Who reads this: the applicant company itself — the person at the company who has to collect the documents. The client document request is the auditor’s working list; this page is the same requirement set explained to the client, arranged the way the company actually works (identity → materials → process → products → self-monitoring), with the exact fields to fill in and the evidence that will be refused.
How to use it: send this page together with the request pack. Where a document has a template, the template is named here — fill it, sign it, stamp it. Where a table appears below, it is a form: copy it, complete it, and return it as an Excel or Word file (not as a photo of a screen).
Related: document request pack (auditor side) · Guide 06 — one-page client checklist · Guide 02 — client onboarding · China operating layer · material register · internal audit checklist · management review report
Sending this to a client? Attach Guide 06 — Client Checklist instead when they only need the list; keep this page for the moment they ask “why”, or for the items that get refused twice. The numbering is identical.
0. Before you start — the five rules that decide everything
- Everything is in the company’s own name, stamped with the official seal (公章). In China the seal is the signature of record. An unstamped, undated copy is not evidence — it is refused at audit, even when the content is correct.
- The company proves, the auditor tests. A promise (“our materials are all food-grade and compliant”) is not evidence. Every claim must point to a document issued by someone accountable: the manufacturer, the supplier, a laboratory, or the company itself under seal.
- Two lists govern everything. The product list (category 4) and the material list (category 2) are what get certified. Record tables, labels, formulas and flowcharts must reconcile with them line by line. Where they disagree, the discrepancy itself becomes a finding.
- Records need a period, not a yes/no. When asked for records, the answer is “which months”. The LPH states the sampling window (typically the last 6–12 months 🔎 — confirm the window with your LPH); a form that has never been filled in is a template, not a record.
- Tell us what does not exist. A missing document is easy to solve. A missing document that appears only during the on-site audit costs a whole audit round.
The five categories map onto the five HAS/SJPH criteria the auditor will score:
| Category | Criterion it serves | The question behind it |
|---|---|---|
| 1. Legal, Administrative and Commitment | C1 — Commitment and responsibility | Is the company real, identified, and does it mean it? |
| 2. Materials | C2 — Materials | Is every material that goes into or touches the product provably halal? |
| 3. Process | C3 — Halal production process (PPH) | Is the product actually made halal, in a halal-only facility, with a real production cycle? |
| 4. Products | C4 — Products | Is what the customer buys halal in substance, contents and presentation? |
| 5. Monitoring and Evaluation | C5 — Monitoring and evaluation | Does the company watch itself at least once a year? |
Realistic sequence. Raise every category on day one, but expect them to finish at very different speeds. Category 1 is available in days. Category 4’s photo set is quick once the “content visible” rule is understood. Category 2 is the bottleneck — it depends on your suppliers and their willingness to release documents, so contact them first, before anything else is ready. Category 3’s record tables are quick once the sampling window is fixed. Category 5 can only be answered once the internal audit and management review have actually happened, which may take a cycle; where they are still pending, say so and give a planned date.
1. Legal, Administrative and Commitment
1.1 Why we ask
The certification is granted to a legal person, at a specific address, for a specific scope. Everything downstream — the product list, the factory audit, the certificate appendix — hangs on the identity data in this category. A one-character difference between the business licence, the invoice and the application letter is a finding, so this category is filled in from the licence itself, not from memory.
1.2 Company identity — form to complete
| Field | 中文 | What to write | Required |
|---|---|---|---|
| Business name | 企业名称 | Exactly as printed on the business licence, plus the English or Indonesian trading name if the company uses one | ✅ |
| Business address | 企业地址 | City / Regency (市/区), Province (省), Postal code (邮编) — the registered address | ✅ |
| Company phone | 公司电话 | Landline with area code, and a mobile or WeChat number that answers | ✅ |
| Company email | 公司邮箱 | A company-domain address, monitored — this is where the LPH sends findings | ✅ |
| Type of business entity | 企业类型 | Choose one from the closed list in §1.3 | ✅ |
| Business level | 企业规模 | Micro / small / medium / large enterprise (微型/小型/中型/大型企业) | ✅ |
| Unified Social Credit Code | 统一社会信用代码 | The 18-character code, in plain text and on the licence copy | ✅ |
| Business licence | 营业执照 | Copy of the licence (副本), current, under company seal | ✅ |
| Legal representative | 法定代表人 | Name and title of the person on the licence | ✅ |
| Website / online shop | 网址/店铺 | If the company sells online, the storefront links | optional |
1.3 Type of business entity — closed list (choose one)
Tick one. If the licence shows a category not on this list, send the licence and say so rather than translating it yourself.
| 中文 | English |
|---|---|
| 有限责任公司 | Limited Liability Company |
| 股份有限公司 | Joint-Stock Company |
| 一人有限责任公司 | One-Person Limited Liability Company |
| 合伙企业 | Partnership Enterprise |
| 个人独资企业 | Sole Proprietorship Enterprise |
| 国有企业 / 国有独资企业 | State-Owned Enterprise / Wholly State-Owned Enterprise |
| 集体所有制企业 | Collectively-Owned Enterprise |
| 外商投资企业 | Foreign-Invested Enterprise |
| 外国企业常驻代表机构 | Representative Office |
| 个体工商户 | Individual Industrial and Commercial Household |
| 农民专业合作社 | Farmer Professional Cooperative |
If the entity is a Representative Office or an Individual Industrial and Commercial Household, raise it at intake: the applicant structure (who holds the certificate, who signs) has to be confirmed with the LPH before the file is opened.
