What is COP Certificate? COP Registration Process

COP (Conformity of Production) certificate is a prerequisite for importing motorcycle and automobile components that businesses cannot ignore. Not only legal procedures, COP is also a testament to the standard production quality control system of enterprises – and the "key" for businesses to open the door to the Vietnamese market smoothly, professionally and legally. In this article, ExtendMax will help readers understand what COP is, who needs it, and what is the procedure for applying for COP.

1. What is COP Certificate?

1.1 COP Certificate Concept

COP (Compliance of Production) is a certificate confirming the ability to ensure product quality during mass production. In Vietnam, the Vietnam Register is the only unit competent to issue COP certificates to manufacturing facilities in the field of automobiles, motorcycles and components. This certificate confirms that the company has a quality control system that is qualified to maintain the quality of the product in accordance with regulations – from the input materials to the assembly, testing, and inspection of the finished product.

COP certificate is mandatory for components and equipment on the list of products subject to compulsory quality inspection in Vietnam – regulated according to the QCVN of the Ministry of Transport, now the Ministry of Construction after the merger.

Example: Batteries and electric accumulators for electric motorcycles: QCVN 91:2024/BGTVT

Importing or assembling enterprises without a valid COP certificate will not be allowed to carry out procedures for quality certification according to regulations or customs clearance of goods.

Legal basis

- Law on Road Traffic Order and Safety 2024 and guiding documents.

- Circular 55/2024/TT-BGTVT regulating the order and procedures for certification of quality, technical safety and environmental protection of motor vehicles, special-use vehicles, and motor vehicle spare parts in production and assembly issued by the Minister of Transport.

- Circular 54/2024/TT-BGTVT regulating the order and procedures for certification of quality, technical safety and environmental protection of motor vehicles, special-use vehicles and motor vehicle spare parts in import issued by the Minister of Transport.

1.2 COP Review

COP assessment is the process of reviewing and evaluating the quality management system, production process, product assembly, and quality inspection activities at the manufacturing facility. This process must meet the standards, technical regulations and regulations for that type of product.

1.3 What factors are the COP assessments based on?

The COP review process aims to validate and evaluate the following factors:

- Quality Management System: Assess whether the manufacturing facility has established and maintained an effective quality management system. This includes identifying and implementing processes and regulations to ensure product quality.

- Product manufacturing and assembly processes: Evaluate product manufacturing and assembly processes to ensure that they meet technical standards and requirements. This process includes checking whether the manufacturing and assembly processes are carried out properly and that specific regulations are followed.

- Operation of the quality inspection system: Evaluate the performance and accuracy of the quality inspection system at the production facility. This includes checking whether the quality inspection process meets the standards and technical requirements, as well as the correctness and reliability of the test results.

See more: Register for quality inspection of imported goods | Quick – Prestige

2. The role of COP certification

The main purpose of the COP Assessment is to ensure the quality of Technical Safety and Environmental Protection for the type of vehicle registered for quality certification. This process aims to ensure that the product meets the standards, technical regulations and regulations applicable to that type of product, thereby ensuring the safety of users, protecting the environment and maintaining the reputation of the product in the market.

Practical value of COP certificate:

• Reduce testing costs and time: With a valid COP, businesses can apply appropriate evaluation methods such as typical sample testing instead of testing each shipment. Accordingly, in the following imported batches, enterprises with COP do not need to conduct testing for each shipment.
• Improving supplier reputation: Being granted a COP by a competent authority such as the Vietnam Register is a clear demonstration of the factory's quality control capacity.
• Legalization of import procedures: It is a mandatory document in the dossier of quality certification, registration for quality inspection to clear the shipment.

See more: Procedures for announcing energy-saving labels | Instructions from A-Z

3. Subjects of application of COP certificate

The subjects of the COP Review include two main groups:

- Motor vehicle manufacturing facilities: These are the main production facilities that play an important role in the production and assembly of motor vehicles such as cars, motorcycles, trucks, buses, and other types of transportation. These facilities must carry out a COP Assessment to ensure that the vehicle manufacturing and assembly process meets technical and regulatory standards, thereby ensuring safety and quality for users.

- Motor vehicle components and spare parts manufacturing facilities: For component and spare parts manufacturers, COP assessment is also an important part of the production process. These manufacturing facilities supply components and spare parts to motor vehicle manufacturers and must ensure that their products meet standards and technical requirements, thereby ensuring the safety and performance of vehicles.

Subjects conducting a COP Assessment must comply with the regulations, technical standards and procedures set forth by the regulatory body to ensure that their products meet the requirements for technical safety and environmental protection.

