To get IECEx certification, you need a technical file, a Quality Management System (QMS), product drawings, a Bill of Materials (BOM), test reports, and an application form. Having all your IECEx certification documents ready before you apply is the best way to avoid delays.
Not sure what to prepare? Most applications get sent back because of missing or wrong documents. This checklist tells you exactly what you need — so you can apply with confidence.
This guide covers what you prepare before you apply. It does not cover output documents — like the CoC (Certificate of Conformity) or ExTR (Ex Test Report) — that your ExCB (Certification Body) sends you after the review.
Why Do Your Documents Matter So Much?
Your ExCB reads your documents before any product testing starts. If something is missing or wrong, they send your application back. That wastes time and money.
For QHSE and compliance teams in the UAE and GCC, a simple document mistake can delay a full project. The good news? It is easy to avoid if you prepare well.
A clean submission also shows your ExCB that your team knows the rules and takes safety seriously.
IECEx Certification Documents Checklist
This table shows the documents most ExCBs need before they start their review. Your list may be slightly different depending on your product and protection type.
| Document Name | What It Does | Notes |
| Application Form | Starts your certification process with the ExCB | Use the ExCB’s own form; match your product details exactly |
| Technical File | Proves your product was designed and built safely | A folder of key documents; see section below |
| General Arrangement Drawings | Shows the size and shape of your product | PDF or CAD; must be signed and version-controlled |
| Detailed Engineering Drawings | Supports the technical review of key parts | Must match the BOM and test reports |
| Bill of Materials (BOM) | Lists every part, material, and subassembly | Include part numbers and material grades |
| Electrical Schematic Diagrams | Shows how the wiring and circuits are set up | Must match your test reports and product description |
| Material Specifications | Confirms your materials are safe for hazardous areas | Include datasheets or certificates |
| Product Description | Explains how the product works and how it prevents explosions | Must reference the correct IEC 60079 sub-standards |
| Ignition Hazard Assessment | Lists ignition risks and how they are controlled | Required under IEC 60079-0 |
| Risk Assessment | Records all hazards and how you dealt with them | Use a structured table or report |
| Pre-compliance Test Reports | Shows the product was tested to the right standards | Must come from an IECEx test lab (ExTL) |
| QMS Certificate | Confirms your quality system is up to IECEx standards | ISO 9001 or equivalent; see QMS section below |
| QMS Manual | Describes how your quality system works | Must cover manufacturing and inspection |
| Inspection & Test Procedures | Shows how each unit is checked during production | Step-by-step; must match your QMS |
| Previous Certificates (if any) | Needed if your product already has ATEX or IECEx approval | Include valid copies and related reports |
| Declaration of Conformity (DoC) | States that your product meets the required standards | Must be signed by an authorized person |
| Installation & Maintenance Instructions | Tells users how to safely install and maintain the product | Must include Ex-specific warnings and markings |
| Routine Test Record Templates | Shows how factory testing is logged | Templates must be approved in your QMS |
What Is a Technical File?
The technical file is the main package you send to your ExCB. It is not one document. It is a set of files that prove your product meets the IEC 60079 standards — the global rules for equipment used where there is a risk of explosion.
A complete technical file includes:
- A product description — what the product does, how it prevents explosions, and which IEC 60079 sub-standard applies (for example, IEC 60079-1 for flameproof or IEC 60079-11 for intrinsic safety)
- All engineering drawings — version-controlled and matched to the BOM
- The BOM — with part numbers, supplier names, and material grades
- Design calculations — based on your protection type
- Test evidence — any pre-compliance test reports from an ExTL
- An ignition hazard assessment — required under IEC 60079-0
- Installation and maintenance instructions — written for users in hazardous areas
Every file must match every other file. If a part number is in your drawings but missing from your BOM — or your test report names an old drawing version — your ExCB will flag it and send it back.
Before you submit, check that all revision numbers are the same across every document in your technical file.
What QMS Documents Do You Need?
The IECEx scheme requires you to run a Quality Management System (QMS). This is a set of written processes that makes sure every product you build matches the certified design.
Your QMS documents must include:
- A QMS Manual — your quality policy, scope, and key steps
- Manufacturing and inspection procedures — specific to Ex equipment
- Calibration records — for all tools used in production
- Corrective action procedures — for any problems found during production or audit
- Internal audit records — to prove your QMS is active
- Management review records — to show leadership is involved
- Routine test record templates — matched to your production procedures
A current ISO 9001 certificate is a great start. But it is not enough on its own. Your QMS must also meet IEC 60079-0 Annex A and any extra rules from your ExCB.
Your ExCB will also carry out a Quality Assurance Report (QAR) — an audit of your factory and QMS — before they approve your certification.
What Product-Specific Documents Do You Need?
Some products need extra documents. This depends on your product type and protection concept.
