Certificate of Conformance Template and Trace Package Checklist
A usable aerospace certificate of conformance names the issuer and manufacturer, your PO and line, part number and revision, quantity, lots or serials, material and special processes with spec revisions, a conformance statement, deviations and an authorized signature. Behind it sits a trace package: mill and process certs for machined parts, manufacturer lot trace for hardware, and source and chain of custody proof for electronics.
Updated
What this template gives you
It gives you the fields a certificate of conformance (CoC) should carry, a filled-in example, and a checklist of the evidence that should travel with it for three kinds of buy: machined parts, purchased hardware and electronic parts. Paste the field table into your PO quality notes and the package checklist into your receiving procedure.
A CoC is the supplier's signed declaration that one shipment meets the PO. It is not evidence by itself. Our certificate of conformance guide explains that distinction, who may sign, and why receiving rejects certs. This page is the copy-ready version: numbered fields, example entries, and the trace package behind each line.
Where the CoC requirement comes from
On government prime contracts, the FAR clause is the starting point. On everything below that, the CoC content is set by the buyer's PO quality clauses, which is why this template exists.
- FAR 52.246-15, Certificate of Conformance (Apr 1984). Lets a contractor ship on a certificate instead of government inspection, only when the contract administration office authorizes it in writing. The government keeps its right to inspect and to reject defective supplies within a reasonable time after delivery. The certificate wording in paragraph (d) states the date, the contractor's name, the contract number, the carrier and shipping document, that the supplies are of the quality specified and conform in all respects with the contract requirements, and the quantity, with a signature and title.
- Prime quality clauses. Lockheed Martin Missiles and Fire Control quality PO note 2000 requires the manufacturer or supplier name, date of certification, the Lockheed Martin PO number, part number and revision, a statement that the items meet the drawings, specifications and PO with evidence of inspection and test available for examination, and a signature or authentication by a person responsible for the quality assurance of the item. L3Harris (Aerojet Rocketdyne) AR2, effective 11/5/2025, lists six minimum data items, quoted in the table below.
- SAE AS9120. The aerospace quality standard for distributors. AS9120B was published in November 2016; confirm the current revision on SAE. AR2 requires its distributors to be registered to it, and our guide to buying from AS9120 distributors covers what that does and does not prove.
- DFARS 252.246-7008, Sources of Electronic Parts (Jan 2023). Sets source tiers and traceability for electronic parts on DoD work. Covered in the electronic parts package below.
CoC template: the fields
Require every field below on each CoC. Fields 1 to 12 apply to all suppliers; 13 to 16 apply when the condition in the row is true.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 1 | Issuer name, address, contact | Legal name and site of the company issuing the CoC | AR2 item 4; identifies who is accountable |
| 2 | Manufacturer name | The company that made the item, if different from the issuer | AR2 item 4; a distributor CoC that names no manufacturer cannot be traced |
| 3 | Buyer PO number and line item | Your PO and line, exactly as issued | AR2 item 1; MFC note 2000; stops one cert being reused for another order |
| 4 | Part number and revision | Drawing or catalog number with revision and dash number | AR2 item 2; MFC note 2000 |
| 5 | Industry standard part number | AN, AS, MS or NAS number that defines the configuration, where one applies | AR2 item 2 |
| 6 | Quantity | Quantity in this shipment, matching the packing slip | FAR 52.246-15(d) certifies the quantity shown |
| 7 | Lot, batch, manufacturing order or date code | Each lot in the shipment with its quantity | AR2 item 2; mixed lots must be listed and segregated |
| 8 | Serial numbers | Every serial number, on the CoC or on a linked list | AR2 item 6 |
| 9 | Material and specification | Material and spec with revision, and the heat or lot number | Links the part to the mill cert; AR2 item 2 asks for material requirements |
| 10 | Special processes | Each process spec with revision and the processor name | AR2 item 5; lets you check the processor is approved |
| 11 | Conformance statement | States the items were produced, processed and tested to the PO, drawing and specs, and that inspection and test records are available | AR2 section 7.b; MFC note 2000 |
| 12 | Date, name, title, signature | Signed or electronically authenticated by a quality representative or responsible company official | AR2 section 7.b; MFC note 2000; FAR 52.246-15(d) signature and title |
| 13 | Deviations and waivers | Each approved nonconformance, waiver or deviation by number, or "None" | AR2 section 7.d.1; undisclosed deviations are grounds to reject |
| 14 | Original manufacturer trace (distributors) | Original manufacturer's lot, manufacturing order or batch, and its CoC attached or referenced | AR2 item 3 and section 7.b |
| 15 | Supporting documents list | Every cert and report attached, by number | AR2 says the CoC must link to all documentation for the product |
| 16 | Contract clause statements | Compliance statements your PO requires, for example DFARS specialty metals or counterfeit prevention | See our DFARS specialty metals guide |
Example: a filled-in certificate of conformance
The block below is an illustration with placeholder companies and numbers. The specifications are real; the part, PO and lot numbers are invented placeholders, not part numbers you can order.
