Frequently Asked Questions
Understand how the QIMA certification process works and check out the main frequently asked questions about audits, renewal, labels, documents, compliance, and QIMA seals.
Understand how the QIMA certification process works and check out the main frequently asked questions about audits, renewal, labels, documents, compliance, and QIMA seals.
How is certification granted?
Granting certification involves two essential steps. First, QIMA's technical team thoroughly analyzes the audit report, verifying the quality and consistency of the information. This analysis culminates in the Certification Decision, where the auditor's recommendations and findings may be adjusted. Then, if a favorable assessment is reached, QIMA issues or renews the certificate.
How is audit preparation conducted?
Our team will send a Management Plan template to be filled with the relevant information. It is crucial to complete it fully to facilitate the audit. The QIMA auditor will review the Plan and documentation, identifying gaps and requesting supplements if necessary. This review will be formalized in writing, along with the Audit Plan and the list of required documents. The Audit Plan can be adjusted in agreement between the client and the auditor.
How can I start the certification process?
To contact QIMA, you can use the form available on our website, call the number (14) 3811-3900, or write to us directly at the email food@qima.com. After our conversation, we will send a commercial proposal based on the information discussed. To start the process, it is essential to sign the proposal and make the payment for the first installment of the service.
How is the audit carried out?
The auditor follows the Audit Plan, adhering to the specific criteria of applicable standards. Evaluation methods include interviews, activity observation, document analysis, facility inspection, and other techniques. Potential non-conformities are immediately communicated to the client to ensure total transparency.
My certificate expires in, for example, 6 months, with the anniversary of the last annual inspection expiring in 4 months, why do I need to renew now?
To ensure renewal on time and avoid any risk of being without certification, which would prevent the sale of products with the organic seal, it is essential to act proactively. If non-conformities are identified during the inspection, correction may take a few weeks, delaying the issuance of the new certificate. These delays can result in financial losses and pose a risk to your business reputation. Therefore, it is crucial to take proactive measures to ensure certification continuity.
What can lead to certification cancellation?
The certification may be canceled if the requirements are not met. In case of non-conformities, QIMA notifies the client and guides on the necessary steps to obtain certification. If there are non-conformities during the audit or in response to a complaint, QIMA notifies the client and sets deadlines for correction or appeal. If the non-conformities are corrected within the deadline, the certification is maintained. Otherwise, QIMA formalizes a suspension or cancellation, with deadlines for correction, appeal, or mediation. Lack of action (responses) results in permanent suspension, leading to data removal from the client's site and database. Failure to meet the audit deadline can also result in certification suspension.
What is the step-by-step process for certification?
After the initial contact and acceptance of the proposal, QIMA's team prepares the audit checklist, which is a verification of your practices. The next step is the audit itself, where our specialists will evaluate your process. Based on the audit report, we make the certification decision. If everything is in order, certification is granted. Check here for the complete step-by-step of the certification process.
When should I start the renewal of my process?
Our team starts the renewal process of your inspection four months before the scheduled date. It is important to highlight that the reference is the date of the previous inspection, not the certificate expiry date. Annual audits must occur at 12-month intervals, so it is crucial to be attentive to the deadline. The sales department will contact in advance to discuss the renewal of the commercial proposal. As soon as the new proposal is signed, the necessary steps for renewal will be initiated immediately.
How to design a label/tag for certified products?
Designing a label or tag for certified products involves using the complete legislation available on the QIMA website and the QIMA Labeling Guide as a reference. These resources provide detailed information on how to apply the seals and which mandatory data must be present on the packaging.
Are promotional materials also evaluated?
The certifier exclusively evaluates the packaging of certified organic products provided by the clients. Other promotional materials, such as banners, brochures, t-shirts, or car decals, do not undergo our evaluation and approval. It is important to emphasize that the Organic Brazil seal should only be used on the packaging designs of products certified as organic. Any other use of the seal is the sole responsibility of the client.
What is the labeling assessment process?
The label assessment process should be initiated by requesting an assessment of the packaging that was designed and will be used by the project. The request must be made by contacting the project manager, who will forward the artworks for technical evaluation to the responsible department.
The department responsible for packaging evaluation has a deadline of 15 days to provide the client with feedback on the need for adjustments to the artworks to comply with the standards. The sooner the labels are sent for evaluation, considering the time for adjustments and approval, the process will be completed within a timeframe suitable for certificate issuance.
After the inspection, how soon will I receive an opinion or the certificate?
After the inspection, the process can unfold in two ways:
1. If no non-conformities are found, QIMA/IBD has up to 20 days to issue the final decision and, if applicable, generate the new conformity certificate(s).
