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GPSR Compliance Seller Checklist & Template for Sellers

If you are selling to EU or Northern Irelend, please use this handy template to ensure your product align with General Product Safety Regulation (GPSR) requirements. Each section helps you review and document safety measures for your products. Please copy and use this tick box template for all your products. Following the template below we have additionally created a detailed prompt guide on how to correctly fill it in, with examples and tips. Finally, at the very end we have also done an example completed template. It may look complicated but we’ve tried to make it as easy as we can! You can do it!


1. Product Information

  • Product Name:
  • Product Description:
  • Intended Use:

2. Safety Risk Assessment

Evaluate potential hazards and document mitigation measures:

  • Choking Hazards (if applicable):
    □ Not Applicable
    □ Risk Identified and Addressed
    (Describe):
  • Sharp Edges or Points:
    □ Not Applicable
    □ Risk Identified and Addressed
    (Describe):
  • Toxic or Harmful Materials:
    □ Not Applicable
    □ Risk Identified and Addressed
    (Describe):
  • Electrical Safety (if applicable):
    □ Not Applicable
    □ Compliance with Standards (List certifications or tests):

3. Safety Labels and Instructions

Confirm inclusion of required labels and instructions:

□ Clear usage instructions provided.
□ Warning labels for hazards (e.g., “Choking hazard – Not suitable for children under 3”).
□ CE Marking or other compliance marks where required (e.g., toys, electronics).
□ Contact details for customer support or product feedback.

4. Technical Documentation

Ensure the following documentation is complete and stored for 10 years:

□ Design specifications.
□ Materials used (include Material Safety Data Sheets where applicable).
□ Test reports or safety certifications.
□ Manufacturer or supplier information.

5. Authorised Representative (If Selling to the EU or Northern Ireland)

  • Name of Authorised Representative:
  • Contact Information:
    □ Confirm that your representative is documented in product listings and available to regulatory authorities.

6. Digital Products (If Applicable)

For software, patterns, or other digital items:

□ Confirm files are error-free and user-friendly.
□ Provide clear instructions for use and disclaimers if needed.
□ Address potential risks or consequences of misuse.

7. Market-Specific Compliance

□ UK Safety Standards Met (for UK sales).
□ EU GPSR Standards Met (for EU or Northern Ireland sales).
□ Ensure region-specific regulations are addressed in your product description.

8. Shipping and Distribution

□ Confirm that packaging protects the product and reduces risk of damage during shipping.
□ Include any relevant safety instructions on the packaging.

9. Ongoing Monitoring and Feedback

□ Monitor customer feedback for safety-related issues.
□ Have a plan for recalls or repairs if safety concerns arise.

10. Declaration of Compliance

I have reviewed the above checklist and confirm that this product complies with all applicable safety regulations.

Seller’s Name:
Date:

This checklist can be customised and adapted for specific products or servies. Keep this document on file for regulatory inspections or customer inquiries.


How to fill in your General Product Safety Compliance Checklist

This expanded checklist provides a more detailed guidance for each point, helping sellers document compliance for a variety of products. With tailored guidance, examples, and multiple-choice prompts to help sellers adapt it to their specific product type and ensure full compliance. Each point includes detailed explanations and multiple-choice prompts with guidance on how to respond effectively.


1. Product Overview

  1. Product Name
    • What is the official name of your product?
      Example: “Handmade Wooden Toy Car” or “Silver Pendant Necklace with Chain.”
    • Prompt: Is the name specific and descriptive enough to identify the product easily for regulatory or consumer purposes? Avoid vague names like “Craft Item.”
  2. Product Description
    • What materials, components, or features define your product?
      Example: “A handcrafted wooden toy car made from sustainably sourced beechwood, painted with non-toxic acrylic paint.”
    • Prompt: Does the description include what the product is, its primary materials, and how it is intended to be used?
  3. Target Audience
    • Who is this product designed for? Choose one or more categories:
      • Adults
      • Children (ages 0–3)
      • Children (ages 3–12)
      • General Audience
    • Tip: If selling to children, note the age group and ensure the product meets stricter safety standards.
  4. Primary Market(s)
    • Where will this product be sold?
      • United Kingdom
      • European Union
      • Northern Ireland
      • United States
      • Other (Specify): ________
    • Tip: Be aware of region-specific safety and labeling requirements.