1.4 Business level — how far the file reaches
| Level | 中文 | What changes for the audit |
|---|---|---|
| Micro / small | 微型/小型企业 | One site, few SKUs; still needs the same commitment documents, but the halal management team may double up on roles |
| Medium / large | 中型/大型企业 | Expect multiple factories, more product lines and a larger record volume; the organisation chart and the team appointment must show how halal responsibility reaches every site |
1.5 Person in charge — form to complete
The person in charge is whoever has the authority to authorise halal certification registration and to bind the company on it. It is not necessarily the legal representative, and it is not a sales contact.
| Field | 中文 | Notes |
|---|---|---|
| Full name | 负责人姓名 | As on the ID or passport |
| Position | 职务 | General manager, factory manager, quality director — the authority must be visible |
| Contact number | 联系电话 | Mobile that answers during the audit window |
| 电子邮箱 | Monitored mailbox | |
| Authority basis | 授权文件 | The appointment, board resolution or power of attorney that lets this person sign for the company |
1.6 Factory — form to complete (one row per factory)
A company with more than one production site lists every site that makes the certified products. Each site is verified separately, and each site’s address must match its own licence and SC production permit.
| # | Factory name | 中文厂名 | Factory address (city / district, province 厂址) | Products made there | SC production permit no. | Owned / OEM / rented |
|---|---|---|---|---|---|---|
| 1 | ||||||
| 2 | ||||||
| 3 |
Add rows as needed. Add a row even for a site you think is irrelevant — a leased warehouse, a repacking (分装) line, or a commissioned factory (受托加工/OEM) that touches certified goods is part of the scope. Sites discovered at audit but absent from this table are the most expensive kind of finding.
1.7 Documents in this category
| # | 中文 | What to send | Issued by | Format |
|---|---|---|---|---|
| 1.1 | 营业执照（副本，盖公章） | Business licence copy, current, under company seal | Company | |
| 1.2 | 统一社会信用代码 | The 18-character USCC as plain text | Company | in the form above |
| 1.3 | 公司简介 | Company profile: registered address, factory addresses, person in charge, contacts, brief history | Company | Word/PDF |
| 1.4 | 组织机构图 | Organisation chart showing where halal responsibility sits (which box, which person) | Company | PDF/image |
| 1.5 | 清真认证申请书／委托书 | Application letter for halal certification plus the letter authorising this LPH, listing the declared product scope | Company, sealed | |
| 1.6 | 现有认证证书 | Copies of ISO 9001 / ISO 22000 / FSSC 22000 / BRC / HACCP and any halal (清真) certificate held, with issuing body, country, scope and validity | Company / issuing body |
About an existing 清真 certificate: it may support a faster registration route, but only if the issuing body is recognised by BPJPH on the day of the check and the certified scope matches your goods. Chinese 清真 certificates from the China Islamic Association or local associations are not automatically accepted. Send the certificate anyway — we verify the body ourselves.
1.8 Halal commitment package
These five documents are the company’s own commitments. Templates are provided — fill in the company’s real details, have them signed by the authorised person, and stamp them. A generic downloaded policy with the company name missing is worse than no policy, because it shows the system is not owned internally.
| # | Document | 中文 | Must state | Signature |
|---|---|---|---|---|
| 1.7 | Halal Management Team Formation | 清真管理小组任命书 | Team members, their roles (production, purchasing, quality, warehouse, HR), the designated team leader, and the meeting/reporting routine. Where the company has a Muslim employee, appoint that employee as team leader and record it here | Sealed + dated |
| 1.8 | Halal Policy Statement | 清真政策声明书 | The company’s commitment to produce halal products only, to run the halal assurance system, to keep the facility free of pork and non-halal materials, and to provide the resources the system needs | Signed by top management, sealed + dated |
| 1.9 | HAS (Halal Assurance System) Implementation Practice | 清真保证体系（HAS）实施规范 | How the commitments become daily practice: purchasing control, approved-material list, incoming inspection, production and cleaning control, storage and transport, personnel and training, internal audit and management review. Use the provided template and adapt it to the real plant | Sealed + dated |
| 1.10 | Definition of Halal and Haram | 清真与非清真定义声明书 | What the company treats as halal and as haram — including the material classes it refuses (pork and derivatives, non-halal-slaughtered animal material, khamr/alcohol-bearing ingredients, cross-contamination) | Sealed + dated |
| 1.11 | Pork-Free Statement (Official Declaration of Non-Containment of Pork and Its Derivatives) | 无猪肉及其衍生物声明书 | That no pork or pork-derived material is used, stored or handled on the site, and that the facility and equipment are pork-free | Sealed + dated |
Two details that get these documents rejected:
- The halal management team must be real people with real names and roles. “All department heads” is not a team. Give names, job titles and the specific decisions each role owns.