2. In case of non-conformities, the client has up to 30 days to present the necessary corrections and corrective actions. From the receipt of these responses, QIMA/IBD has a roadmap of up to 15 days to express an opinion. If the corrections and corrective actions are not sufficient to resolve the non-conformities, a Notice of Non-Conformity will be issued, following the established procedure.
Does the NOP certificate have validity?
The NOP certificate does not have an expiration date, it remains valid as long as it is not suspended or revoked. The NOP certificate indicates the “anniversary date” which corresponds to the date on which the certified enterprise must submit its annual update to the certifier.
The NOP certificate status (certified, suspended, revoked) is publicly accessible directly on the USDA INTEGRITY website: https://organic.ams.usda.gov/integrity/
How to proceed with the inclusion of a new input in the PMO? Which documents are necessary?
To include a new input, you need to contact your certification manager or the person responsible for evaluating your PMO (if the demand occurs during the inspection preparation), informing the name of the input, the purpose of use, and manufacturer. Depending on the type of input, specific documents required for evaluation will be requested.
If the inclusion is made outside the inspection preparation period, this process will require the contracting of an additional service (the possible inclusion costs will be informed in advance, according to your contract with QIMA).
The assessment return period is up to 10 days from the release of service execution. For urgent matters, please inform the team to evaluate the possibilities of deadline adaptation.
What is the control date on the CE certificate?
The control dates indicated on the CE/EU certificate (Europe) correspond to the dates of the last QIMA inspection at your enterprise, including annual certification inspections and complementary monitoring inspections.
What do I need to do for my NOP certificate to have equivalence with Canada?
To obtain equivalence for your NOP certificate with Canada, as well as other countries that have equivalence agreements with the USA, like Europe, Japan, Korea, Switzerland, Taiwan, and the United Kingdom, your IBD manager will analyze the documentation of your certification process (PMO, inspection, and labels) and assess whether your product can receive this equivalence.
It is important to note that Canada requires that exported product labels contain information in both English and French, with exceptions for certain types of products. We recommend that you first check with your Canadian importer if your labels meet their specifications, and then send the artwork for our team to evaluate. All the detailed information on the US-Canada Equivalence Agreement is available in English at the link: https://www.ams.usda.gov/services/organic-certification/international-trade
I need to extend the validity of my BR / CE / EU certificate, how does it work?
To request an extension of your BR/CE/EU certificate's validity, there are exceptional cases where this is possible, as a temporary measure until the renewal for another cycle. For example, when the inspection could not be carried out due to force majeure reasons. To request the extension, you must fill out the exception form (doc. 5-1-3) with a justification and present it to your IBD manager. It is essential to emphasize that the submission of the request does not automatically guarantee the granting of the extension. QIMA's decision will be based on all relevant elements. For BR certificates, the extension is not possible.
What documents are required to request a DTC (Commercial Transaction Declaration)/CT (Transaction Certificate)/COI (Certificate of Inspection for ME)?
The complete list of documents that must be presented for the issuance of DTC/CT/COI is at the end of each type of request:
7_1_2_Solicitation_DTC_Pt
7_1_1_CE_Solicitation_CT_Pt
7_1_1_ME_Solicitation_CT_Pt
7_1_1_2_NOP_Solicitation_CT_Pt (mandatory as of March 17, 2024)
What is the difference between BR/BRfc and CE/EU and US/USfc status?
The normative reference for each acronym is on the "Legend" tab of our certification decision, sent along with the inspection report. The standards establish certification categories based on the percentage of organic ingredients in the certified product:
Brazil:
BR = Organic product (minimum 95% organic ingredients)
BRfc = Product with organic ingredients (between 70% and 95% organic ingredients)
Europe:
CE = Organic product for European Regulation
EU = Organic product for European Regulation + IFOAM
United States:
US100 = 100% organic product
US = Organic product (minimum 95% organic ingredients)
USfc = Made with organic ingredients (between 70% and 95% organic ingredients)
When and how can I include a new product in the already audited area?
To include a new product in an already audited area, simply contact your certification manager. If this inclusion occurs after the evaluation and issuance of the initial certification cycle certificate, it may be necessary to hire an additional service, such as PMO evaluation, inspection, and other associated costs. These costs will be communicated in advance, according to your contract with QIMA. The technical team will request the necessary documents for the product inclusion, such as the updated plot list, updated PMO, and GMO-free (Genetically Modified Organisms) statements. After technical analysis, it will be determined whether the inclusion is viable. If so, we will send the updated documents.
By contacting QIMA you agree to our privacy policy and terms and conditions.
After the inspection, how soon will I receive an opinion or the certificate?
After the inspection, the process can unfold in two ways:
1. If no non-conformities are found, QIMA/IBD has up to 20 days to issue the final decision and, if applicable, generate the new conformity certificate(s).