2. Potential Safety Risks

When identifying potential hazards, consider all stages of the product lifecycle, from production to end-use. Below are examples for common product categories:

  1. Choking Hazards
    • Example for Jewelry: A pendant or bead could detach from a necklace or bracelet, posing a choking risk for children.
    • Example for Toys: Small, detachable parts on a wooden car or puzzle pieces may be swallowed by children under 3 years.
    • Example for Clothing: Decorative buttons or embellishments on baby clothing could become detached.
    Prompt:
    • Does the product contain small components that could break off or become loose?
    • Have you tested how securely parts are attached (e.g., pull tests)?
  2. Sharp Edges or Points
    • Example for Jewelry: Sharp edges on a pendant or poorly finished clasps can cause cuts or scratches.
    • Example for Home Decor: Metal wall art or candleholders might have sharp edges or burrs.
    • Example for Toys: Unfinished wooden toys could have splinters or sharp corners.
    Prompt:
    • Are there any edges or points that could injure the user during normal use?
    • Have you sanded or smoothed surfaces and edges to remove potential hazards?
  3. Fire Hazards
    • Example for Candles: The wick or container could overheat or tip over, causing a fire.
    • Example for Clothing and Textiles: Children’s nightwear must meet flammability standards to prevent fire risks.
    • Example for Soap Making Kits: Alcohol-based fragrance oils or additives could ignite if improperly stored or used.
    Prompt:
    • Does the product include flammable materials, or could it ignite during normal or foreseeable misuse?
    • Have you provided clear warnings about fire safety (e.g., “Keep away from open flames”)?
  4. Toxic or Allergenic Materials
    • Example for Jewelry: Metals such as nickel or lead can cause allergic reactions or toxicity if ingested.
    • Example for Toys or Teething Products: Paints or coatings that contain harmful chemicals could leach out if chewed.
    • Example for Cosmetics or Soaps: Essential oils, fragrances, or preservatives could trigger allergies in sensitive users.
    Prompt:
    • Are all materials safe for prolonged skin contact or ingestion (where applicable)?
    • Have you verified your materials with suppliers or conducted chemical tests?
  5. Strangulation or Entrapment Hazards
    • Example for Jewelry: Long necklaces or cords could wrap around a child’s neck.
    • Example for Clothing: Drawstrings on hoodies or jackets could become entangled.
    • Example for Toys with Ropes or Strings: Toys with long cords or strings could pose a strangulation risk for small children.
    Prompt:
    • Does the product include cords, strings, or chains longer than regulatory safety limits (e.g., EU toy safety limit is 22 cm for strings)?
    • Have you considered alternative designs or provided warnings about supervision?
  6. Electrical Hazards (If Applicable)
    • Example for Electronics: A battery-operated night light could overheat or cause a short circuit.
    • Example for Toys: Toys with button batteries could cause choking or chemical burns if the battery compartment isn’t secure.
    Prompt:
    • Does the product include electrical components?
    • Have you tested for overheating, battery security, or circuit safety?

