Use: the request list you send to a Chinese applicant. Send Tier 1 at intake, then Tiers 2–4 two to four weeks before desk review. Keep the numbering identical to this page so the folder the company returns mirrors it — a client who answers by number is a client you can reconcile.
Related: Guide 02 §3 · Guide 03 — on-site audit · China operating layer · material register · animal-free statement · client guide — same requirements, written for the company
1. How to send it
Four rules cut most of the back-and-forth:
- Tier it. Tier 1 is administrative and the company already has it. Tiers 2–3 need suppliers and production staff, so they are slow. Tier 4 (supervisor) has the longest lead time of all — raise it on day one even if nothing else goes out yet.
- Say who issues each document. “Material evidence” is meaningless to a Chinese sales office; “CoA issued by the manufacturer, stamped, for the last three batches” is a task someone can close.
- Ask for stamped copies (盖章). Un-sealed, undated copies are weak evidence and are refused at audit. Name the seal and the date in the request.
- Offer the NDA (保密协议) up front. Chinese suppliers routinely withhold flowcharts and CoAs from a foreign auditor without one. An NDA offered in the first email is faster than a refusal negotiated in week three.
Send the whole pack in both 中文 and EN. Where a document exists only in Chinese, ask for that original plus an EN/ID summary of the key fields (name, scope, address, dates) — the LPH report must state what was translated and by whom.
Client version of this list: the client guide carries the same requirements written for the company itself — the fillable forms, the evidence hierarchy explained in plain terms, and a printable 中文 checklist. §9 of that page maps its numbering onto the tiers below, so either arrangement can be used for the return.
2. Tier 1 — Legal, identity and scope
| # | 中文 | What exactly to send | Issued by | Serves | Trap it closes |
|---|---|---|---|---|---|
| 1 | 营业执照（副本，盖公章） | Business license copy, company seal, current | Company | C1 | Name/scope mismatch vs registry |
| 2 | 统一社会信用代码 | The 18-character USCC, plain text | Company | C1 | We verify the company ourselves — see §6 |
| 3 | 公司简介 | Registered address, factory address, PIC name and title, email, phone/WeChat, website | Company | C1 | Contact chain for the whole file |
| 4 | 申请书／委托书 | Application letter for halal certification plus the letter appointing this LPH, with the declared product scope | Company, sealed | C1 | Scope creep and unsigned mandates |
| 5 | 组织机构图 | Org chart showing where halal responsibility sits (halal committee/小组) | Company | C1 | ”Everyone is responsible” = no one is |
| 6 | 现有认证证书 | ISO 9001/22000, FSSC 22000, BRC, HACCP copies; and any 清真 certificate with issuing body, country, scope, validity | Company / issuing body | C1, C2 | 清真 certs that are not BPJPH-recognized |
| 7 | 市场与用途说明 | Target Indonesian importer or distributor, and whether the goods are finished products for the Indonesian market or materials feeding Indonesian certified manufacturers | Company | Scope | Wrong pathway for the actual end use |
| 8 | 委托加工／分装说明 | Written disclosure of OEM (委托加工), repacking (分装), co-packing or toll manufacturing, with the contract if any | Company | C2, C3 | Brand owner’s license ≠ the real producer |
Documents 1–8 are usually available within days, so it is fair to set a one-week deadline and start the registry checks as soon as they land.
3. Tier 2 — Product and material documents
These are the SJPH annexes. The SJPH itself is not a separate document to send — it is this set of annexes plus the manual — so request the annexes, not “the SJPH”. Materials the company produces itself are treated exactly like bought ones: the same core data, its own flowchart, and a narrative description of how it is made. Material documents are the slowest part of every China file, so expect two rounds.
3.1 Products
| # | 中文 | What exactly to send | Issued by | Serves | Trap it closes |
|---|---|---|---|---|---|
| 9 | 产品清单 | Product list: name, packaging type, target market, one line per SKU | Company | C4 | Certification applied for a range nobody listed |
| 10 | 产品照片 | One real photo per SKU, label visible. Actual content must be shown — if the packaging is not transparent, pour or place the product in an open or transparent container | Company | C4 | Photos that prove nothing |
| 11 | 配料表 | Label-level ingredient list per product, descending order, additives by their GB/INS names | Company | C2, C4 | Ingredient lists that differ from the material list |
| 12 | 标签与规格书 | Final label artwork and the product specification or standard relied on | Company | C4 | Presentation claims that contradict the file |
Photo requests get ignored unless the requirement is spelled out, so repeat the “content visible” line in the email, not only in this table.