- The policy and the statements must be displayed, not filed. The same documents are needed a second time as photographs of the signed, stamped posters on the facility walls — see §6.3 and §6.4.
1.9 Common refusals in this category
| Often sent | Why it fails | Send instead |
|---|---|---|
| Licence from two years ago, or with the old address | Identity does not match the registry | Current licence + a note if the address changed |
| USCC typed with a wrong character | The registry check fails on the first attempt | Copy the code from the licence itself |
| Policy downloaded from the internet, company name blank | Proves nothing about this company | The template completed with real names, sealed |
| Team decree listing positions only, no names | ”Everyone is responsible” means no one is | Names, titles, roles, contact details |
| Person in charge = a sales agent with no authority | No one can actually bind the company | The appointment or power of attorney that shows the authority |
2. Materials
2.1 Why we ask
Criterion 2 is where most China files are won or lost. Every material that goes into the product, and every material that touches it, has to be provably halal. The burden of proof is on the company, and the proof is a document from the material’s manufacturer — not a statement about the material’s category.
2.2 What counts as a “material” — wider than the recipe
List all six classes. Classes 4–6 are the ones companies forget, and forgetting them is itself a finding.
| # | Class | 中文 | Examples |
|---|---|---|---|
| 1 | Raw materials | 原料 | flour, starch, meat, sugar, oil, water used as an ingredient |
| 2 | Food additives | 食品添加剂 | colours, preservatives, emulsifiers, thickeners |
| 3 | Processing aids | 加工助剂 | enzymes, antifoaming agents, filter aids, release agents, extraction solvents |
| 4 | Packaging in direct contact, lubricants, grease, sanitizers | 直接接触包装、润滑剂、消毒剂 | film, casings, food-grade grease, alcohol-based sanitisers |
| 5 | Cleaning aids | 清洁剂 | detergents and sanitisers used on food-contact surfaces |
| 6 | Cleaning-validation media | 清洁验证培养基 | swabs, agar plates, culture media (these often contain animal-derived peptone) |
“What touches the food, and what proves the surface is clean?” — ask that question across the plant and the class 4–6 list writes itself.
2.3 The evidence hierarchy — read this before contacting suppliers
The auditor works top-down and only moves to the next level when the level above cannot be met. Knowing this in advance tells you what to ask your supplier for first time, instead of collecting documents that will be refused.
L1 Halal certificate from a body recognised by BPJPH (live LHLN list)
— must cover the exact supplier name + address + product + validity period.
no certificate, or the issuing body is not recognised ↓
L2 Material made with a critical process — fermentation or microbial route
(flavours, colours, enzymes, extracts, organic acids), ANY animal origin,
or ANY alcohol involvement:
a halal certificate is REQUIRED. There is no flowchart shortcut. → L4
material with simple mechanical/physical processing only ↓
L3 Manufacturer process flowchart + animal-free statement (无动物源性声明)
— valid only for genuinely non-animal, physically processed materials.
— shortcut used in our China practice: CoA / TDS / MSDS / regulatory
data sheet (RDS) that explicitly states "free of animal origin or
derivatives" replaces the separate statement letter.
— if only a letter can be obtained, a porcine DNA/protein lab test
may be needed to support it. → L4 if unclear
L4 Cannot be cleared on documents → replace the material or the manufacturer.
This is the ONLY route for animal-derived material without an accepted
halal certificate.
Three rules that decide most cases:
- Animal-derived material is never cleared by a letter. Gelatin (明胶), lard (猪油), beef/mutton tallow, bone/meat powders and extracts, animal enzymes, whey/casein, rennet, carmine (胭脂红), shellac (虫胶): accepted halal certificate, or replacement. No flowchart, no statement, no lab test changes this.
- Fermentation and microbial-route materials need a certificate. Flavours, colours, enzymes, organic acids, yeast extract, some thickeners. The growth medium and the culture can carry animal or alcohol risk that no finished-product test reveals.
- For alcohol, the source matters more than the percentage. Ethanol originating from wine or other alcoholic beverages (khamr origin) is not acceptable at any level, even traces. Non-khamr ethanol (from sugarcane, molasses, cassava) is acceptable only when the finished product stays within the limit applied by the LPH (operational maximum 0.49% on the finished-product basis 🔎 — confirm with your LPH) and the product is not intoxicating. For any ingredient carrying ethanol — flavours, vanilla-type extracts — send the supplier’s declaration of the ethanol source and the dosage, so the finished-product figure can be calculated.
2.4 Material master list — form to complete
One row per material, covering all six classes. This list becomes the approved list; after certification, nothing may be purchased for certified products that is not on it.
| # | Material name (中文) | Brand / code | English / INS name | Class (1–6) | Function | Manufacturer (legal name + address) | Supplier (legal name + address) | Country of origin | Halal status / evidence held | Evidence valid until |
|---|---|---|---|---|---|---|---|---|---|---|
| 1 | ||||||||||
| 2 |
Status values to use in the “halal status / evidence held” column: halal certificate · flowchart + animal-free statement · CoA/TDS/MSDS/RDS states animal-free · exempt (state the basis) · no evidence yet.