2.2 Mitigation Measures

  1. Choking Hazards Mitigation
    • Example for Jewelry: Beads and pendants are attached with high-strength adhesive and pull-tested to withstand a minimum force of 50 Newtons.
    • Example for Toys: Small parts are secured with child-safe screws or permanently affixed using non-toxic glue.
    • Example for Clothing: Buttons are double-stitched and tested to ensure they remain secure during wear and washing.
    Prompt:
    • Have you conducted physical tests to ensure small parts cannot detach under normal use or foreseeable misuse?
  2. Sharp Edges or Points Mitigation
    • Example for Home Decor: Edges of metal components are deburred and rounded off during manufacturing.
    • Example for Wooden Toys: Sanded down all edges to ensure a smooth finish and applied child-safe, non-toxic varnish.
    • Example for Jewelry: Clasps and hooks are polished to remove sharp points.
    Prompt:
    • Have you inspected all surfaces and edges for potential harm to users?
    • Are manufacturing tools calibrated to avoid producing sharp or jagged components?
  3. Fire Hazards Mitigation
    • Example for Candles: Wick length is optimized to prevent excessive flames. The candle is tested in different environments to assess overheating risks.
    • Example for Textiles: Children’s clothing complies with flammability standards (e.g., BS EN 14878 for nightwear).
    • Example for Soap Kits: Kits include storage instructions for flammable fragrance oils, such as “Keep away from heat sources.”
    Prompt:
    • Have you tested your product under extreme conditions (e.g., proximity to heat sources)?
    • Have you added usage warnings to packaging or instructions?
  4. Toxic or Allergenic Materials Mitigation
    • Example for Jewelry: Only use nickel-free, lead-free alloys. Tested with suppliers’ certifications for allergen safety.
    • Example for Toys: All paints and coatings are certified non-toxic and compliant with EN 71-3 standards.
    • Example for Soaps or Cosmetics: All ingredients are labeled, with allergens clearly identified (e.g., “Contains almond oil”).
    Prompt:
    • Have you verified your materials meet industry safety standards?
    • Are allergenic ingredients disclosed on product labels?
  5. Strangulation or Entrapment Hazards Mitigation
    • Example for Jewelry: Long necklaces include a breakaway clasp to prevent strangulation.
    • Example for Clothing: Drawstrings are designed to be no longer than 15 cm, in line with EU safety regulations.
    • Example for Toys: Ropes and strings are securely attached and tested for breakage under force.
    Prompt:
    • Have you tested cords and strings for durability and appropriate length?
    • Is there a risk of misuse, and have you addressed this in your design or instructions?
  6. Electrical Hazards Mitigation
    • Example for Toys: Battery compartments are secured with screws to prevent access by children.
    • Example for Electronics: Components have been tested for overheating and comply with electrical safety standards (e.g., CE certification).
    Prompt:
    • Are electrical components certified by a regulatory body?
    • Have you conducted usability testing to identify risks during operation?

2.3 Additional Notes on Safe Usage

  • Prompt: Are there specific behaviors or conditions that could increase risks? Have these been addressed in instructions?
    • Example for Candles: “Do not burn the candle for more than 4 hours at a time to prevent overheating.”
    • Example for Clothing: “Wash at 30°C to prevent material shrinkage or damage to embellishments.”
    • Example for Toys: “Supervise children under 3 when playing with this toy.”

3. Safety Labels and Instructions

  1. Instructions for Use
    • Provide step-by-step instructions on how to use the product.
      • Example: “Light the candle wick, allow wax to melt evenly across the surface before extinguishing.”
    • Prompt: Are the instructions clear enough for someone with no prior experience to use the product safely?
  2. Warning Labels
    • What warnings are required by law or good practice?
      • Choking hazards (e.g., “Not suitable for children under 3 years”).
      • Flammability (e.g., “Keep away from open flames”).
      • Allergens (e.g., “Contains shea butter; avoid if allergic to nuts”).
    • Tip: Ensure warnings are prominently displayed on packaging and product listings.
  3. Regulatory Marks
    • Does your product require regulatory marks (e.g., CE marking, safety certifications)?
      • Yes – Specify: _______
      • No

4. Materials and Documentation

  1. Materials Used
    • List all components and materials.
      Example: “Wooden toy made from FSC-certified oak, painted with non-toxic paints.”
    • Prompt: Are materials safe and free from known risks like lead, nickel, or toxic dyes?
  2. Source of Materials
    • Provide supplier details:
      • Name: _______
      • Contact Information: _______
    • Tip: Request Material Safety Data Sheets (MSDS) from suppliers for documentation.
  3. Testing and Certification
    • Has the product undergone any testing or certification?
      • Yes – Specify tests (e.g., tensile strength for jewelry, flammability for fabrics).
      • No – Arrange for testing if needed.

5. Packaging and Shipping

  1. Packaging Design
    • How is the product packaged to ensure safety?
      Example: “Each necklace is wrapped in tissue paper and placed in a padded gift box.”
  2. Safety Instructions on Packaging
    • Include any necessary safety messages directly on the packaging.
      Example: “Keep out of reach of children.”
  3. Shipping Methods
    • How is the product protected during shipping?
      • Bubble wrap
      • Corrugated boxes
      • Other: ________
    • Tip: Test your packaging under typical shipping conditions.

6. Authorised Representative (For EU and Northern Ireland Markets)

  1. Do You Need an Authorised Representative?
    • Are you selling in the EU or Northern Ireland?
      • Yes – Appoint an Authorised Representative.
      • No – Not required.
  2. Authorised Representative Details
    • Name: _______
    • Contact Information: _______
  3. Listing Compliance
    • Have you included the representative’s details in product listings?
      • Yes
      • No

7. Ongoing Safety Monitoring

  1. Feedback Review System
    • How do you monitor customer feedback?
      Example: “Reviews are checked weekly for safety-related concerns. Any issues are documented and investigated.”
  2. Recalls or Repairs Plan
    • What is your plan for addressing safety concerns?
      Example: “If a defect is identified, affected customers will be contacted via email and offered a replacement.”