In short, COP Certificate is required for the following subjects:

• Manufacturer of components (such as batteries, lights, rearview mirrors, brakes, batteries...)
• Manufacturers of motorcycles and automobiles
• OEM Parts Supplier for Car Manufacturers

See also: Conformity certification, certification methods and costs | Comprehensive Guide

4. COP certificate issuance process

To be granted a COP, enterprises need to take the following steps:

Step 1. Register for COP assessment with the Vietnam Register

The enterprise sends a written request for COP assessment at the manufacturer to the Vietnam Register.

Step 2. Assessment of production conditions at the factory

Enterprises subjectto COP dossiers, including:

• Quality Management System Description
• List of test and measurement equipment
• Product test results according to the corresponding QCVN

The Registry shall send inspection teams directly to production establishments (domestic or foreign) to assess the quality assurance system, traceability and control of production batches, specifically:

- Quality management system audit: Inspect and evaluate the quality management system of the production facility to ensure compliance with COP standards.

- Manufacturing and Assembly Process Evaluation: Review and evaluate manufacturing and assembly processes to ensure that they meet quality and safety requirements.

- Quality Inspection: Perform quality inspections on the production or assembly line to ensure that the product meets COP quality standards.

- Sample Product Quality Assessment: Conduct a quality assessment on product samples to determine if they meet COP standards.

Step 3. Issuance of certificates and valid COP notifications

The COP certificate is valid for carrying out import procedures and quality certification depending on the type of product

- If satisfactory: If after the COP assessment process, the production facility or manufacturer meets the standards and requirements for quality of technical safety and environmental protection, the enterprise will be granted a Type Quality Certificate or a Component Quality Certificate, motor vehicle parts.

+ Type quality certificate: Issued to establishments producing complete products, in order to certify that such products meet quality standards and requirements.

+ Certificate of quality of components and spare parts: Issued to manufacturers of components and spare parts, certifying that the product meets the standards and quality requirements for use in the production or assembly process.

Attention: Mechanism forthe suspension of the validity of the Certificate of Conceptual Quality if the COP expires without re-evaluation (details of Article 14 – Circular 54/2024/TT-BGTVT)

- If it does not meet the requirements: In case the product does not meet the requirements for safety and environmental protection quality after the COP assessment process, the manufacturer will be responsible for remediing the violation. Businesses will have to take the necessary measures to improve product quality and meet regulatory requirements.

After implementing improvement measures, the manufacturing facility may request a COP re-evaluation to determine if they have met the quality requirements. This re-evaluation will ensure that the product meets safety and environmental protection standards before it is allowed to go into production or use in motor vehicles.

The validity of the COP certificate is valid for 01-03 years depending on the type and component. During this period, periodic assessments shall be carried out once a year for production establishments that have been granted Type Quality Certificates. This process includes the same steps as the initial assessment. Or, Surprise Assessments are carried out when there are signs of doubt about the quality of the product, this process helps to identify and resolve issues related to safety and environmental protection quickly and effectively.

See more: What is an import license? Reputable import license consultancy

5. COP Certificate Form

6. FAQ about COP Certification

If there is no COP, can enterprises import vehicle parts into Vietnam?

=> Enterprises can still import, but each time they import, they must conduct a test to clear the shipment because the test report is only valid for the shipment in that import. While for a manufacturing unit that has been granted a COP, the enterprise only needs to conduct a test at the first import and the test report will be valid not only for that shipment but also for subsequent shipments within the period that the COP is still valid.

How long and expensive is the COP review?

=> Most of the cost of COP assessment comes from the cost of travel, accommodation and work of experts at overseas factories (accounting for more than 80% of the assessment cost), other costs are state fees for the evaluation and approval of the enterprise's dossier.

In terms of time, businesses can proactively plan for coordination. Normally, in order to save costs, businesses in the same field will coordinate a centralized COP assessment, which means that experts will go to assess many factories at the same time – a way to optimize both costs and approval schedules.

Which unit supports COP assessment at foreign manufacturing facilities?

=> ExtendMax supports businesses

ExtendMax is a pioneer and experienced in consulting and supporting COP assessments at foreign manufacturing facilities, from preparing documents, coordinating experts to accompanying businesses throughout the assessment process. With a network of partners and practical experience in global factories, ExtendMax helps Vietnamese businesses save costs, ensure progress and minimize legal risks in parts import activities.

Above is an overview of COP certificates, ExtendMax hopes that through this article, businesses have understood the role of COP and the basic steps to register for COP effectively.

For all requirements for registration services for import quality inspection and import procedures, please contact ExtendMax for the best support!