| Field | Example entry |
|---|---|
| 1. Issuer | Example Supplier Inc., 100 Example Road, Example City, ST 00000, [email protected] |
| 2. Manufacturer | Example Supplier Inc. |
| 3. Buyer PO and line | Example Buyer Corp. PO EX-0001, line 2 |
| 4. Part number and revision | EXAMPLE-BRACKET-01, Rev C (placeholder) |
| 5. Standard part number | None |
| 6. Quantity | 25 |
| 7. Lot | Work order EX-WO-0457, lot A |
| 8. Serial numbers | S/N 001 to 025, list attached as page 2 |
| 9. Material | Ti-6Al-4V bar, AMS 4928 at the revision on the PO, heat EX-H-1001, mill cert attached |
| 10. Special processes | Fluorescent penetrant inspection per ASTM E1417 at the revision on the PO, by Example NDT LLC, cert EX-NDT-889 attached |
| 11. Statement | Example Supplier Inc. certifies that the items above were manufactured, processed, inspected and tested in accordance with Example Buyer Corp. PO EX-0001, the drawing and specifications listed, and conform to all requirements. Inspection and test records are on file and available for examination. |
| 12. Signature | Signed, printed name, Quality Manager, date |
| 13. Deviations | None |
| 14. Original manufacturer trace | Not applicable, issuer is the manufacturer |
| 15. Attachments | Mill cert for heat EX-H-1001; NDT cert EX-NDT-889; dimensional report EX-DR-0457; AS9102 FAIR identifier EX-FAIR-01 (first lot only) |
| 16. Clause statements | Specialty metals statement as required by the PO |
A distributor CoC for the same order would name Example Distributor Inc. in field 1, the original manufacturer in field 2, and the manufacturer's lot and CoC in field 14.
Trace package checklist: machined and fabricated parts
For a machined part, the CoC sits on top of material, process and inspection evidence. Require these lines on the PO and check them at receiving.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 17 | Supplier CoC | Fields 1 to 16 above | The declaration that ties the package together |
| 18 | Mill test report or certified material test report | Heat or lot, applicable spec, actual chemical and mechanical results, testing organization, and traceability to the material delivered | One MFC quality PO note lists exactly these CMTR contents and requires physical marking of spec, heat and manufacturer on the material |
| 19 | Material traceability to the part | Heat number on the traveler, the CoC and the mill cert match | AR2 section 5 requires lot traceability to the manufacturer's records of acceptance |
| 20 | Special process certs | One cert per process from the processor, signed by an authorized agent, with spec and revision | AR2 section 6 requires a signed special process CoC with the shipment |
| 21 | Heat treat records | Cert stating parts were treated to the drawing or spec; time and temperature charts if your PO asks | MFC quality PO notes include both requirements |
| 22 | Dimensional or inspection data | Inspection report for the lot, or actual data for a sample size you set | AR2 section 7.d.4; MFC has a note requiring data on at least five pieces from the lot |
| 23 | First article report | AS9102 FAIR on the first production lot or after a change | Review it with our FAI review checklist |
| 24 | Approved nonconformances | Copy of each approved deviation or waiver | AR2 section 4 requires copies with the shipment |
Reading the mill cert itself is covered in material certs and traceability.