2. In case of non-conformities, the client has up to 30 days to present the necessary corrections and corrective actions. From the receipt of these responses, QIMA/IBD has up to 15 days to issue an opinion. If the corrections and corrective actions are not sufficient to resolve the non-conformities, a Notice of Non-Conformity will be issued, following the established procedure.
Does the NOP certificate have validity?
The NOP certificate does not have an expiration date, it remains valid as long as it is not suspended or revoked. The NOP certificate indicates the “anniversary date” which corresponds to the date on which the certified enterprise must submit its annual update to the certifier.
The NOP certificate status (certified, suspended, revoked) is publicly accessible directly on the USDA INTEGRITY website: https://organic.ams.usda.gov/integrity/
How to proceed with the inclusion of a new input in the PMO? Which documents are necessary?
To include a new input, you need to contact your certification manager or the person responsible for evaluating your PMO (if the demand occurs during the inspection preparation), informing the name of the input, the purpose of use, and manufacturer. Depending on the type of input, specific documents required for evaluation will be requested.
If the inclusion is made outside the inspection preparation period, this process will require the contracting of an additional service (the possible inclusion costs will be informed in advance, according to your contract with QIMA).
The assessment return period is up to 10 days from the release of service execution. For urgent matters, please inform the team to evaluate the possibilities of deadline adaptation.
What is the control date on the CE certificate?
The control dates indicated on the CE/EU certificate (Europe) correspond to the dates of the last QIMA IBD inspection at your enterprise, including annual certification inspections and complementary monitoring inspections.
What do I need to do for my NOP certificate to have equivalence with Canada?
To obtain equivalence for your NOP certificate with Canada, as well as with other countries that have equivalence agreements with the USA, like Europe, Japan, Korea, Switzerland, Taiwan, and the United Kingdom, your QIMA manager will analyze the documentation of your certification process (PMO, inspection, and labels) and assess whether your product can receive this equivalence.
It is important to note that Canada requires that exported product labels contain information in both English and French, with exceptions for certain types of products. We recommend that you first check with your Canadian importer if your labels meet their specifications, and then send the artwork for our team to evaluate. All the detailed information on the US-Canada Equivalence Agreement is available in English at the link: https://www.ams.usda.gov/services/organic-certification/international-trade
I need to extend the validity of my BR / CE / EU certificate, how does it work?
To request an extension of your BR/CE/EU certificate's validity, there are exceptional cases where this is possible, as a temporary measure until the renewal for another cycle. For example, when the inspection could not be carried out due to force majeure reasons. To request the extension, you must fill out the exception form (doc. 5-1-3) with a justification and present it to your IBD manager. It is essential to emphasize that the submission of the request does not automatically guarantee the granting of the extension. The decision of QIMA will be based on all relevant elements. For BR certificates, the extension is not possible.
What documents are required to request a DTC (Commercial Transaction Declaration)/CT (Transaction Certificate)/COI (Certificate of Inspection for ME)?
The complete list of documents that must be presented for the issuance of DTC/CT/COI is at the end of each type of request:
7_1_2_Solicitation_DTC_Pt
7_1_1_CE_Solicitation_CT_Pt
7_1_1_ME_Solicitation_CT_Pt
7_1_1_2_NOP_Solicitation_CT_Pt (mandatory as of March 17, 2024)
What is the difference between BR/BRfc and CE/EU and US/USfc status?
Brazil:
BR = Organic product (minimum 95% organic ingredients)
BRfc = Product with organic ingredients (between 70% and 95% organic ingredients)
Europe:
CE = Organic product for European Regulation
EU = Organic product for European Regulation + IFOAM
United States:
US100 = 100% organic product
US = Organic product (minimum 95% organic ingredients)
USfc = Made with organic ingredients (between 70% and 95% organic ingredients)
When and how can I add a new product to the already audited area?
To add a new product to an already audited area, simply contact your certification manager. If this addition takes place after the evaluation and issuance of the certificate from the initial certification cycle, an additional service may be required, such as PMO evaluation, inspection, and other related costs. These costs will be communicated in advance as stipulated in your contract with QIMA. The technical team will request the necessary documents for product inclusion, such as the updated plot list, updated PMO, and non-GMO declarations. Once technical analysis is complete, the feasibility of the inclusion will be determined, and if viable, updated documents will be sent.
How is my certification process going?
To obtain information on the progress of your certification process, it's essential to contact your certification manager or the commercial sector. If you need help locating them, our team is available to provide communication channels. We are here to assist you.
What documents should I always keep in my files?