2.5 Material purchase record — procurement log (form to complete)
Purpose: to show that what the company actually buys is what the approved list says it buys. The auditor samples these rows against the invoices and the batch records.
| No. | Material & Brand Name | Manufacturer | Supplier | Qty | Date Purchased |
|---|---|---|---|---|---|
| 1 | |||||
| 2 |
Fill-in rules: one line per purchase transaction, in date order, for the sampling window the LPH states; quantity with its unit; names exactly as on the invoice and on the approved material list. Keep the invoices and receipts themselves for the certificate validity period — the table is an index to them, not a replacement.
2.6 Material inspection form — incoming check (form to complete)
Purpose: to show that the company checks each delivery against what was approved, before the material enters production.
| No. | Purchase / Arrival Date | Name / Brand / Code | Supplier | Compliance |
|---|---|---|---|---|
| 1 | ||||
| 2 |
Compliance column — record the outcome, with the reason when it fails: compliant · compliant with remark (state it) · non-compliant (state the action taken). Accepted values are only against the approved list: a delivery whose brand or manufacturer differs from the approved entry is a non-compliant delivery, even if the material is a halal one.
Send the blank form plus one recently filled example. A blank template alone proves the form exists; one filled example proves it is used.
2.7 Supplier documents needed per material
| # | 中文 | What to send | Issued by |
|---|---|---|---|
| 2.1 | 供应商营业执照 | Supplier’s business licence; SC 食品生产许可证 where the supplier is the producer | Supplier |
| 2.2 | 物料核心数据 | Per material: Chinese + English name, trade name, supplier, manufacturer (if different), country of origin, function, dosage | Company |
| 2.3 | 关键物料证明 | CoA (per batch), specification/TDS, MSDS/SDS, and the regulatory data sheet (RDS 法规数据表) where the supplier issues one | Manufacturer |
| 2.4 | 物料生产工艺流程图 | Manufacturer’s process flowchart for materials that are processed or refined | Manufacturer |
| 2.5 | 动物源性物料清真证书 | Halal certificate for any animal-derived material, from a body recognised by BPJPH; if none exists, say so early — this becomes a replacement case | Producer / halal body |
| 2.6 | 植物来源加工物料声明 | Manufacturer statement for processed plant materials (activated carbon, filter aids, plant lecithin-type): the raw material named (coconut shell, wood, coal, plant), declared plant origin, pork-free and animal-free, plus the process steps | Manufacturer |
| 2.7 | 发酵／色素／酶制剂资料 | For fermentation-route materials (red yeast rice 红曲, colours, enzymes): the substrate or medium list, the microorganism or enzyme origin, and the extraction solvent | Manufacturer |
| 2.8 | 酒精来源声明 | For any ethanol-bearing ingredient: the ethanol source (khamr vs non-khamr) and the dosage | Manufacturer |
| 2.9 | 采购与检验记录 | The two forms in §2.5 and §2.6 — blank plus a filled sample | Company |
The four paper types are not interchangeable, and we ask for all of them on purpose. A CoA reports what one batch measured. A specification / 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. The halal-relevant sentence (“no animal origin or animal-derived materials, no porcine material”) usually appears in the RDS or a composition statement; the solvent, carrier and purity data you need for the alcohol question sit on the TDS and the CoA. Ask for all four rather than accepting whichever one the supplier offers first.
If a supplier refuses because of confidentiality: tell us before you give up on the material — a mutual NDA (保密协议) is normally enough. If the supplier still refuses and no certificate exists, the material becomes a replacement case, which the auditor needs to know early rather than at the audit.
2.8 Product–material matrix (form to complete)
Purpose: to show which product uses which material, so that the auditor can trace any material to every product it can reach. This is the single most useful page in the file.
| Material ↓ \ Product → | Product A | Product B | Product C |
|---|---|---|---|
| Material 1 | ✔ | ✔ | |
| Material 2 | ✔ | ✔ | |
| Material 3 | ✔ |
Mark ✔ where the material is used. Cleaners, lubricants and cleaning-validation media belong in the matrix too, marked as plant-wide where they are not product-specific.
2.9 Common refusals in this category
| Often sent | Why it fails | Send instead |
|---|---|---|
| ”Our materials are all food-grade and compliant” | A claim, not evidence | The complete six-class master list with per-material evidence |
| ”Only the main materials matter” | Cleaners, lubricants and packaging touch the product too | All six classes, or a written exclusion with reasons |
| A halal certificate whose scope names a different company or product | The certificate is evidence only when scope matches | Certificate covering the exact supplier, product and period |
| A standalone animal-free letter for gelatin, whey or a fermented flavour | Those routes need a certificate | Certificate from a recognised body, or replace the material |
| Certificate from a body that is not on the BPJPH list | Recognition is a live status, checked on the day | Contact us — we verify the body; if it is not recognised, the material needs another route |
| Only the finished-product alcohol percentage | The percentage does not answer the source question | Supplier declaration of the ethanol source plus dosage |
| Purchase table without invoices behind it | The table cannot be reconciled | The table plus the invoices for the same window |
3. Process (Production Flow)
3.1 Why we ask
Criterion 2 proves the inputs are halal; criterion 3 proves the journey is halal — how materials become products, in which building, on which equipment, under which records. The flow process is evidence that the operation is real, continuous, and halal-only.
