Documents Required for BIS Certification

Documents Required for BIS Certification

This article explains in simple language the full list of documents commonly required for obtaining BIS (Bureau of Indian Standards) certification in India. It covers company/legal documents, product & technical documents, quality & testing documents, factory/manufacturing documents, declarations, and special requirements for foreign manufacturers. Use this as a practical checklist while preparing your BIS application.

1. Quick overview
   

BIS certification applies to many products; for some the Standard Mark/Certificate of Conformity is mandatory (central government notified product lists). Different BIS schemes exist (license for ISI mark, Compulsory Registration Scheme (CRS), Foreign Manufacturer Certification Scheme (FMCS) etc.) and the exact documents can vary by product and scheme. Always check the BIS product-specific pages for final details.

2. Core categories of documents (summary)
   

Below is a short summary of the kinds of documents you will normally need (details follow):

• Company & legal documents (Certificate of Incorporation, PAN, GST, address proof).
• Application & authorization (filled BIS application, signed declarations, Power of Attorney or nomination of Authorized Indian Representative for foreign firms).
• Product & technical documents (drawings, specifications, Bill of Materials, user manuals, labels, marking artwork).
• Quality & management documents (Quality manual, QC procedures, ISO certificates if any).
• Testing & laboratory documents (type test reports from recognized/NABL/BIS-approved labs, test methods, calibration certificates).
• Factory & production documents (process flow chart, list of machinery, factory layout, production capacity).
• Identity proof of signatory and proof of premises (Aadhar/passport/PAN of responsible person, rent deed or property documents).
• Fees and payment receipts.

3. Detailed documents checklist (explained in simple terms)
   
4. Company & legal documents
   
5. Certificate of Incorporation / Registration: A copy of the company’s incorporation certificate (or partnership deed/LLP agreement) showing legal existence.
   2. Memorandum & Articles of Association (for companies) or Partnership Deed (for partnerships).
   3. PAN (Permanent Account Number) and GST registration copy (if applicable).
   4. IEC / Import-export code (if you are an importer or foreign manufacturer exporting to India).
   5. Licence or trade registration (if applicable) such as manufacturing licence or state-level registration.
6. Address & premises proof
   
7. Factory address proof: property deed, lease/rent agreement with recent rent receipt, property tax receipt or utility bill.
   2. Office address proof: utility bills, GST registration showing address, or other government-issued documents.
   3. Location map and site layout: a simple map showing where the factory/shop is located relative to a landmark and a plant layout drawing.
8. Identity of the signatory / responsible person
   

BIS asks for proof of identity of the person signing the application. Typical documents used are:
• Aadhar (or Aadhar-based e‑KYC/e-sign), Passport, Voter ID, Driving Licence or PAN card.
• If the signatory is a foreign national, passport and an authorized signatory letter or Power of Attorney is usually required.

1. Product & technical documents
   

This is the heart of the application. You must show exactly what the product is and how it is made. Typical items include:
1. Product description and model list (exact model names and variants seeking certification).
2. Detailed technical specifications, drawings, circuit diagrams (if electronics), mechanical drawings and dimensional drawings.
3. Bill of Materials (BOM) or list of major components and raw materials used.
4. Manufacturing process flow chart explaining step-by-step how the product is made.
5. Photographs of product, sub-assemblies, and packaging/labels.
6. User manual, instruction leaflet and safety instructions in English (and other local languages if required).
7. Marking and label artwork showing where the BIS mark (or required label) will appear on the product or packaging.

1. Quality system and control documents
   
2. Quality manual or Quality Plan showing how you control product quality (BIS often asks for a documented quality system).
   2. Standard operating procedures (SOPs) for critical production and testing activities.
   3. Records of internal testing and inspection (sample test records, calibration reports of measuring instruments).
   4. If available, ISO 9001 or other management system certificates — these are not always mandatory but speed up evaluation and show good practice.
3. Testing and laboratory documents
   
4. Type test reports (results from recognized/NABL or BIS-approved laboratories) showing that your product meets the relevant Indian Standard(s).
   • The test report must refer to the specific Indian Standard number and list which tests were done and their outcomes.
   2. Test report validity: ensure tests are recent and performed per the test methods specified in the Indian Standard (some schemes require specific labs or witnessed tests).
   3. Calibration certificates for test equipment used in internal testing (where relevant).
   4. For certain schemes, BIS may require witness testing or may ask BIS inspectors to select sealed samples for testing at BIS-designated labs.
5. Factory & production documents
   List of manufacturing machinery and equipment with capacities and make/model.
   2. Production capacity and typical monthly output numbers.
   3. Details of outsourced processes (if you outsource critical operations) and supplier details.
   4. Plant layout and quality control (QC) lab layout.
   5. Process flow charts and key control points that affect product quality.
6. Declarations, affidavits and authorizations
   
