Compliance records are usually assembled after a request, which is the most expensive time to build them. The file is a by-product of a well-run order: approved sample, spec version, test reports, declarations and shipment records kept together, with a named owner and a review date. Buyers who build it during production answer retailer requests in hours rather than weeks.
The short answer
Keep a single archive per SKU and per order: the approved sample record and spec version, material composition by component, test reports with their scope and date, declarations and certificates, label artwork, batch and inspection records, shipping documents and a complaint log. Retention is set by your market and your customer’s contract, not by a universal rule, so confirm the period in writing. Samples are prepared in 5 days, but a missing record can take far longer to rebuild — and a complete file lets you answer most requests within one business day.
The archive starts with the approved sample
Everything else in the file is judged against the approved sample. A test report, a batch record or an inspection photo only means something if it can be compared with the product the buyer signed off. That is why the sample record comes first: photographs from each side, measurements, materials and GSM, Pantone references, closure or hardware details, pack configuration and the date and version of the approval.
Keep the spec sheet versions too, not only the final one. If a material, print, supplier or construction changes after approval, the earlier version is what explains the difference between the report on file and the product being shipped. A file with only the latest version cannot show when the change happened.
What to keep, and who holds it
The exact list follows the market and the customer, but most pet product orders need the same core groups. The owner column matters because a document that both sides assume the other holds is the one that goes missing.
| Record group | Examples | Who usually holds it |
|---|---|---|
| Product definition | Approved sample record, spec sheet versions, label artwork and applied-label photo | Brand and production partner |
| Materials | Bill of materials, composition by component, mill or supplier declarations | Production partner, with upstream suppliers |
| Evidence | Test reports, certificates and declarations with scope and dates, claim substantiation | Lab, certification body and production partner |
| Production | Batch records, inline and final inspection records, packing records | Production partner |
| Shipment | Commercial invoice, packing list, transport document, origin documents where used | Production partner and freight forwarder |
| Market and complaints | Responsible person appointment, registrations, complaint log and corrective actions | Brand or importer |
Two groups are commonly under-kept. Claim substantiation is one: if the pack says waterproof, chew-resistant or recycled, the file needs the document behind that word. The other is the complaint log. A complaint is a compliance record even when it never becomes a claim, and the batch number is what connects it to production.
How long to keep records
There is no single retention period that fits every market, product and customer. A retailer’s onboarding terms, a marketplace’s listing requirements and the market’s current rules can each set a different expectation. The practical starting point is the product’s sale life plus the period in which a customer or authority can raise a question, then confirm that window with your customer and adviser in writing.
Record the retention period in the supply agreement or the customer onboarding file, not in someone’s memory. Diary a review date, keep superseded versions alongside the current one, and do not destroy anything connected to an open complaint, investigation or recall. If a customer asks for a longer period than your default, the contract is the number to plan with. This is a sourcing view, not legal advice.
A structure that survives staff changes and repeat orders
One folder per SKU, with a subfolder per order or batch, is usually enough. Inside each, use the same document groups every time and add an index that records what the document is, who issued it, its date, its scope and the spec version it covers. A colleague should be able to answer a retailer’s question without emailing the supplier.
Archive at milestones rather than at the end: sample approval, pre-production, shipment and each repeat order. Refresh the file when a material, print, supplier or market requirement changes, and re-check certificate validity on the review date. The split between what a production partner supplies and what only your company can hold is set out in the compliance documents guide for pet products.
Questions we get asked
What should every pet product order have in its compliance file?
At minimum: the approved sample record and spec version, material composition by component, test reports where commissioned, declarations and certificates with their scope, batch and inspection records, label artwork, shipping documents and a complaint log. The exact set follows the market and the customer.
How long should compliance records be kept?
There is no universal period. Your customer’s contract, the market requirements and the product’s sale life set it. Confirm the window in writing, diary the review, and never destroy records tied to an open complaint, investigation or recall.
Do records have to be on paper?
No. A searchable digital archive with backups and access control is usually easier to use. Some customers may ask for originals or certified copies, so check before you scan and discard the paper.
Can you provide the production records after the order?
The production partner keeps batch and inspection records for the run, and we can provide copies on request. Your company owns the archive, so the customer-specific document list and retention requirement should be agreed before production starts.
Send your customer’s records clause and the product list. We will map which documents the production partner supplies, which only your company can hold, and which are missing before bulk production. Start with the private label service, or use the contact page — one business day for a reply.