3.2 Materials
| # | 中文 | What exactly to send | Issued by | Serves | Trap it closes |
|---|---|---|---|---|---|
| 13 | 原料清单／物料清单 | All six classes: raw materials, additives, processing aids, direct-contact packaging, lubricants/grease, cleaning and sanitizing agents, plus media used to validate cleaning (see material register) | Company | C2 | Hidden cleaners, lubricants and packaging |
| 14 | 物料核心数据 | Per material: 中文 + EN name, trade name, supplier legal name, manufacturer legal name if different, country of origin, function, dosage | Company | C2 | Trading company presented as the producer |
| 15 | 产品—物料矩阵 | Matrix of which product uses which material from the master list | Company | C2 | Materials used but not declared |
| 16 | 关键物料证明 | CoA (per batch), specification/TDS, MSDS/SDS, regulatory data sheet (RDS, 法规数据表) where the supplier issues one, and the manufacturer’s process flowchart; for materials that are processed or refined, the full statement package | Manufacturer | C2 | A certificate that stops one step too early |
| 17 | 动物源性物料清真证书 | Halal certificate from a recognized slaughterhouse or producer, traced to a body on the live LHLN list; if there is none, say so early — it becomes a replacement case, not a paperwork case | Producer / HCB | C2 | Animal-derived materials clearing on the wrong evidence |
| 18 | 植物来源加工物料声明 | Manufacturer statement for processed plant materials (activated carbon, filtration aids, plant lecithin-type materials): the raw material named (coconut shell, wood, coal, plant), declared plant origin, pork-free/animal-free, plus the process steps | Manufacturer | C2 | ”Plant-based” claims with no raw material named |
| 19 | 发酵／色素／酶制剂资料 | 红曲/红曲红 substrate list (rice and/or soy — plant only), enzyme origin (microbial vs animal, e.g. TG酶), extraction solvent disclosure | Manufacturer | C2 | The angkak class of trap — see Case 02 |
| 20 | 酒精来源声明 | For any ethanol-bearing ingredient: source declaration (khamr-derived vs non-khamr) and the finished-product ethanol figure | Manufacturer | C2 | Percentage arguments that ignore the source |
| 21 | 供应商资质 | Supplier business license, SC 食品生产许可证 where the supplier is the producer, and its latest lab report | Supplier | C2 | Unverifiable supply chain |
| 22 | 采购与检验记录 | Material purchasing record and incoming material checking form — blank template plus a recent filled sample | Company | C2, C3 | Records that exist only as templates |
Item 18 is the one companies most often “answer” with a generic sentence, so accept only a statement that names the raw material and the process.
The four paper types in item 16 are not interchangeable, and asking for all of them is deliberate. A CoA reports one batch’s measured values; a specification or TDS states what the product is designed to be; an MSDS/SDS covers handling and hazard; a regulatory data sheet (RDS) states the supplier’s regulatory position per market — permitted use, limits, allergen and origin statements. The halal-relevant sentence (“no animal origin or animal-derived materials, no porcine material”) usually appears in the RDS or a separate composition statement, while the solvent, carrier and purity data you need for the alcohol question sit on the TDS and CoA. Where a supplier issues no RDS, the composition statement plus the specification serves the same purpose.