3.2 Production flowchart — one entry per process
Upload the general production flowchart the company already has — the one used for the SC licence or the quality system is normally the right starting point, and it is better than a diagram drawn specially for the auditor.
| Field | 中文 | Notes |
|---|---|---|
| Process name | 工艺名称 | e.g. “cooking and filling line 1”, “drying line” |
| Description | 工艺说明 | What the process does, in the company’s own words |
| Flowchart file | 工艺流程图 | PDF or image; steps in sequence, with the parameters that matter (time, temperature) |
| Materials at each step | 各工序投料 | Which material enters which step, keyed to the material list in §2.4 |
| Process for | 适用产品 | Which products run on this process |
What makes a flowchart acceptable: every step in sequence; the materials and processing aids that enter at each step named; no step missing — a fermentation, extraction or filtration stage left out of the drawing is the most common serious finding, because it is exactly where animal or alcohol risk hides. If a step exists but is not drawn, the auditor will find it on the floor and the whole file loses credibility. A narrative description with photos is acceptable only when it carries the same information.
One entry per process. A company with three production processes sends three entries, not one combined diagram.
3.3 Production floor plan
| # | 中文 | What to send | Notes |
|---|---|---|---|
| 3.1 | 车间平面图 | Production floor plan, PDF or image | Workshops, storage areas, changing areas, material and personnel flow direction. Offices may be excluded |
| 3.2 | 厂区平面图 | Site plan where the plant has several buildings or a yard | Shows the relationship between buildings, including any shared or rented warehouse |
| 3.3 | 清真／非清真区域说明 | A written note on whether the site is halal-only or also handles non-halal goods | Including shared equipment, shared lines, and the staff canteen (员工食堂) if it cooks pork |
Multiple facilities: send one plan per facility, or one combined plan clearly marked with each facility. The plan must show the flow direction of materials and people, and any separate halal and non-halal zones — a plan without flow arrows cannot be assessed.
Why the canteen is asked about: a staff canteen cooking pork in the same building is a real cross-contamination question, and it is routinely found on site. Showing it on the plan, with the separation (doors, airflow, cleaning), is far better than being asked about it during the walkthrough.
3.4 Material storage record — 物料出入库台账 (form to complete)
Purpose: to trace a material from arrival to use, so that the production cycle can be reconstructed.
| No. | Material & Brand Name | Manufacturer / Supplier | Entry Date | Exit Date | Qty |
|---|---|---|---|---|---|
| 1 | |||||
| 2 |
3.5 Product storage record — 成品出入库台账 (form to complete)
| No. | Product Name | Production Code (if any) | Entry Date | Exit Date | Qty |
|---|---|---|---|---|---|
| 1 | |||||
| 2 |
3.6 Production output record — 生产产量记录 (form to complete)
| No. | Date | Product Name | Qty |
|---|---|---|---|
| 1 | |||
| 2 |
3.7 Distribution and sales record — 销售／发货台账 (form to complete)
| No. | Date | Product Name | Qty | Destination |
|---|---|---|---|---|
| 1 | ||||
| 2 |
Fill-in rules for §3.4–3.7: the same period for all four tables; dates as YYYY-MM-DD; quantities with units; destination as the customer name and city, and the country where the goods are exported. Send a sample of the supporting documents too — the purchase invoices, the batch production records (投料/批生产记录) and the delivery notes — for a few batches inside the window.
Why the auditor asks for all four tables: they are reconciled against each other. Materials purchased ↔ materials consumed ↔ products produced ↔ products shipped must tell one consistent story. Where they do not, the likely explanations are paper compliance or material bought outside the approved list — both of which are findings. This reconciliation is the auditor’s strongest tool, so the tables are worth completing honestly and consistently rather than completely.
3.8 Common refusals in this category
| Often sent | Why it fails | Send instead |
|---|---|---|
| A marketing diagram of the product’s benefits | Proves nothing about the process | The real process flowchart, with materials at each step |
| One flowchart for the whole plant | The auditor cannot trace a product | One entry per process |
| A floor plan without flow direction or zones | Separation cannot be assessed | Plan with material/personnel flow and halal/non-halal zones marked |
| Records for one month | Too short to show a cycle | The window stated by the LPH, with the invoices and batch records behind it |
| Tables that do not reconcile | Paper compliance | Correct tables — and tell us about the gap, with the reason and the fix |
| ”We also do a little OEM work, it doesn’t matter” | The audited site must be where the goods are actually made | Disclose every site in §1.6 and let the LPH scope the file |
4. Products
4.1 Why we ask
Criterion 4 verifies what the customer actually buys: the substance, the contents as declared, and the presentation — name, form and design included. Certification is granted for a list of products, so anything not on the list is not certified, however similar it looks.