Drawings
- General arrangement drawings — showing outer size, cable entry points, and Ex markings
- Subassembly drawings — for parts linked to the protection type (for example, flameproof joint sizes)
- Wiring diagrams — for all electrical equipment
Bill of Materials (BOM)
Your BOM must list every single part in your product. For IECEx, it must include:
- Part names and numbers
- Supplier or maker names
- Material grades — especially for enclosures and seals
- Any certified subcomponents used in the build
Test Reports
If your product has already been tested, include those reports. Each report must name the IEC 60079 sub-standards that were tested and confirm the drawing revision used.
The ExTR (Ex Test Report) is made by the ExTL after formal testing — you do not create it. But any earlier test data you have is useful supporting evidence.
Common Document Mistakes That Cause Delays
These are the most common document problems ExCBs flag. Check your submission for each one before you apply.
- Drawing revisions don’t match — the revision number on your drawing is different from your test report or BOM
- Incomplete BOM — missing material grades, supplier names, or certified subcomponent details
- No ignition hazard assessment — many first-time applicants skip this step, but it is required under IEC 60079-0
- Generic QMS — a standard ISO 9001 system with no mention of Ex equipment manufacturing
- Weak product description — no clear link to the protection concept or the right IEC 60079 sub-standard
- Poor installation instructions — missing Ex markings, zone details, or hazardous area maintenance guidance
- Expired certificates — old ATEX or national certificates used without noting they are expired
Fixing these before you apply is much easier than fixing them after a rejection.
How to Organize Your Documents Before You Apply
Follow these steps to get your submission ready. A well-organized file is faster to review — and less likely to come back.
- Make a document register — list every file, its revision number, date, and where it belongs in the technical file
- Check all revision numbers match — across drawings, BOM, and test reports
- Complete your BOM — every part in your drawings must be listed in the BOM with full details
- Make your QMS Ex-specific — it must reference Ex equipment manufacturing, not just generic ISO 9001 steps
- Write your ignition hazard assessment — as a separate document, linked to your product description and IEC 60079-0
- Gather all test reports — confirm each one matches the current drawing revision
- Check your installation instructions — they must include Ex markings, zone info, and hazardous area maintenance steps
- Fill in the application form last — only after all other documents are done and consistent
- Ask a second person to review — someone not involved in writing the documents will spot things you missed
- Package everything clearly — use a cover sheet, clear labels, and separate folders for each document type
How ATEX-IECEx Helps You Get Your Documents Right
Getting your documents right is one of the hardest parts of the full IECEx certification process. For teams managing daily QHSE and compliance work, this is where delays happen most.
ATEX-IECEx, part of the Kingsmen Group, helps manufacturers in the UAE, Qatar, Saudi Arabia, and India build document packages that meet ExCB requirements the first time.
We can help you with:
- Gap analysis — checking your technical file and QMS against IEC 60079 and IECEx rules
- Document preparation — including product descriptions, ignition hazard assessments, and installation guides
- BOM and drawing review — checking everything is complete and consistent before you submit
- QMS alignment — matching your ISO 9001 system to IECEx manufacturing requirements
- Pre-submission review — testing your documents against ExCB criteria before you apply
We have offices in Dubai, Abu Dhabi, Qatar, Saudi Arabia, and India. Our team works with your engineers and quality managers — whether this is your first application or a resubmission after a rejection.
Want to avoid rejection? Request a free document review today.
Get It Right Before You Submit
Most IECEx delays happen at the document stage. A complete, consistent submission helps your ExCB move fast. An incomplete one sends you back to the start.
Use this checklist every time you prepare for an IECEx application. It covers the core documents needed for most product submissions.
If you want expert help before you apply, our team at ATEX-IECEx is ready.
Request a free document review — and get your certification right the first time.
FAQs
What documents are needed for IECEx certification?
You need a technical file, a BOM, engineering drawings, a product description, QMS documents, an ignition hazard assessment, test reports, installation instructions, and an application form. The exact list depends on your product type and protection concept.
What is a technical file in IECEx certification?
A technical file is the main document package you send to your ExCB. It includes drawings, a BOM, a product description, design calculations, test evidence, and an ignition hazard assessment. All files must match each other — especially revision numbers, BOM entries, and test report references.
Do I need ISO 9001 for IECEx certification?
ISO 9001 is not required, but it helps. Your QMS must also meet IEC 60079-0 Annex A and any extra rules from your ExCB. A basic ISO 9001 system with no mention of Ex equipment will not be enough on its own.
What is a BOM in IECEx documentation?
A Bill of Materials (BOM) is a full list of every part in your product. It must include part numbers, supplier names, material grades, and any certified subcomponents. Your ExCB checks it against your drawings and test reports.
What is an ExTR — and do I need to prepare it?
An ExTR (Ex Test Report) is made by an IECEx test lab (ExTL) after formal product testing. You do not create it. But any earlier internal or third-party test data should go in your technical file as supporting evidence.
How do I know if my documents are ready?
Your documents are ready when all revision numbers match, your QMS covers Ex equipment manufacturing, your ignition hazard assessment is complete, and your application form matches your product. A pre-submission review — internal or with a specialist — is the most reliable way to check.