4. Tier 3 — Process, facility and records
| # | 中文 | What exactly to send | Issued by | Serves | Trap it closes |
|---|---|---|---|---|---|
| 23 | 工艺流程图 | Flowchart per product family: steps, parameters (time/temperature), and the materials added at each step, keyed to the material list. A narrative description with photos is acceptable only if it carries the same information | Company | C3 | A flowchart that omits a fermentation or extraction step |
| 24 | 车间平面图 | Production layout: workshops, storage, changing areas — excluding offices. Must show flow direction and any separate halal or non-halal zones | Company | C3 | Cross-flow and shared equipment |
| 25 | 厂区情况说明 | Statement of whether the site is halal-only or also produces non-halal goods (pork, alcohol, non-halal lines), including shared equipment and lines | Company | C3 | Mixed production discovered on site |
| 26 | 清洗与消毒 | Cleaning and sanitation SOPs plus records (including CIP), and the changeover cleaning between non-halal and halal runs | Company | C3 | Ritual-only cleaning with no procedure |
| 27 | 出入库台账 | Ingredient in/out warehouse ledgers for the sampling window | Company | C3 | Stock that cannot be traced to production |
| 28 | 投料／批生产记录 | Batching and batch production records for the same window | Company | C3 | Reconciliation impossible |
| 29 | 生产产量记录 | Production output by period | Company | C3 | Output exceeding declared material purchases |
| 30 | 销售／发货台账 | Sales and dispatch records with destination | Company | C3 | Uncertified goods leaving under the mark |
| 31 | 管理制度／SOP | Formula change procedure, non-conforming product handling, waste and reprocessing, instrument and equipment cleaning, and dedicated/separate halal line procedures. Plus recipe authorization and change control | Company | C3, C5 | Silent formula changes |
| 32 | 内部审核与评审记录 | Internal halal audit report and management review report with participant lists and photos (see internal audit checklist, management review report) | Company | C5 | A system nobody operates |
| 33 | 培训记录 | Internal halal training records: material, attendance list, photos | Company | C1 | Empty training file |
Records are only meaningful over a defined window, so state the period you want (typically the last 6–12 months 🔎 — confirm the sampling period your LPH applies) rather than asking for “records” in general. Where a form exists but has never been filled in, it is a template and not evidence, so ask for the blank form plus one filled example.
5. Tier 4 — Halal supervisor (penyelia halal)
| # | 中文 | What exactly to send | Issued by | Serves | Trap it closes |
|---|---|---|---|---|---|
| 34 | 身份证明 | ID card, or passport page for a foreign national | Supervisor | C1 | Unidentifiable appointee |
| 35 | 培训证书 | Halal training certificate from an institution acknowledged by BPJPH 🔎 | Training institution | C1 | Certificates from unrecognized trainers |
| 36 | 能力证书 | Competency certificate from a BNSP-licensed certification body 🔎 | LSP | C1 | Training without competency |
| 37 | 任命书 | Appointment decree (SK) under company seal, with job description and contact details | Company | C1 | Appointed on paper, absent in practice |
The appointment presupposes a Muslim supervisor. No documentary proof of religious status is normally requested — the decree plus the training and competency records carry the requirement 🔎.
For the audit day itself, the pack carries the appointment decree and the supervisor’s data; the ID or passport copy belongs in the LPH registration file and is not reproduced in the report.
This tier decides whether a China file can close at all, and its lead time is measured in months. Two things are worth confirming with BPJPH before you promise a schedule: whether a supervisor based outside Indonesia can hold the recognized training and competency certification, and which training institutions and LSPs are currently acknowledged 🔎. A supervisor who cannot be on site and cannot run the SJPH day to day will not survive audit.
6. What we do not ask the client for
These are verified by the LPH, so a client-supplied version is never the evidence:
- Registry checks — GSXT lookup (name, USCC, 经营范围, 经营异常/行政处罚) against the license copies.
- LHLN status — whether a claimed halal body is on the BPJPH-recognized live list, checked on the day, not on a printed PDF.
- Official portals — BPJPH and SIHALAL status, and any Indonesian registration the file depends on.
- Sampling and lab selection — the auditor chooses the sample and the laboratory.
Keeping these on the LPH side stops the file from becoming self-certified, and it shortens the request list the client has to read.
7. SIHALAL account and submission (applicant-side)
Separate from the documents the LPH reviews, the applicant needs a working SIHALAL account:
- a valid email and a mobile number able to receive the OTP (WhatsApp or SMS) — record both in the file, because a locked account stalls submission;
- the product and material overview entered in the portal, which must match the documents handed to the LPH;
- uploads of the same annexes requested above.
