Buyers in regulated, developed markets do not fail audits because of manufacturing quality. They fail because of missing paperwork. Whether you are importing or manufacturing from Thailand, collect this pack before the first purchase order — not after a customer asks.
1. Legal and corporate
- DBD company registration certificate and shareholder list
- VAT registration
- Factory licence (Ror Ngor 4) where applicable
- Bank details letter on company letterhead
2. Quality system
- ISO 9001 certificate with scope and valid dates
- Sector certificates where relevant (ISO 13485, IATF 16949, ISO 22000, HACCP, BRCGS)
- Control plan and inspection procedure for your part
- Calibration records for gauges used on your product
3. Product safety and materials
- Material certificates or mill certs by lot
- RoHS / REACH / Prop 65 declarations where applicable
- Food-contact or medical biocompatibility statements
- Test reports from an accredited lab (SGS, TUV, Intertek, Bureau Veritas)
4. Origin and customs
- Certificate of Origin (Form D, Form JTEPA, Form AK etc. as your FTA requires)
- Manufacturer declaration of substantial transformation
- HS code proposal with justification
- Packing list and commercial invoice templates matching your broker's requirements
5. ESG and social compliance
- Employment records and wage evidence sampling
- Working-hours policy
- Environmental permit and waste-handling contract
- Signed supplier code of conduct
6. Commercial and IP
- Signed NDA and, where needed, an NNN agreement
- Tooling ownership acknowledgement
- Supply agreement with quality, liability and termination terms
How to run the collection
Send one structured request with due dates rather than drip-feeding emails. Verify certificates against the issuing body's registry — a scanned PDF is not verification. Re-collect expiring documents annually and before any change of production site.
Related: Compliance and ESG for Developed-Market Buyers, Supplier Onboarding for Thai Factories, Factory Audit Process.
Frequently Asked Questions
Can a trading company supply these documents?
Some, but not factory licences or calibration records. If a trading company cannot name and give access to the producing site, treat origin and quality evidence as unverified.
How do I verify a Thai company is real?
Check the DBD registration number against the Department of Business Development registry and confirm the address matches the production site you audit.
Which certificate of origin do I need?
It depends on your import market and FTA. Japan uses JTEPA/AJCEP forms, Korea Form AK, ASEAN Form D; the US and EU require a manufacturer's origin declaration.
How often should the pack be refreshed?
Annually, plus immediately after any change in production location, ownership, or key sub-supplier.