8. Digital Product-Specific Compliance (If Applicable)

  1. File Usability
    • Are files error-free and user-friendly?
      • Yes – Tested by third-party users.
      • No – Review instructions for clarity.
  2. Disclaimers
    • Include any necessary usage warnings:
      Example: “For personal use only; commercial use prohibited.”

9. Declaration of Compliance

“I hereby confirm that the [Product Name] has been tested, labeled, and documented according to the applicable safety regulations. All necessary steps have been taken to mitigate risks and ensure the safety of consumers.”

Signed by: _______
Date: _______

Product Safety Compliance Checklist Template Completed Example

Product example: Handmade Necklace

1. Product Information

  • Product Name: Gothic Silver Charm Necklace
  • Product Description: A handmade necklace featuring a black leather cord, a silver-tone charm, and a clasp.
  • Intended Use: Fashion accessory for adults.

2. Safety Risk Assessment

Evaluate potential hazards and document mitigation measures:

  • Choking Hazards (if applicable):
    □ Not Applicable
    ☑ Risk Identified and Addressed
    Description: Small charm could be a choking hazard if detached. Tested the strength of the attachment to ensure it withstands normal use.
  • Sharp Edges or Points:
    ☑ Not Applicable
  • Toxic or Harmful Materials:
    ☑ Not Applicable
    Notes: Verified that all components (leather cord and charm) are nickel-free and lead-free.
  • Electrical Safety (if applicable):
    ☑ Not Applicable

3. Safety Labels and Instructions

Confirm inclusion of required labels and instructions:

☑ Clear usage instructions provided.
“Not suitable for children under 14 years due to small parts.”

☑ Warning labels for hazards:
Label included: “Keep away from fire or high heat to prevent damage.”

☑ CE Marking or other compliance marks where required:
CE marking not applicable to this product type.

☑ Contact details for customer support or product feedback.
Included on the packaging: seller email and phone number.

    4. Technical Documentation

    Ensure the following documentation is complete and stored for 10 years:

    ☑ Design specifications.
    Includes sketches of the necklace dimensions and charm design.

    ☑ Materials used.
    Leather cord: vegan synthetic material, free of harmful chemicals.
    Charm: silver-plated zinc alloy, nickel-free and lead-free.

    ☑ Test reports or safety certifications.
    Pull strength test completed on clasp and charm attachment.

    ☑ Manufacturer or supplier information.
    Cord supplier: Sustainable Cords Co.
    Charm supplier: Artisan Metalworks, EU.

      5. Authorised Representative (If Selling to the EU or Northern Ireland)

      • Name of Authorised Representative: SafeSell EU Compliance Services
      • Contact Information: [email protected]
        ☑ Confirmed inclusion of representative details in product listings and documentation.

      6. Digital Products (If Applicable)

      ☑ Not applicable to this product.

      7. Market-Specific Compliance

      ☑ UK Safety Standards Met (for UK sales).
      Verified that materials meet UK consumer safety guidelines.

      ☑ EU GPSR Standards Met (for EU or Northern Ireland sales).
      Verified product meets EU safety regulations for fashion accessories.

      ☑ Ensure region-specific regulations are addressed in your product description.
      Description includes: “Compliant with UK and EU safety standards for fashion jewelry.”

        8. Shipping and Distribution

        ☑ Confirm that packaging protects the product and reduces risk of damage during shipping.
        Necklace is placed in a padded jewelry box within a bubble mailer.

        ☑ Include any relevant safety instructions on the packaging.
        Sticker on box: “Keep out of reach of children.”

          9. Ongoing Monitoring and Feedback

          ☑ Monitor customer feedback for safety-related issues.
          Implemented a monthly review of feedback for potential safety concerns.

          ☑ Have a plan for recalls or repairs if safety concerns arise.
          Contact customers via email for recall notices and provide free replacement service.

            10. Declaration of Compliance

            ☑ I have reviewed the above checklist and confirm that this product complies with all applicable safety regulations.

              Seller’s Name: Jane Doe
              Date: December 12, 2024


              This example shows how to document compliance for a necklace, addressing risks, ensuring proper labeling, and maintaining documentation for inspections.

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