Supplier evidence request — US certification

Letter inputs — nothing is uploaded

Your company Your name Your email / phone Your address line Supplier company Supplier contact Models covered Reference / PO Annual volume First purchase order Jurisdictions named

Loads a US evidence gap check and drops whatever is already in hand.

[your company] [address]
[email · phone]

Date

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Reference

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Subject

Dear [contact],

We buy the lithium battery packs for our [models] from you — roughly [volume] a year — and we are placing our next purchase order on [date]. This letter is about the certification evidence we need from you before that order, because those packs are now sold into [jurisdictions], and each of those jurisdictions requires accredited-laboratory certification.

There is no federal micromobility battery rule in force and no US battery passport, so this is not a data record like the European one. It is a certificate, a test report and a mark. The five jurisdictions name their own standards, and the District of Columbia names a different battery standard (EN 50604) from the other four. A certificate issued for a different cell, BMS, charger or enclosure is not a certificate for what we ship.

In most of these jurisdictions the duty falls on us as the seller, importer or distributor, not on you — New York State reaches assemblers and reconditioners as well. But a certificate can only come from the party that engaged the laboratory, and the evidence only exists at your end. That is why we are asking now rather than at the loading dock.

What we are not asking for. Not a new test if the model is already certified, and not a certificate in our name — the certificate holder can stay with you. What we need is the document set you already hold: the certificates, the full reports behind them, and the artwork files for the marks. If one report covers several models, send the model list instead of a separate report for each.

A · Certificates we need sent

No.	Certificate	What we need from you	Acceptable as

B · Test reports behind those certificates

A certificate is a one-page conclusion. California requires us to produce a true and accurate copy of the test report issued by the laboratory, on request, and a retailer asking us for it will not accept the certificate. Send the full report, all pages, including the sample description.

No.	Report	What we need from you	Acceptable as

C · Mark artwork and label files

The marking duties are literal: New York State requires the laboratory's mark on the packaging and directly on the product; California requires the mark and the standard permanently affixed. We can set the artwork, but only with your mark files and the exact wording you are entitled to use.

No.	Artwork	What we need from you	Acceptable as

D · Four confirmations, by email

E · Dates

Acknowledge by

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A short reply naming who will handle this is enough.

Everything above by

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Fifteen working days before the order.

First purchase order

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Held until the evidence is in hand.

The order date is the one that sets the deadline, and the deadline is the one that matters: a certificate cannot be issued in the week a plant is shut. Chinese New Year falls on 6 February 2027; production slows from mid-January, so first-quarter shipments are already inside that window and the documents need to leave your side before it, not during it.

One date sits beyond this order. From 1 January 2028, Illinois accepts UL 2849 only — an EN 15194-only certificate stops being enough there. If we intend to sell this model in 2028 and the pack is certified on EN 15194 alone today, we would rather start the UL 2849 work with this order than re-certify under time pressure later.

F · What we will send you

A non-disclosure agreement covering the reports, if your compliance team needs one before releasing them.
Our brand assets and the label layout we propose, so your mark sits inside a design you have approved.
The model list we intend to order, with the cell, BMS, charger and enclosure we expect, so you can tell us whether the certificate covers that combination.
One named contact on our side, and the listing copy we draft, for you to check before it goes live.

G · If the evidence does not arrive

We would rather not write this paragraph, but you should have it in writing. If the certificates in Part A and the reports in Part B are not with us by [date], we cannot ship the packs into those jurisdictions, the order of [date] will be held, and we will qualify a second supplier in parallel. The exposure is real: New York City can reach $2,000 per device type for a repeat violation and counts each SKU separately, and New York State counts each battery. We would much prefer to keep buying from you; we only need the documents that already exist.

If it helps, we can go through the list on a short call and mark which items your existing files already answer — reply with two or three times that suit you.

Yours sincerely,

Name, position, company