The process for registering a business with COSMOCERT for certification of processing, trading, storage, import, or export activities includes the following stages:

1) Application Submission & Declaration of Activities

The business submits:

• Application for Organic Certification (QMS.BIO.F280.01),
• declaration of all activities to be certified (food/feed processing, storage, distribution, import, export).

The full scope of activities to be included in the control system is declared through the application.

2) Submission of Required Documents

The following are submitted:

• copies of Operating License / Installation Permit / Official Notification for the relevant activities,
• facility layout plan clearly indicating production, storage, and handling areas.

This ensures that only legally compliant businesses are certified.

3) Description of Precautionary Measures & Product Programme

The business completes:

Description of Preventive and Precautionary Measures, including:

• procedures for receipt, transport, processing, packaging, labeling, and storage,
• separation measures between organic, in-conversion, and non-organic products,
• import procedures (ANNEX A) and non-organic production (ANNEX B),
• record-keeping and traceability system.

Food/Feed Product Programme, including:

• products,
• activities,
• certification status (Organic, In-conversion, Conventional).

4) Declaration of Commitment

By signing the Declaration of Commitment, the business:

• commits to implementing the requirements of Regulation (EU) 2018/848,
• accepts inspections,
• ensures access to premises, facilities, and records.

Inspection is the core stage of the certification process.

1) Conduct of Inspection

The inspection may be announced or unannounced and includes:

• opening meeting and confirmation of scope,
• documentation and traceability checks,
• physical inspection of facilities (warehouses, production lines, packaging areas),
• verification of separation (spatial and temporal),
• identification and labeling checks,
• sampling for laboratory analysis, where required,
• closing meeting and presentation of findings,
• preparation and signing of the inspection report.

2) Key Documents and Records Reviewed

The inspector verifies, among others:

• operating license,
• product programme,
• description of precautionary measures,
• incoming records (organic certificates, COI for imports),
• production records and mass balance calculations,
• sales records,
• storage and separation records,
• staff training records.

This documentation demonstrates continuous compliance with Regulation (EU) 2018/848.

Regulatory Compliance & Export Potential

• EU Legal Compliance: Certification ensures compliance with Regulation (EU) 2018/848 and national legislation, enabling the legal marketing of products as organic within the EU.
• Access to International Markets: Facilitates free circulation within the EU and enables export to third countries (e.g. USA, Canada, South Korea) through equivalence certifications such as USDA-NOP, NAQS, BIOSUISSE, among others.

Product Quality & Integrity Assurance

• Contamination Prevention: Implementation of preventive and precautionary measures (Article 39, Regulation (EU) 2018/848) ensures effective separation between organic and non-organic products at all stages.
• Traceability: Detailed records (receipts, production, sales, stock, batch codes, labeling) ensure full traceability across the supply chain.
• Reliability: Obligation to notify buyers and authorities in case of suspected or confirmed non-compliance strengthens product integrity.

Consumer Trust & Competitive Advantage

• Trust: Certification by a recognized body such as COSMOCERT assures consumers that products meet strict organic standards.
• Market Recognition: The ability to label products as organic provides a clear competitive advantage in a growing market.
• Official Verification: Acceptance of official controls validates the company’s commitment to quality and compliance.