Export Documentation Explained: COA, MSDS and TDS
A practical guide to the three documents most often requested during supplier qualification, and what a buyer should check in each of them.
Supplier qualification usually stalls on documentation rather than on price. Understanding what each document proves helps procurement and quality teams review an offer faster and avoid unnecessary back-and-forth before the first order.
Certificate of Analysis
A COA reports the test results of a specific batch. Check that the batch number matches the batch on the label, that the test methods are stated rather than only the results, and that the specification limits correspond to the pharmacopoeial grade you ordered, such as USP, BP, EP or FCC.
Safety Data Sheet
An MSDS or SDS describes handling, storage, transport and emergency measures. It must be current, issued in a language accepted by your local authority, and consistent with the transport classification used on the shipping documents.
Technical Data Sheet
A TDS explains what the material is for. It typically covers appearance, solubility, recommended usage levels, application notes and shelf life. Formulation teams rely on it to decide whether a material fits an existing product.
Documents We Prepare for Every Shipment
- Commercial invoice and packing list with batch numbers and net and gross weights
- Bill of lading or air waybill, plus insurance certificate where requested
- Certificate of origin, issued by the relevant chamber of commerce or authority
- COA, MSDS and TDS for each batch loaded
- Additional certificates on request, such as free sale, halal or non-GMO declarations
If your import procedure requires a document we have not listed, tell us at the quotation stage. Preparing certificates after the vessel has sailed causes delays that are easy to avoid.
