Key takeaways
- Know which documents your product needs.
- Collect them from suppliers before buying.
- Organize a searchable library.
- Update documents when products change.
Why documentation matters
Amazon may ask for documents when a listing is flagged, when you apply to sell in certain categories or after a complaint. Missing or inadequate documents can lead to listing removals. Requirements depend on the product, category and marketplace and change over time.
Common document types
Typical documents include supplier invoices showing the source of products, test reports from accredited laboratories, safety certificates, declarations of conformity, material specifications, authorization letters for branded goods and import documents. Which ones apply depends on your product.
- Supplier invoices
- Test reports and certificates
- Declarations of conformity
- Brand or distribution authorization
Know your product's rules
Identify the safety, labeling and testing rules for your product type in each country where you sell. If you are unsure, consult a compliance specialist or testing laboratory. Do not assume that a product legal in one country is compliant in another.
Work with suppliers
Ask suppliers for documents before you buy and keep copies. Confirm that test reports cover the actual product, materials and dates. Include compliance requirements in supplier agreements and require notice of changes.
Organize a document library
Keep documents in a structured folder by product and marketplace with clear file names, dates and expiry details. Record who is responsible for updates. A library lets you respond to Amazon quickly.
Keep documents current
Test reports and certificates can expire or become outdated when products or rules change. Review the library regularly and refresh documents when materials or designs change.
Respond to requests
When Amazon asks for documents, read the request carefully, send exactly what is requested and ensure that the details match the listing and your business. Do not alter documents.
A worked example
A seller of a children's product keeps a library with supplier invoices, test reports and certificates for each item. When asked for documents, they respond within a day with the correct files, and the listing stays active.
Common mistakes
Typical mistakes include relying on supplier statements without documents, using reports that do not match the product and failing to update after design changes. Treat documentation as part of product development.
Questions to ask for each new product
Which rules apply? What testing is needed? What documents will I need to show? Who holds them? When will they expire? Settle these before launching.
Your next three steps
Build your compliance library step by step.
- List your products and the rules and tests that apply to each.
- Request documents from suppliers and check they match the product.
- Create a folder structure with dates and expiry reminders.
Key terms
A few terms used above, in plain language.
- Test report: results from a laboratory testing a product.
- Declaration of conformity: a statement that a product meets rules.
- Document library: an organized store of compliance files.
Worth remembering
Documentation is cheapest when it is created while you develop the product. Retrofitting evidence under pressure is slower, costlier and riskier.
Frequently asked questions
Who is responsible for compliance?
Sellers are generally responsible for ensuring products meet the rules of the markets in which they sell.
Can I rely on supplier certificates?
Verify that they cover your product and are valid, and keep copies.
This guide is general information. Amazon's fees, policies and program rules change and vary by marketplace, so confirm current details in Seller Central and, for tax or legal questions, with a qualified adviser.