7. Duly filled BIS application form and any additional questionnaires requested by BIS for that product.
   2. Undertaking / Declaration from manufacturer stating the product conforms to the relevant Indian Standard and committing to maintain quality and allow surveillance.
   3. Power of Attorney (PoA) or an Authorization Letter if a consultant or agent is submitting on behalf of the manufacturer.
   4. For foreign manufacturers: nomination of an Authorized Indian Representative (AIR) with AIR’s identity proof and contact details.
   5. Identity & address proof of the person who will be responsible locally (for example AIR or Indian importer/distributor).
8. Fees, bank details and payment proofs
   
9. Application fee and processing fees: keep copies of payment receipts or bank transfer proofs.
   2. For foreign manufacturers, BIS often requires an initial deposit to cover travel and audit man-days for factory inspection (inspectors travel overseas). This will be adjusted against actual expenses. Keep evidence of the deposit/payment.
   3. Any other fees required by BIS (license fees, surveillance fees) as applicable for the scheme and product.
10. Additional / product-specific documents
    

Depending on the product standard, BIS may ask for extra documents such as raw material certificates, flame retardant test certificates, specific chemical composition test reports, or additional declarations from raw material suppliers. Always check the product-specific BIS page for exact requirements.

4. Special notes for foreign manufacturers (FMCS / Scheme-specific points)
   

• Foreign manufacturers who do not have an office in India must nominate an Authorized Indian Representative (AIR) who acts as a local point of contact for BIS. The AIR handles the application, coordinates inspection and correspondence.
• BIS undertakes Initial Factory Audit (inspection) for many schemes and for FMCS BIS inspectors travel abroad to the foreign factory to verify compliance, witness testing and sample selection. The manufacturer must cooperate with scheduling, provide documents and allow inspectors access.
• BIS will request travel-related deposits/fees for overseas inspection (the applicant pays an initial deposit, actual expenses are adjusted later).

5. How BIS evaluates documents (short explanation)
   

Once you submit your application with documents, BIS will review the paperwork. Key checks include:

• Completeness: Are all required documents present and correctly signed?
• Technical conformity: Do test reports and specifications match the Indian Standard?
• Quality system: Is there a robust quality system and factory capability to maintain consistent production?
• Traceability: Can products and batches be traced to records and QC results?
If BIS is satisfied with documents, they proceed to testing and/or factory inspection. If gaps are found, BIS asks for clarifications or additional documents.

6. Common mistakes to avoid
   

• Submitting old or expired test reports (use recent, relevant tests).
• Providing incomplete drawings or vague product descriptions.
• Forgetting to include an Undertaking or Power of Attorney when someone else signs/submits.
• Not translating foreign-language documents into English (BIS requires English).
• Not preparing for questions on outsourced processes — BIS wants to know which steps are done in-house and which steps are outsourced.

7. Practical checklist (single-page summary)
   

• Filled BIS application form and payment receipt
• Certificate of Incorporation / Partnership Deed / MOA
• PAN card and GST registration copy
• Factory & office address proof (rent deed/utility bill/property tax)
• Identity proof of signatory (Aadhar/Passport/PAN)
• Product drawings, specifications, BOM & photos
• Process flow chart, plant layout, machinery list
• Type test reports from recognized/NABL/BIS labs
• Quality manual / QC procedures and SOPs
• User manual, labeling artwork and packaging details
• Authorization / Undertaking / Power of Attorney
• For foreign firms: AIR nomination & travel deposit proof

8. Where to check the exact, product-specific requirements
   

Always consult the product-specific page on the official BIS website (product certification section) and the BIS application portal. BIS publishes guidelines and checklists for many specific product groups. If you are a foreign manufacturer, check the FMCS pages for additional details such as AIR nomination, travel deposits and inspection rules.

Final tips

• Start preparing documents early — testing and factory audits take time.
• Keep documents in English and have clear, dated, signed copies.
• Use NABL-accredited or BIS-recognized labs for type tests to avoid delays.
• Maintain a well-documented quality system — it reduces back-and-forth with BIS.
• If unsure, consider consulting a regulatory consultant company like Omega QMS or an experienced Authorized Indian Representative (AIR).

References & useful BIS pages

Primary official BIS resources and guidance are available on the BIS website and product-certification pages. When preparing your application, please refer to BIS product-specific checklists and the FMCS guidance published by BIS.

Contact Us Today

Phone: +91-11-41413939 (100 Lines)
Email: info@globalomega.com | mktg@globalomega.com
Website: www.globalomega.com