certified copies)
- Any applicable NDE reports or supplemental inspection records
- Packing list and order references
Step 6: Log and Retain
Retain a copy of every issued CoC for the required period. ASME requirements typically call for 10–25 years depending on the application. ISO 9001 and AS9100 requirements vary by context. Organize retention so you can retrieve any issued CoC within minutes during an audit.
How TestCert Automates CoC Generation
Manual CoC generation from the process above is manageable for low volumes. At higher volumes — or when serving multiple customers with different specification requirements — the manual approach creates risk at each step.
TestCert automates the critical path:
- Inbound MTR validation: Chemistry and mechanical values are extracted and validated against built-in ASTM, ASME, EN, and API standards at intake — before any outbound CoC is generated
- Customer specification overlays: Per-customer specification requirements are stored and applied automatically, so a CoC for Customer A (who requires A516-70) cannot be confused with a CoC for Customer B (who requires A516-60)
- Automated CoC assembly: Outbound CoCs are generated from structured, validated data — not from PDFs or memory. Heat numbers, grades, and specification references pull from the verified inbound record
- Signature workflow: CoC approval routing ensures the independent sign-off requirement is enforced before the document is issued
- Audit-ready retention: Every issued CoC is retained with its supporting MTR records, linked by heat number, with an immutable audit trail
What is the difference between a certificate of conformance and a certificate of conformity?
These terms refer to the same document — a declaration that a product meets specified requirements. "Certificate of conformance" is more common in North American usage; "certificate of conformity" is more common in European and international trade contexts. Both are acceptable. Under EN 10204, the document type (2.1, 2.2, 3.1, 3.2) defines the specific requirements, not the label used.
Can I use a free CoC template from the internet for regulated industries?
Generic templates can provide the correct fields, but they do not validate that the content is accurate. The primary risk is not the template format — it is the data that goes into it. A CoC that references incorrect heat numbers, wrong specifications, or unvalidated chemistry is a liability regardless of how well-formatted the document is. For regulated applications (ASME, AS9100, API), the supporting data validation is what matters, not the template.
Does a certificate of conformance include actual test results?
It depends on the EN 10204 type. A Type 2.1 CoC is a declaration only — it confirms conformance without providing test data. A Type 3.1 certificate (which is technically called an Inspection Certificate rather than a CoC) includes the actual chemistry and mechanical test results from the specific batch. In common industry usage, "CoC" often refers to either type, which causes confusion in procurement. Always check what EN 10204 type your customer or code requires.
How long must a certificate of conformance be retained?
Retention requirements vary by industry and applicable code. ASME Section III nuclear components require retention for the life of the installation. ASME Section VIII pressure vessels typically require 25 years. ISO 9001 and AS9100 require retention for at minimum the period of the product's expected lifetime or the regulatory requirement, whichever is longer. Consult your applicable code, customer requirements, and quality management system for the controlling requirement.
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