Trace package checklist: purchased hardware
For fasteners, bearings, seals and other catalog hardware bought through a distributor, the question is whether the paperwork reaches back to the manufacturer's lot. A distributor CoC alone does not.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 25 | Original manufacturer CoC | Manufacturer name, each lot or date code in the shipment, date, part number and revision, conformance statement, quality signature | One MFC quality PO note requires exactly this and requires all certs from distributors to trace to the original manufacturer |
| 26 | Distributor CoC | Distributor's own CoC naming the manufacturer and the manufacturer's lot | AR2 items 3 and 4 |
| 27 | Distributor quality system | AS9120 registration from an accredited body, when your program requires it | AR2 section 1 requires AS9120; distributor rules from other primes are summarized in supplier quality clauses |
| 28 | Authorized source | Bought from the manufacturer or its authorized distributor chain; anything else only with written approval | AR2 section 2.a |
| 29 | Lot segregation | One lot per package, or each lot packaged and labeled separately | AR2 section 5; MFC notes on single lot and segregated packaging |
| 30 | Shelf life data | Cure date or manufacture date for elastomers and other shelf-life items | An MFC quality PO note requires cure dates on rubber and synthetic elastomers |
| 31 | Test reports | Lot test data where the part standard or PO requires it | Ask for it on the PO; it is rarely sent unless named |
Trace package checklist: electronic parts
Electronic parts carry the highest counterfeit risk, so the package must prove the source, not just the part number. DFARS 252.246-7008 sets the order of preference on DoD work: the original manufacturer, its authorized suppliers, or suppliers that buy only from those; then contractor-approved suppliers under industry counterfeit standards; then other sources only with notice to the contracting officer and inspection, testing and authentication.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 32 | OCM CoC | Original component manufacturer certificate with part number, date or lot code and quantity | Proves the part left the manufacturer as that part |
| 33 | Authorized distributor CoC | Distributor CoC stating it is authorized by the manufacturer for that line, with the OCM lot | DFARS 252.246-7008 defines an authorized supplier as having a contract with, or written authority from, the original manufacturer |
| 34 | Chain of custody | Every company that held the parts from the manufacturer to you, with dates | Required when the seller is not the manufacturer or an authorized supplier; DFARS 252.246-7008(c) |
| 35 | Inspection, test and authentication reports | For any part without full trace: the test lab report to the industry standard your contract names | DFARS 252.246-7008(b)(3) and (c); AS6081 covers independent distributors and AS5553 covers organizations that buy and integrate EEE parts; confirm the current revisions on SAE |
| 36 | Notice to the contracting officer | Copy of the notice when parts came from other sources | DFARS 252.246-7008(b)(3) |
| 37 | GIDEP screen | Statement that no GIDEP alert applies to the lot shipped | AR2 section 2.e prohibits shipping material under a GIDEP alert |
| 38 | Handling and packaging | ESD and moisture-sensitive packaging per the standard your PO names | MFC quality PO notes call out JESD625-A for ESD and J-STD-033B for moisture sensitivity |
| 39 | Flow-down | The DFARS clause flowed to every subcontract for electronic parts or assemblies containing them | DFARS 252.246-7008(e) |
Our counterfeit parts avoidance guide and the EEE parts grades page go further on screening and grades.
How to adapt this template
Paste fields 1 to 16 into your PO quality notes as "Certificate of conformance shall contain the following", then add the package lines that fit the commodity on that PO line. Remove what does not apply. A raw bar order needs items 17 to 19, not 32 to 39.
Check your customer's clauses before you finalize. If your contract carries a prime clause such as AR2 or a Lockheed Martin PO note, the prime's wording wins where it is stricter, and you must flow it down at the revision on your PO. Add record retention and document legibility rules: AR2, for example, requires errors to be lined through once and corrected in ink with initials and date, and prohibits correction fluid.
This template is a starting point. It must be reviewed by your own contracts and quality teams before use, and we do not give legal advice. The RFQ builder puts these requirements into a request, and our receiving inspection reference covers checking them at the dock.