4.2 Product list (form to complete)
| # | Product name (中文) | English name | Packaging type | Production code / batch format | Which process (§3.2) | Which factory (§1.6) | Target market | |---|---------------------|--------------|-----------|----------------|-------------------------------|----------------------|----------------------|---------------| | 1 | | | | | | | | | | 2 | | | | | | | | |
4.3 Product photographs — one real photo per product
Each product needs its own photograph. The rule that matters: the actual content must be visible.
- If the packaging is transparent, photograph the product in its packaging with the label readable.
- If the packaging is sealed and not transparent, photograph the unpackaged product as well — or use packaging that shows the product itself (as Japanese products often do, with a picture roughly the size of the contents).
- Photograph the label front and back so that the ingredient list (配料表), net weight (净含量), production date, shelf life and manufacturer address are readable.
Not acceptable: a label screenshot alone, a rendered design file, a photo where the product is inside a closed box, a photo where the label text cannot be read. The photo set must let the auditor see what the customer sees and what is inside it.
4.4 Label and specification documents
| # | 中文 | What to send | Notes |
|---|---|---|---|
| 4.1 | 产品清单 | The product list above | One line per SKU |
| 4.2 | 产品照片 | The photo set | One entry per product, content visible |
| 4.3 | 配料表 | Label-level ingredient list per product, in descending order | Additives by their GB/INS names |
| 4.4 | 标签与规格书 | Final label artwork and the product specification or standard (执行标准) relied on | The version actually printed |
Collective names on a label hide animal origin and alcohol. Where the label says only 食用油脂 (edible oil/fat), 香辛料 (spices), 食品添加剂 (additives), 食用香精 (flavour) or 酵母 (yeast), send the underlying breakdown of what is actually in it. The label’s ingredient list must reconcile with the approved material list line by line.
The product–material matrix in §2.8 is the other half of this section. Together, the matrix and the label ingredient list prove that every material reaching the product is approved, and that no approved material appears that the label does not declare.
4.5 Name, form and design — the screen
Product names, shapes and marketing images must not contradict Islamic law or public ethics, and must not lead toward haram. Check before submitting, because changing a product name after certification is a change report:
- ❌ pork references or pig imagery — 猪…, bacon/ham naming where the content is pork, pig-shaped forms;
- ❌ references to other religions, deities or superstitious figures — for example 佛跳墙 (Buddha), 唐僧肉, god or immortal names;
- ❌ names evoking alcohol even when the product is alcohol-free — beer/drunken-style naming such as 啤酒鸭, 醉鸡, rum- or liqueur-style naming;
- ❌ the Chinese 清真 mark used as if it were the Indonesian halal logo;
- ⚠️ mascots, cartoons and marketing images are screened too, not only the name.
4.6 Common refusals in this category
| Often sent | Why it fails | Send instead |
|---|---|---|
| A product list that does not match the application scope | Scope creep in both directions | One list, used for the application, the label check and the certificate appendix |
| One photo covering five products | No per-product evidence | One photo per SKU, content visible |
| Closed-box photos | Proves packaging exists, not what is sold | Unpackaged or transparent-container photo |
| Ingredient list differing from the material list | The file contradicts itself | Reconcile the two and resubmit, naming the difference |
| A new product already on sale but not on the list | Selling outside the certified scope | Add it to the list (or report it as pending) before it ships |
5. Halal Monitoring and Evaluation
5.1 Why we ask
Criterion 5 asks whether the company watches itself. A halal assurance system that depends on the auditor visiting once a year is not a system. The company runs its own internal audit at least once a year, and its top management reviews the results and decides what to fix. These two documents, plus the corrective actions behind them, are what survives after the certificate is issued.
5.2 Halal Internal Audit Form (template provided)
| Requirement | 中文 | What it means in practice |
|---|---|---|
| Conducted at least once a year | 每年至少一次 | Every 6 months is acceptable and encouraged. Two years without an audit is a finding |
| Covers all five criteria | 覆盖五大准则 | The provided form is structured by criterion — do not audit only the materials |
| Auditor independent of the audited area | 审核员独立于被审核部门 | Quality staff may audit production; production staff may not audit their own line |
| Findings recorded with evidence | 记录符合／不符合及证据 | Compliant / non-compliant per item, with a remark naming the document checked |
| Findings feed corrective actions | 不符合项整改 | Every non-compliance becomes an action with an owner and a deadline |
5.3 Halal Management Review Form (template provided)
| Requirement | 中文 | What it means in practice |
|---|---|---|
| Conducted at least once a year | 每年至少一次 | Minutes or a report with a date, kept on file |
| Top management participates | 最高管理者参加 | The review is where resources are committed — it is not a quality-department meeting |
| Answers all five criteria | 逐条回应五大准则 | One row per criterion, answering from the internal audit findings |
| Produces decisions with owners and deadlines | 形成决议、责任人和期限 | An action list, not a discussion summary |
Send the filled internal audit and management review (with participant list and photographs), not just the blank forms. Where the first cycle is still pending — for example because training must happen first — state the planned date rather than leaving the section empty.
