Guide
What goes in a documentation pack for oil and gas spares
A checklist of the documents that operators and EPC contractors most often ask for, and when to request each one.
, 4 min read
For oil and gas operators, a spare part without the right documents is not ready to install. The documents prove what the part is, where it came from and that it meets the specification. If they are missing, the part can sit in the warehouse while someone chases paperwork.
Tell your supplier what you need when you request the quote. Some documents can only be produced at the time of manufacture or dispatch.
Documents for most orders
| Document | What it shows |
|---|---|
| Certificate of conformity (CoC) | The part supplied matches the order and specification |
| Packing list | What is in each package, with weights and dimensions |
| Commercial invoice | Value and description for customs |
| Certificate of origin | The country where the part was made |
Documents for specific parts
| Document | When you need it |
|---|---|
| IECEx or ATEX certificate | Equipment for use in hazardous areas |
| Maker’s instructions and Ex safety instructions | All Ex equipment |
| Routine test report | Motors, heaters and some pressure parts |
| Material certificate (EN 10204 3.1) | Pressure parts and parts with specified materials |
| Pressure test certificate | Receivers, heat exchangers, relief valves |
| Fire or blast test records | Fire and blast dampers |
| Safety data sheet | Refrigerants, oils and other chemicals |
| Dangerous goods declaration | Refrigerants and other dangerous goods in transport |
Tips for a complete pack
- List document needs on the purchase order. This makes them part of the contract, not a request after delivery.
- Ask for documents in your format. Some operators need a specific cover sheet, document numbering or a single combined PDF.
- Check tag numbers. If the part replaces a tagged item, ask for the tag number on the CoC and the package labels.
- Keep the records with the asset. Upload the pack to your maintenance system when the part is received.
We prepare documentation packs to the operator’s requirements for every order. Tell us your requirements with your request.