Portal entries and the audit folder are one dataset in two places. When they disagree, the discrepancy is itself a finding, so tell the client to upload from the same folder they sent you.
8. Not acceptable as submitted
Use this table when replying to an incomplete return. Each row is a refusal with the fix attached.
| Often sent | Why it fails | What to send instead |
|---|---|---|
| 清真 certificate from any body | Only recognized bodies support the foreign-certificate route | Certificate from a body on the live LHLN list, or L2/L3 evidence — see §9 |
| A standalone “animal-free” letter | Says nothing about substrate, solvent or process | Letter plus flowchart plus named raw materials (items 18–19) |
| Unstamped or undated copies | No accountable issuer | Stamped (盖章), dated, on letterhead |
| ”Our materials are all food grade and compliant” | A claim, not evidence | The complete six-class master list (item 13) |
| “Only the main materials matter” | Cleaners, lubricants and packaging contact the product too | All six classes, or a written exclusion with reasons |
| Label screenshots without content | Proves packaging exists, not what is sold | Real product photos with content visible (item 10) |
| Supplier refuses on confidentiality grounds | The material still has to be certified | Offer the NDA; if still refused, the material is a replacement case |
Rejecting with the substitute already named is what makes a second round close, so send the row, not just the rejection — a client told “not acceptable” alone usually replies with the same document again.
9. Registration pathway note (foreign certificate route)
Where the company already holds a halal certificate from a body recognized by BPJPH, that certificate can support the foreign halal certificate (SHLN) route instead of a fresh full audit, provided the issuing body is recognized through the applicable cooperation arrangement with BPJPH, and the certified scope matches the goods being registered.
Two cautions, both live: recognition is a status that must be checked on the day against the current list — the recognized-body picture changed in early 2026 and now includes two Chinese bodies (see LHLN tracker and regulatory framework) 🔎. And the route never covers goods or materials outside the foreign certificate’s scope; where scope does not match, the HAS/SJPH audit applies in full.
10. Cover note to send with the pack
Dear [Company], please find our document request for halal certification review. It has four tiers; Tier 1 (items 1–8) is needed within one week, and Tiers 2–4 before our desk review on [date]. Please return documents as stamped copies (盖章), in Chinese with an English summary of key fields, numbered as in this request. We are happy to sign a mutual NDA (保密协议) to release supplier documents. If any item does not exist, tell us rather than omitting it — a missing document is easier to solve than a missing material.
附件为清真认证审核所需文件清单，共四个部分。第一部分（第 1–8 项）请一周内提供，其余部分请在 [日期] 前提供。文件请加盖公章，按清单编号整理。如需签署保密协议后方可提供供应商文件，请告知。
11. Appendix — printable 中文 checklist
Copy this block into an email when the full table is too much for the first contact.
一、公司文件
1 营业执照（副本，盖公章） 2 统一社会信用代码 3 公司简介（地址、负责人、联系方式）
4 申请书及委托书（盖公章） 5 组织机构图 6 现有认证证书（含清真证书）
7 市场与用途说明 8 委托加工／分装说明
二、产品与物料
9 产品清单 10 产品照片（需见内容物） 11 配料表 12 标签与规格书
13 原料清单（含包装、润滑剂、清洁剂） 14 物料核心数据（供应商、生产商、原产国）
15 产品—物料矩阵 16 关键物料 CoA／规格书（TDS）／MSDS／法规数据表（RDS）／工艺流程图
17 动物源性物料清真证书 18 植物来源加工物料声明
19 发酵／色素／酶制剂来源说明 20 酒精来源声明 21 供应商资质 22 采购与检验记录
三、工艺与记录
23 工艺流程图 24 车间平面图 25 厂区情况说明（是否清真专用）
26 清洗消毒 SOP 及记录 27 出入库台账 28 投料／批生产记录
29 生产产量记录 30 销售／发货台账 31 管理制度／SOP
32 内部审核与评审记录 33 培训记录
四、清真负责人
34 身份证明 35 培训证书 36 能力证书 37 任命书（盖公章）
Items 1–8 are the only ones worth chasing by phone on the first day; everything else benefits from being sent once, in writing, in the numbered order above.