5.4 Corrective actions and complaints
| # | 中文 | What to keep |
|---|---|---|
| 5.1 | 整改记录（CAPA） | A register of every non-compliance: root cause, action, owner, deadline, and verification that the action worked |
| 5.2 | 清真投诉记录 | Halal-related complaints recorded and handled separately from general complaints |
| 5.3 | 变更报告 | Every change to a material, supplier, formula, process or product — reported before use (see §5.5) |
5.5 Changes must be reported before they happen
After certification, a new material, a new supplier of an existing material, a reformulation, a new process step or a new product is not a routine decision. Each one needs pre-approval, and the approved version goes into the material list. A new brand of the same material is still a change. Using an unapproved change — even a halal one — is a non-compliance, and Chinese supply chains switch vendors frequently, which makes this the most common way an SJPH fails in practice.
5.6 Common refusals in this category
| Often sent | Why it fails | Send instead |
|---|---|---|
| Blank internal audit and review forms | Proves the forms exist, not that the system runs | Filled records with dates, participants and findings |
| An internal audit covering only materials | Criterion 5 requires all five criteria | The full checklist, answered per criterion |
| A management review that is a discussion summary | No decisions, no owners, no deadlines | Action list with names and dates |
| Non-compliances “closed” verbally | Not verifiable | The CAPA register with the verification of effectiveness |
| A supplier change made quietly, discovered at audit | Unapproved change | Report the change before use — the fix is pre-approval, not disclosure afterwards |
6. Supporting evidence — how the system looks in practice
These five items do not belong to one criterion; they are the proof that the documents in categories 1–5 describe something that is actually happening in the plant. They are usually the cheapest part of the file to prepare and the part most often missing entirely.
6.1 Halal socialization — 清真宣贯
The halal management team introduces halal and the company’s halal policy to the company’s staff.
| What to send | 中文 | Format |
|---|---|---|
| Photographs of the socialization meeting | 宣贯会议照片 | images, dated, showing the room and the participants |
| Attendance list signed by participants | 签到表 | PDF/image, with names, department and signature |
6.2 Halal internal training — 内部培训
Internal training on halal implementation, run by the halal management team, with a measurable result.
| What to send | 中文 | Format |
|---|---|---|
| Training material and agenda | 培训资料与议程 | |
| Attendance list | 签到表 | PDF/image |
| Participant assessment — typically the scores of the halal quiz | 考核成绩（如清真知识测试成绩） | PDF/image/table |
| Training photographs | 培训照片 | images |
6.3 Halal policy implementation — proof on the wall
The halal policy from §1.8 must be displayed in the facility, not only filed. Send photographs of the signed and stamped poster as it hangs in the production area or warehouse.
| What to send | 中文 | Format |
|---|---|---|
| Photo of the displayed halal policy poster | 清真政策上墙照片 | images, wide shot and readable close-up |
6.4 HAS implementation practice — proof on the wall
The same applies to the statements that make up the halal assurance system: they must be visible where people work.
| What to send | 中文 | Format |
|---|---|---|
| Photo of the displayed Halal & Haram definition | 清真与非清真定义上墙照片 | images |
| Photo of the displayed Pork-Free Statement | 无猪肉声明上墙照片 | images |
| Photos of other displayed halal notices (material control, cleaning, handover) | 其他清真标识照片 | images |
6.5 How to photograph posters and meetings
Wide shot to show where it is displayed, close-up to show what it says, and a date. A close-up of a poster on a desk proves the poster exists, not that it is displayed. Photographs of the facility note the building and area where they were taken.
7. How to send the documents
7.1 Format and quality
| Item | Requirement |
|---|---|
| Documents with a seal | Scan or a straight, well-lit photo showing the whole page including the seal; PDF preferred |
| Photographs | JPEG/PNG, sufficient resolution to read labels; name each file with the product or area it shows |
| Tables | Excel or Word — not a photograph of a screen |
| File names | Category-Item_Company_Description_YYYYMMDD — for example 2.5_MaterialPurchaseRecord_CompanyName_2026-08-31.xlsx |
| Language | Chinese originals as issued, plus an English or Indonesian summary of the key fields (name, scope, address, dates). Tell us which documents were translated and by whom |
| Folders | Mirror the numbering in this guide and in the request pack, so your folder and our review note line up item by item |
7.2 Return-by date and ownership
| Category | Typical lead time | Who must be involved inside the company |
|---|---|---|
| 1 Legal, Administrative and Commitment | within 1 week | management, HR, whoever holds the seal |
| 2 Materials | 2–4 weeks (supplier-dependent) | purchasing, quality — start this first |
| 3 Process | 1–2 weeks, once the record window is fixed | production, warehouse, engineering |
| 4 Products | 1 week, unless new photography is needed | production, marketing/packaging design |
| 5 Monitoring and Evaluation | depends on whether the internal audit has been run | halal management team, top management |
| 6 Supporting evidence | 1 week | HR, production, whoever can print and display posters |
Name one company contact who owns the whole return and can answer in English or Indonesian, or who can arrange an interpreter. Documents from suppliers and site photographs are what make a China file long; an owner inside the company is what makes it finite.
