Selling on Amazon requires meeting specific product compliance standards, especially for European markets. One key area is the General Product Safety Regulations (GPSR), where sellers must submit details about the responsible person, manufacturer, and safety information. This guide simplifies the process, helping you avoid delays by fulfilling Amazon’s requirements accurately.
Understanding GPSR Requirements on Amazon
Amazon requires sellers to submit product information that aligns with GPSR, ensuring products meet safety and quality standards before reaching consumers. For most products, this includes details about the responsible person (the company in charge of product safety), manufacturer contact details, and warning or safety documentation. Following these guidelines protects both buyers and sellers by creating transparency and safety assurance
Submitting Responsible Person Contact Details
One of the most critical steps in meeting GPSR compliance is identifying and submitting the responsible person’s contact details. This step verifies that someone is accountable for the product’s safety and quality.
Selecting the Responsible Person
The responsible person may be the manufacturer, distributor, or an appointed entity responsible for product safety compliance. If the label states “Made in [Country],” you’re typically looking at the manufacturer’s information as the responsible party.
Submitting Contact Information
- Log into your Amazon Seller Central account and locate the compliance section for your product.
- Click on “Responsible Person Details.” Here, you’ll be prompted to enter the name, address, and other contact details of the responsible party.
- Include as much information as possible, such as the company’s name, email address, and website. Even optional fields, like phone number, can help expedite the validation.
- Save and submit the information. Amazon will review this submission to ensure it meets compliance standards.
Tip: If the product doesn’t have a specified responsible person, use the manufacturer’s contact details.
Providing Manufacturer Contact Information
Amazon also requires contact information for the manufacturer. This information should be visible on the product label or packaging, usually with the address and a website link.
Locating Manufacturer Information
Check the product packaging for details. You’ll often find the manufacturer’s name and address on the label or an accompanying insert. If you’re unsure, visit the company’s website and look for a “Contact” or “About Us” page for verification.
Entering Manufacturer Details
- Navigate to the “Manufacturer Information” section in your product’s compliance area on Seller Central.
- Enter the manufacturer’s name, address, and website (if available).
- Double-check details like postal codes or state information, especially for international submissions.
- Save and submit the manufacturer information. Amazon will notify you if additional information is needed.
Uploading Warning and Safety Information
Amazon may request additional safety information for certain products. Typically, this is necessary for products that could pose safety risks, like cosmetics or electronics.
Types of Safety Information
Amazon accepts various types of documents for safety compliance:
- Installation manuals
- Instructions for use
- Patient or provider fact sheets
- Safety information guides
- User manuals
If your product includes safety warnings or instructions, prepare these in advance.
Converting and Uploading Files
- Amazon requires these documents to be uploaded in PDF format. If your document is an image, convert it using a scanner or online image-to-PDF tool.
- Once converted, upload the PDF by selecting “Instructions for Use” or the most relevant document type.
- Set the language of the document and submit.
When to Skip Safety Information
Some products don’t require specific safety documents. For low-risk items like a comb or cup, Amazon provides an option to attest to the product’s safety.
- Navigate to the Safety Information section.
- If your product does not require safety documentation, simply check “Yes” under the statement affirming its safe use without additional information.
- Save and submit to complete this section.
Note: This is only for products where common sense indicates minimal risk. For example, hair care products may need usage instructions but don’t require extensive safety warnings.
Tips for Avoiding Delays in Document Validation
Amazon may take up to seven days to validate each submission. Here’s how to ensure your documents meet their standards:
1. Using the Correct File Formats
Amazon has strict guidelines regarding acceptable file formats, primarily preferring PDF files for document submissions. Many sellers mistakenly upload image files (such as JPEG, PNG, or GIF formats), which Amazon’s system will automatically reject. This can delay the validation process and may even trigger additional compliance warnings.
Tip: When converting images to PDFs, double-check the readability. Sometimes, scanning or converting can reduce the document’s quality, making text unclear. Use a high-resolution setting when scanning, and make sure all necessary information is visible before uploading.
2. Ensuring Document Clarity and Readability
For Amazon’s review team to validate your document smoothly, the information should be easy to read and free from blurring or smudges. This is especially important for documents that may include small fonts or symbols. Aim to submit clear, high-resolution copies that capture all necessary details. Poor-quality files are often rejected, causing further delays.
3. Consistent and Accurate Document Labeling
Document labeling is another area that can impact validation speed. Amazon often processes multiple documents per product, so organizing them clearly and consistently helps their review team identify each document’s purpose quickly. Use Amazon’s recommended labeling conventions, typically suggesting labels such as “PSO1,” “PSO2,” and so on, to indicate the order and content of each document.
4. Reviewing Document Completeness Before Submission
Before uploading any files, carefully review each document to ensure it contains all required details Amazon might need. Missing information (like a manufacturer’s address or safety instructions) can lead to immediate rejection. Go through a checklist for each document, verifying that essential information such as responsible party details, manufacturer information, and safety warnings are included and correct.
5. Keeping Digital Backups and Records of Submissions
It’s also beneficial to keep digital backups of all documents you submit to Amazon. Store a clear and organized record, including dates of submission and labeled files. Should Amazon request a re-upload or further clarification, having readily accessible files will save time, allowing you to respond quickly without needing to retrieve or reformat documents.
What You Can Do Instead of Manual Document Submission
Not all sellers may need to go through this manual submission process. If you’re handling a large product inventory, consider these alternatives:
Amazon’s Support Options
Amazon provides support resources to help answer compliance questions and provide guidance on file formats and requirements.
Consulting Compliance Experts
For complex or high-risk products, it’s often worth consulting compliance professionals. They can manage submissions and ensure you’re up to code, saving you time and potential fines. Navigating the intricacies of Amazon’s compliance system can be daunting, but with expert guidance, you can streamline your process and avoid costly mistakes.
Need help with your product compliance? Reach out to us for personalized mentorship and guidance. Our experts can assist you with everything from document submissions to ensuring your products meet Amazon’s standards. Email us today at crinyamah@gmail.com to get started!
How to Stay on Top of GPSR Requirements
Regulations change, and so do Amazon’s requirements. Regularly check Amazon’s compliance documentation and stay updated on any regulatory adjustments. Proactively ensuring your product compliance can prevent account issues and ensure a smoother selling experience.
Frequently Asked Questions (FAQs)
1. What is the difference between the responsible person and the manufacturer?
The responsible person is the entity accountable for product safety in the European Union, which could be the manufacturer, distributor, or a third-party representative. The manufacturer is the entity that produces the product, and the responsible person may vary depending on the product’s supply chain.
2. How long does it take for Amazon to validate my compliance documents?
Amazon typically takes up to seven days to validate compliance documents. If there are any issues with the files (such as incorrect format or missing information), this can lead to further delays, so ensure your submissions are accurate.
3. Can I skip submitting safety information if my product seems safe?
Yes, for certain low-risk products, you may attest to their safety by checking a box under “Safety Information” instead of uploading documentation. However, for products with potential risks (like cosmetics or electrical items), it’s recommended to provide the requested safety details.