What to put on the PO or RFQ
- "A certificate of conformance containing fields 1 to 16 of the buyer's CoC requirement shall accompany each shipment."
- The signer role: quality representative or responsible company official.
- The trace package lines for the commodity, by number.
- Source restriction: manufacturer or authorized distributor only, unless approved in writing.
- AS9120 for distributors where your program requires it.
- The DFARS and prime clauses that apply, with revision.
- Lot segregation and shelf life marking.
- Record retention period and approval before records are destroyed.
Order parts with the full trace package
Send your part list, quality clauses and this template through the hardware quote request. A person replies within 1 business day. We source through manufacturers and authorized or franchised distributors where they exist, flow your CoC and trace requirements down, check the paperwork against your PO before shipment, and combine hardware with machined parts on one PO. For hard-to-find items see obsolete aerospace parts, and read confidentiality before sending controlled drawings.
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Part, quantity and date are enough to start. Drawings and the mutual NDA follow by reply, and controlled programs never send technical data through this site.
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Questions
What fields must an aerospace certificate of conformance include?
At minimum: issuer and manufacturer, buyer PO and line, part number with revision, quantity, lot or serial numbers, material and special processes with spec revisions and processors, a conformance statement, any approved deviations, and the date, name, title and signature of an authorized person. Prime clauses such as L3Harris AR2 and Lockheed Martin MFC note 2000 set the exact list, so match the clause on your contract.
What is in a full trace package for machined parts?
The supplier CoC, the mill test report for the heat used, proof that the heat on the traveler matches the cert, a signed cert from each special processor, heat treat records where applicable, inspection data for the lot, an AS9102 first article report for the first lot or after a change, and copies of approved deviations. Name each document on the PO, because suppliers rarely send what is not requested.
Is a distributor certificate of conformance enough for aerospace hardware?
Usually not on its own. The distributor certifies its handling and source, but the trace has to reach the original manufacturer's lot. L3Harris AR2 requires the CoC to include the manufacturer's certification or complete traceability to the original authorized manufacturer, and Lockheed Martin MFC notes require distributor certificates to trace back to the original manufacturer. Ask for both certificates and check the lot numbers agree.
What does FAR 52.246-15 require?
FAR 52.246-15, Certificate of Conformance (Apr 1984), lets a contractor ship on its certificate instead of government inspection only when the contract administration office authorizes it in writing. The certificate states the date, contractor, contract number, carrier and shipping document, that the supplies are of the quality specified and conform with the contract, and the quantity, with a signature and title. The government keeps the right to inspect and reject later.
What extra paperwork do electronic parts need?
The original component manufacturer CoC, an authorized distributor CoC tying to the manufacturer's lot, and a chain of custody when the seller is not authorized. On DoD work DFARS 252.246-7008 requires inspection, testing and authentication records when traceability cannot be established, and notice to the contracting officer for parts from other sources. Many primes also require a GIDEP alert screen and ESD and moisture packaging.
Can a certificate of conformance be signed electronically?
Often yes, when the supplier controls electronic signatures and your clauses allow it. L3Harris AR2, for example, accepts electronic signatures and dates when the supplier has a procedure controlling passwords or programs used to apply them. Lockheed Martin MFC note 2000 allows the certificate to be signed or otherwise authenticated by a person responsible for quality assurance. A typed name with no controlled process behind it should be rejected.
Related
Sources
- Acquisition.gov, FAR 52.246-15 Certificate of Conformance (Apr 1984)
- Acquisition.gov, DFARS 252.246-7008 Sources of Electronic Parts (Jan 2023)
- L3Harris (Aerojet Rocketdyne), AR2 Quality Requirements for Distributors (effective 11/5/2025)
- Lockheed Martin Missiles and Fire Control, Quality PO Notes (Procedure QC 524 Rev AG)
- SAE International, AS9120B Quality Management Systems: Requirements for Aviation, Space, and Defense Distributors (November 2016)
- ERAI, counterfeit avoidance standards list (AS5553, AS6081, AS6496)
- Lockheed Martin Aeronautics, Quality Clause Q2A First Article Inspection, Revision 17 (released 25 August 2025)
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