Check the certificate against the motor you are buying, not just the supplier’s company name. Request the complete document set, identify the proposed model and configuration, and resolve any mismatch before paying a deposit.
A quotation can say “ATEX available” or “IECEx certified” without explaining which version is covered. A certificate for another model does not answer the question in front of you: does the proposed motor match the documents and the project requirements?
This guide is for buyers collecting evidence and preparing a purchasing decision. Your project’s responsible engineer should confirm the technical acceptance requirements. The sourcing task is to make the information complete and traceable.
Start with the destination and the buyer’s specification
Before requesting certificates, ask the end user which approval route and documentation are required. Record the destination, installation requirements and any customer specification. “For export” is not a useful acceptance criterion.
Do not treat ATEX, IECEx and a destination’s local approval requirements as one interchangeable label. The European Commission’s ATEX overview explains the EU framework for equipment intended for potentially explosive atmospheres. Establish the applicable route before evaluating a supplier’s paperwork.
Ask for a document pack, not a cropped screenshot
| Item | What to collect | Question to resolve |
|---|---|---|
| Product identity | Exact model, suffixes, datasheet and proposed nameplate | Is this the configuration being quoted? |
| Certification evidence | Complete relevant certificates, schedules and amendments | Does the scope cover the proposed motor? |
| Conditions of use | Instructions and conditions referenced by the documents | Can the intended installation satisfy them? |
| Manufacturer information | Certificate holder and relevant manufacturing location | Who makes the motor and who sells it? |
| Order record | Approved specification and document revision list | Which version becomes the purchase baseline? |
If the seller cannot supply the full set immediately, record what is missing and when it will be provided. Avoid converting “we will send it later” into an approved purchase requirement.
Verify the source and current status
For an IECEx claim, use the official record. IECEx’s certified-equipment FAQ identifies the online version as the controlled master and explains the Current, Suspended and Cancelled status fields. A saved PDF can become outdated. Record the certificate number, issue and date you checked it.
Next compare the model designation and relevant details with the quotation. Read referenced schedules rather than stopping at the first page. If a seller says an unlisted suffix is covered, obtain clarification from the certificate holder or issuing body rather than accepting an informal message.
Resolve differences while the order is still negotiable
| Gap | Response before commitment |
|---|---|
| Quotation uses a different model suffix | Request a model-by-model explanation and supporting documents. |
| Seller and certificate holder differ | Identify the relationship and the actual manufacturer. A reseller is not automatically unsuitable. |
| Only the first certificate page is supplied | Request the schedules, referenced conditions and relevant amendments. |
| A component or accessory changes after approval | Ask whether the change affects the agreed configuration and obtain written approval. |
| The supplier promises documents only after payment | Make document review a defined commercial milestone before proceeding. |
Keep an open-issue list with an owner and deadline. The buyer should be able to distinguish a missing file from an unresolved technical question. Those are different problems and may require different people.
Connect paperwork to the motor that ships
Agree how the delivered units will be identified. Depending on the order, this can include serial-number records, nameplate photographs, agreed routine test records and a final packing list. The objective is a clear connection between the approved specification and the shipment.
A factory visit can help record names, locations, markings and production records. It does not replace a certification assessment or establish suitability for a hazardous installation. For broader purchasing checks, see our supplier verification service.
Make the document review part of the purchase order
List the accepted documents and revisions in the order attachment. State who reviews substitutions, when the final document pack is due, and which unresolved matters prevent shipment approval. A precise attachment gives both buyer and supplier a shared reference when production becomes busy.
A useful closing question is: “Can the receiving team identify this motor and retrieve its approved records without asking the salesperson to explain it again?” If not, improve the handover before dispatch.
Frequently asked questions
Is a CE logo enough to approve the purchase?
No. A logo does not establish the scope of the supporting documents or the suitability of the proposed motor. Ask for the applicable declaration and technical documentation required for your order.
Do all motor certificates have an expiry date?
Do not apply one rule to every scheme. Check the relevant scheme, current record and document conditions rather than assuming an old issue date alone makes a certificate invalid.
Can I buy through a trading company?
Yes, provided the manufacturer, product identity, documentation and commercial responsibilities are clear. Identify the parties instead of assuming that the seller is the factory.
What if the documents do not match?
Pause approval of the affected configuration. Ask for corrected evidence or a documented alternative, then have the responsible reviewer decide before the order proceeds.
Bryan’s Perspective
A certificate should help the buyer make a decision, not end the conversation. I would rather ask one more awkward question before payment than leave the receiving team to discover a mismatch after delivery. Responsibility means following a missing answer through to a recorded resolution.
Need help checking a supplier’s document pack?
Global China Bridge helps overseas buyers coordinate supplier checks, document collection, factory visits, production follow-up and pre-shipment checks in China. We can help organize the evidence and raise discrepancies with suppliers; specialist conformity decisions remain with the appropriate qualified parties.
Contact service@globalchinabridge.com, or tell us about your project. An initial conversation is free; any paid work starts with an agreed scope.
Related reading
How to verify a motor manufacturer in China · Prepare an explosion-proof motor RFQ
Updated: October 25, 2026