A lab certificate is valid evidence when it clearly identifies the sample, ties that sample to your lot, shows which methods were used and whether they are accredited, and reports results with units and limits of quantification. It must also be signed and verifiable with the lab.
Most disputes do not turn on the result. They turn on whether the sample tested was really the goods shipped.
Identity of the lab, the report and the sample
- Lab name, address and accreditation number.
- A unique report number on every page, with page numbers such as 1 of 3.
- Authorised signatory name and signature.
- Date the sample was received, dates of analysis and date of issue.
- A statement of which tests are within the accredited scope. NABL-accredited reports usually carry the accreditation symbol for accredited tests only.
- Product name, form and grade, for example whole cumin seed, sortex cleaned.
- Your lot or batch number, matching the bags and the packing list.
- Seal number and sample code, if the sample arrived sealed.
- Who drew the sample, and where, or a note that it was submitted by the client.
- Condition of the sample on arrival, such as seal intact.
The results themselves
Each result should name the parameter, the method, the unit and the limit of quantification (LOQ). A result written as not detected means little unless you know the LOQ. If the LOQ is above your market's limit, a not detected result does not show compliance.
For pesticide screens, the report should list every compound covered, or attach the list, not only those detected. For ethylene oxide, check it reports the sum of ethylene oxide and 2-chloroethanol, which is how the EU defines the residue.
- Units: mg/kg for pesticides, µg/kg for mycotoxins, cfu/g for counts, presence or absence per 25 g for Salmonella.
- Measurement uncertainty: useful when a result sits close to a limit.
- Basis: whether results are on an as-is or dry-weight basis.
Common gaps that weaken a certificate
- No lot number, so the report could belong to any goods.
- A statement that results relate only to the sample as received, with no sampling record behind it.
- Pass or fail judged against the lab's or India's limits rather than your spec.
- Tests listed but outside accredited scope.
- A scanned copy with no way to verify it.
Put it in the contract
Write the required tests, methods, LOQs and lab into your specification, and state that the certificate must carry the lot and seal numbers. For more on reading the numbers, see reading a lab certificate, and for building the spec, how to write a good specification.
How we help
We send each sample with a written test request listing your parameters and the LOQs your market needs. We check every report against the lot and seal record before you approve shipment. Ask for a free sourcing review.