EC declaration of conformity - In the event clients ask for a copy

[Alyana]

Hello Cove,

Regarding EC declaration of conformity, in the event clients asking for a copy of it, could we provide them a copy/xerox extracted from Technical File, or print a new one? Should it be freshly signed and dated following to each client request?

Thanks,
Nur

 

[Ronen E]

Hello Nur,

I don't see anything wrong with a photocopied duplicate, but customers may always ask for whatever they feel like (it's up to you whether to accommodate - a business decision).

 

[Alyana]

Hello Nur,

I don't see anything wrong with a photocopied duplicate, but customers may always ask for whatever they feel like (it's up to you whether to accommodate - a business decision).

Hello Ronen,

Thanks for your reply. If it is to be reprinted, can I put new date as per the signing date?

Regards,
Nur

 

[Rincewind]

I think you can just send them a copy of the existing one, some companies even habe the DoC on their website for download, it is up to you.

 

[Ronen E]

If it is to be reprinted, can I put new date as per the signing date?

I don't see why not.
I also second what @Rincewind wrote above.

 

[Marcelo]

If you change the date of the declaration of conformity, you will have to update them anywhere it's used (including with the NB, if applicable). In the case you mentioned, it's better to simply use the declaration you already have (please note that under the MDR, the declaration will need to be in several places and probably in several languages, so you really do not want to change it at will).

 

[Ronen E]

If you change the date of the declaration of conformity, you will have to update them anywhere it's used (including with the NB, if applicable). In the case you mentioned, it's better to simply use the declaration you already have (please note that under the MDR, the declaration will need to be in several places and probably in several languages, so you really do not want to change it at will).

I understood the question not as re-issuing the DoC but simply reprinting (or photocopying) and wet-signing the copy* and wet-adding a note of the date of signature. No more, no less.

*) Obviously such action is not necessary from a regulatory perspective, so I addressed it from a purely-commercial perspective, where a supplier is trying to please the customer without breaking any rules... In such settings, such a wet-signature could mean various things (e.g. authenticating the copy and confirming that the original is still in effect, but this is just a hypothetical example), so it would come down to agreement between the supplier and the customer.

 

[chris1price]

In most cases, a photocopy has been sufficient. Occasionally I have been asked to certify it is a copy of the original or to have it notarized. I would not re-issue a DOC for the reasons Marcelo raises.

 

[Ronen E]

Occasionally I have been asked to certify it is a copy of the original

This is the kind of scenario I had in mind when I replied to the OP.

 

[CharlieUK]

You should send a copy of the latest version that you issued - A DoC should be a revision controlled document just like schematics, user manuals etc. as it needs to be traceable to a point in time.
A "Declaration of Conformity" is a Declaration that all ongoing manufactured products are compliant with the relevant legislation.

I would never send a freshly signed copy - to me it looks like you hadn't demonstrated compliance in the correct way and were just writing a quick DoC because someone asked you for one.