7.3 The covering email to send with the return
Dear [LPH], please find our halal certification documents, organised by the five categories of the client guide. We have completed the forms and attached the supporting evidence. [List any items not yet available, with the reason and the expected date.] We would like to sign a mutual NDA if supplier documents require it. Our contact for this file is [name, phone, email].
8. Printable checklist (中文)
Copy this block when the full guide is more than the first contact needs.
一、法律、行政与承诺
1 企业名称、地址（市/区、省、邮编）、电话、邮箱
2 企业类型、企业规模
3 营业执照（副本，盖公章）、统一社会信用代码
4 负责人（姓名、职务、电话、邮箱、授权文件）
5 工厂清单（厂名、厂址、生产产品、SC 证号、自有/代工/租赁）
6 营业执照、公司简介、组织机构图、申请书及委托书、现有认证证书
7 清真管理小组任命书（成员、职责、组长） ［模板］
8 清真政策声明书 ［模板］
9 清真保证体系（HAS）实施规范 ［模板］
10 清真与非清真定义声明书 ［模板］
11 无猪肉及其衍生物声明书 ［模板］
二、物料
12 物料清单（原料、食品添加剂、加工助剂、直接接触包装/润滑剂/消毒剂、清洁剂、清洁验证培养基）
13 物料核心数据（中文名、品牌、供应商、生产商、原产国、功能、用量）
14 关键物料证明：CoA、规格书/TDS、MSDS、法规数据表（RDS）
15 物料生产工艺流程图；动物源性物料清真证书
16 植物来源加工物料声明；发酵/色素/酶制剂来源说明；酒精来源声明
17 供应商资质（营业执照、SC 生产许可证）
18 物料采购记录（序号、物料及品牌、生产商、供应商、数量、采购日期） ＋发票
19 物料检验记录（序号、采购/到货日期、名称/品牌/编码、供应商、符合性）
20 产品—物料对照表
三、工艺（生产流程）
21 生产工艺流程图（每个工艺一份：名称、说明、投料、适用产品）
22 车间平面图／厂区平面图（含物流人流方向、清真/非清真区域）
23 厂区情况说明（是否清真专用、共用设备、员工食堂）
24 物料出入库台账（序号、物料及品牌、生产商/供应商、入库日期、出库日期、数量）
25 成品出入库台账（序号、产品名称、生产批号、入库日期、出库日期、数量）
26 生产产量记录（序号、日期、产品名称、数量）
27 销售／发货台账（序号、日期、产品名称、数量、目的地）
28 清洗消毒 SOP 及记录、投料/批生产记录
四、产品
29 产品清单（名称、包装形式、工艺、工厂、目标市场）
30 产品照片（每个产品单独照片，需见内容物；标签正反面可辨识）
31 配料表、标签及规格书（执行标准）
32 产品—物料对照表（同 20）
五、清真监督与评估
33 清真内部审核表（每年至少一次，覆盖五大准则） ［模板］
34 清真管理评审表（每年至少一次，最高管理者参加） ［模板］
35 整改记录（CAPA）、清真投诉记录、变更报告
六、其他重要文件
36 清真宣贯：会议照片、签到表
37 内部清真培训：培训资料、签到表、考核成绩、培训照片
38 清真政策上墙照片
39 清真与非清真定义、无猪肉声明上墙照片
9. Cross-reference to the auditor’s request pack
This page and the document request describe the same documents in two arrangements. When you return files, either numbering works — say which one you used.
| This guide | Request pack tier | Subject |
|---|---|---|
| §1.2–§1.6, §1.7 items 1.1–1.6 | Tier 1 (items 1–8) | Legal, identity and scope |
| §1.8 commitment package (items 1.7–1.11) | Tier 1 (items 4–5) + §6.3–6.4 here | Policy, management team, statements, display |
| §2 forms and supplier documents | Tier 2 (items 13–22) | Materials and supplier evidence |
| §3 flowcharts, plans, records | Tier 3 (items 23–31) | Process, facility and records |
| §4 products, labels, photographs | Tier 2 §3.1 (items 9–12) | Products, labels, photographs |
| §5 internal audit and management review | Tier 3 (item 32) | Monitoring and evaluation |
| §6 training, socialization, display | Tier 3 (item 33) + criterion 1 evidence | Supporting evidence |
Two overlaps are deliberate: the purchase and inspection records appear in §2 here (item 22 in the pack) and the same tables support §3 of the pack, and the product–material matrix (§2.8) appears in both arrangements because it belongs to both materials and products.
What we never ask you for, because the LPH verifies it independently: official registry lookups (GSXT) against your licence, whether a claimed halal body is on the BPJPH-recognised list, BPJPH/SIHALAL status, and the choice of samples and laboratory. A company-supplied version of any of these is not the evidence.
Map: document request pack · criterion 1 · criterion 2 · criterion 3 · criterion 4 · criterion 5 · Guide 02 — onboarding