Withdrawal & Issuance of Certificate

5. Procedure

5.1. Procedure for Issuance of Certificates

Reliable Certification follows a structured, impartial, and transparent process for issuing certificates to its clients. Certificates are only granted when the client has demonstrated full compliance with the requirements of the applicable management system standard and all findings from the audit process have been addressed.

5.1.1. Review of Audit Results

• After the completion of the Stage 2 Audit, the audit team submits the full audit report along with supporting documents such as attendance sheets, customer feedback, and records of nonconformities.
• The report clearly identifies all findings, including major nonconformities, minor nonconformities, observations, and opportunities for improvement.
• The client must provide corrective actions with evidence for any nonconformities within the defined timeframe (15–30 days for minor NCs and 30–60 days for major NCs).

5.1.2. Certification Committee Evaluation

• A Certification Decision Committee (independent of the audit team) reviews the complete audit report. This separation ensures impartiality and prevents conflict of interest.
• The Committee checks:
  • Whether all nonconformities are resolved or accepted with corrective action plans.
  • That audit objectives have been achieved in full.
  • That application details, scope, and client information are consistent and correct.
  • That no impartiality concerns exist.

5.1.3. Decision Making and Record Keeping

• If satisfied, the Certification Committee makes a recommendation to grant certification.
• The Certification Manager documents the decision in the Certification Decision Form (RC-FR-3-8).
• All related records (audit reports, evidence of corrective actions, impartiality declarations, decision forms) are retained as per RC-SOP-002 (Records Management).
• The decision is normally finalized within 15 working days after receiving the final audit report and closure evidence.

5.1.4. Certificate Issuance

• The Certification Manager issues a formal Certificate of Conformity that includes:
  • The management system standard certified (e.g., ISO 9001:2015, ISO 14001:2015).
  • The defined scope of certification (products/services covered).
  • The physical sites and locations included.
  • The certificate number, version, and validity dates.
  • The period of validity (normally 3 years).
• The certificate is signed and sealed by authorized personnel of Reliable Certification.
• The client is formally informed (email and/or letter), and their certification status is updated in the Certified Client Register on the RC website.

5.1.5. Conditions of Validity

• A certificate remains valid for three years, provided that:
  • The client successfully undergoes annual surveillance audits.
  • The management system continues to meet requirements.
  • No major unresolved issues are identified.
• If surveillance audits or recertification audits are missed, the certificate may be suspended or withdrawn.

5.2. Procedure for Suspension and Withdrawal of Certificates

Reliable Certification ensures that suspension or withdrawal of certificates is handled fairly, transparently, and in line with international accreditation requirements.

5.2.1. Grounds for Suspension or Withdrawal

Certificates may be suspended or withdrawn in the following cases:

• Nonconformities: Major nonconformities are not resolved within the given timeframe (30–60 days).
• Failure to maintain certification: Client does not allow surveillance or recertification audits within required intervals.
• Breach of contractual requirements: Misuse of certificate, logo, or certification mark.
• Regulatory violations: Failure to comply with statutory or regulatory obligations relevant to the certification scope.
• Voluntary withdrawal: Client requests suspension or termination of their certification.
• Safety or integrity concerns: Any issue that may compromise impartiality or public confidence in certification.

5.2.2. Suspension Process

• Before withdrawal, a certificate may be suspended.
• The client is notified in writing with:
  • Reasons for suspension.
  • Specific nonconformities identified.
  • Actions required to reinstate the certification.
  • Timeframe (normally 3 to 6 months) for corrective actions.
• During suspension:
  • The client must stop using the certification mark and certificate in advertising, tenders, or promotions.
  • Reliable Certification updates its internal records and, if required, public listings to reflect suspension status.

5.2.3. Withdrawal Process

• If the issues that caused suspension are not resolved within the defined timeframe, the certification may be withdrawn.
• The Certification Decision Committee evaluates the suspension case and decides on withdrawal.
• The client is notified formally in writing with:
  • Reasons for withdrawal.
  • A summary of the nonconformities or contractual breaches.
  • Information about the appeals process available to the client.
• Internal records are updated, and the client’s certification status is marked as withdrawn.
• The client must immediately discontinue all claims to certification, remove the RC logo from promotional material, and stop presenting themselves as certified.

5.2.4. Restoration of Certification

• If the client resolves the issues that led to suspension within the defined timeframe, certification may be reinstated.
• A follow-up audit may be required to verify corrective actions before restoration.
• If corrective actions are not taken and suspension exceeds the allowed timeframe, the certificate is permanently withdrawn.