To ensure your enterprise's compliance with organic production regulatory requirements and the specific standards of your process, it is crucial to maintain all relevant records - at a minimum, the valid certificate, the approved PMO, and the most recent report and key correspondence exchanges with QIMA. This includes documents proving adherence to standards and requirements of each certification you seek. It's vital for the certified operator to be familiar with these standards. All activity records must be accessible to the QIMA team and QIMA inspectors. During the audit process, it will be assessed whether all necessary documents are available or not.
What is the timeframe for service evaluation of a new formula, label, or raw material outside the renewal time and PMO analysis?
Standard timeframe, up to 15 days for feedback from service release, and depending on availability and type of service, this timeframe may be shortened.
What are QIMA's Quality Seals?
QIMA features the following quality seals in its portfolio: Animal Welfare Seal, Antibiotic-Free Seal, and Food Safety System Seal - HACCP.
What is the QIMA Quality Seal and what does it represent?
The QIMA seal on the product serves as a form of validation that the company met all quality and safety requirements during its food production process, through evidence proving its compliance with the standards during the audit conducted by an independent certifier. Only after approval in the audit process can the company opt to include the seal on the packaging.
What are the benefits and importance of the quality seal for the certified company?
Quality seals are a significant competitive edge, serving as a way to communicate to the market that the production of that food followed the strictest criteria and protocols in its process. Additionally, it is an excellent tool to highlight and communicate to the final consumer that the food is safe and of high quality, being certified by an independent audit, adding brand value, covering new markets, gaining prominence at the point of sale with the final consumer, and of course, gaining recognition as a responsible and transparent company.
What requirements must products meet to bear the QIMA Quality Seal?
Products do not need to meet the requirements; it is the companies and their production processes that must comply. QIMA is responsible for the audit and, through it, the responsible auditor can identify if the company complies with all required protocols as per the certification and its standards, allowing the auditor to request corrections or approvals in the company process. When everything meets the demands, it's possible to obtain the quality seal.
Is there a fee or license contract for the use of the seal?
Yes, to obtain the seal, in addition to the company having to be certified by QIMA, there is an annual license contract for the use of the brand for using the quality seal on its products. The cost depends on each company, the duration of use, etc.
For more information about prices, you can send an email to: atendimento@wqscert.com.
Is the use of the seal mandatory for those with a QIMA certification? The use of the seal is optional.
The use of the seal is optional. The company is not obliged to obtain it, but given all the benefits it provides, QIMA recommends it to clients, after all, it's an excellent tool for market communication and brand enhancement.
What types of companies can obtain the QIMA Seal?
Any food industry certified for Animal Welfare, Antibiotic-Free, HACCP, or Non-GMO protocols, meaning companies approved in the applied protocols.
My company already uses one of the old logos. When should we switch to the new seal?
As soon as the company obtains the new packaging, you can acquire the most updated seal. The QIMA Marketing Department is available to assist in this process.
How can my company submit new packaging designs with the seal for approval?
QIMA/WQS has a marketing department to provide all support to our clients. To submit your packaging, just contact via email: atendimento@wqscert.com.
What marketing strategies can my company use with the QIMA quality seal?
There are several marketing strategies to be undertaken with the quality seal and the QIMA marketing department can assist with some tips:
1. Communication through the Quality Seals!
Marketing and communication tools to promote the seal;
Technical and design support on your product labels
Promotional and informational content materials to support and add meaning to the Seal at the point of sale.
2. Strategies for developing (physical) relationships:
With retail outlets of various sizes, like supermarkets;
Communication with the press;
With associations and magazines aligned with product specifications and industry of operation;
Promotional materials developed in partnership - Signage for point of sale items, gifts and brochures.
Case study about your company.
3. Suggestions for social media communication
How to create an online presence – selecting the most relevant networks and segmenting relations to be worked on in each social network;
Suggestions for social media posts;
Create and participate in webinars and events featuring content that resonates with your product.
4. Interaction with the QIMA "timelines" and other media
Publish news about your company on your media: networks, site, blog and we will assist in sharing, promoting it in our communication channels.
List the retailers offering your products in our online directory.
I still don't have a QIMA certification, how can I obtain one?
First, you must choose the certification that best fits your product and business. Each certification has different processes and standards. To learn more about the subject and get more information, contact our commercial team to assist you throughout the process.
What does QIMA offer besides Seals?
QIMA offers solutions for the food industry through certifications, inspections, audits, and training that ensure the safety and quality of food throughout its production process.
How can I contact you in case of complaints or additional queries?
QIMA has an exclusive channel to handle your queries, suggestions, and complaints. Through our Customer Service, we are available to understand your needs. Feel free to email us at: atendimento@wqscert.com.
By contacting QIMA you agree to our privacy policy and terms and conditions.