A declaration of conformity is a signed document in which the manufacturer states, on its own responsibility, that a machine meets every EU law that applies to it. By signing it, the manufacturer takes legal responsibility for that claim.
For machinery sold in the EU, it must accompany the machine. Under the Machinery Directive the original or a copy goes with the machine. The new EU Machinery Regulation sets its own content and format, so check what it allows before relying on a digital copy.
What it should contain
- The manufacturer's business name and full address, and where relevant its authorised representative.
- The name and address of the person in the EU authorised to compile the technical file.
- A description of the machine: generic name, function, model, type, serial number and commercial name.
- A sentence declaring that the machine meets all relevant provisions of the machinery law, and listing any other EU laws it also meets, such as the EMC Directive.
- Where a notified body was involved, its name, number and the certificate reference.
- The harmonised standards and other technical specifications applied.
- The place and date of the declaration, and the name, position and signature of the person authorised to sign.
Common problems with declarations
Declarations from new exporters are often templates. Some list standards that do not apply to the machine. Some name an old directive, or have no serial number, so one document is used for every machine. Some are signed by a sales person rather than someone with authority to bind the company.
A declaration is only a claim. It does not show that the work was done. Behind it there should be a technical file with the risk assessment, drawings, calculations and test reports. Ask to review the technical file, or at least its index, before you accept the declaration.
Declaration of incorporation
Partly completed machinery is handled differently. A machine that cannot work on its own, and is meant to be built into a larger machine, comes with a declaration of incorporation and assembly instructions instead. It does not carry the CE marking under the machinery rules.
This matters if you are buying a module for a line you will assemble yourself. Whoever completes the final machine becomes its manufacturer, with all the duties that brings.
Check it before shipment
Compare the declaration with the machine plate during inspection. The model and serial number must match, and the plate must carry the CE marking and the manufacturer's details. Confirm your own obligations as importer with a CE consultant or your national authority. Our guide to CE marking for machinery explains who is responsible.
Next step
We check declarations, plates and documents against the machine before it ships. To review the documents for your machine, book a free sourcing review.