Amazon Compliance Documents for Product Listings

A comprehensive guide for sellers, with special attention to food and beverage items such as mushroom coffee.

1) Understanding Amazon Compliance Documents

Compliance documents are proofs that your business and product meet Amazon’s Seller Policies and UK legal requirements. Amazon requests these documents based on factors such as your account type, product category, ingredients, claims, and fulfillment method.

2) When Amazon Requests Documents

You may need to provide documents in the following situations:

3) Common Types of Compliance Documents

A) Seller and Business Verification

| • Government-issued ID (passport, national ID)
| • Proof of address (bank or card statement)
| • Business registration documents
| • Valid bank account and chargeable credit card |

B) Product Authenticity and Sourcing

| • Recent purchase invoices showing supplier and buyer information
| • Authorization letters for brand or distributor sales |

C) Product Compliance and Safety

| • High-quality packaging photos displaying full labeling
| • Food safety or lab test certificates, if applicable
| • HACCP or GMP certificates for production facilities
| • Nutritional information and allergen labeling compliance (UK Food Hygiene Guidance) |

D) Listing Accuracy

| • Documentation to support any health or nutritional claims
| • Confirmation that product packaging and listing content match exactly |

4) Category Approval for Food and Beverages

The “Grocery and Gourmet Food” category requires Amazon approval. Sellers may be asked to provide:

| • Purchase invoices and clear product images
| • Proof of compliance with UK Food Labelling Regulations
| • Shelf life and storage details for FBA shipments |

5) Compliance for Mushroom Coffee and Functional Foods

Products containing functional or adaptogenic ingredients, such as Reishi, Chaga, and Lion’s Mane mushrooms, are subject to additional scrutiny. These must comply with:

| • UK Food Information Regulations
| • Novel Foods Regulation (for ingredients not widely consumed before 1997)
| • Advertising Standards Authority (ASA) rules for health claims |

6) Label Requirements for Food Products

| • Ingredients listed in descending order by weight
| • Clear allergen statements
| • Name and address of the responsible business operator in the UK
| • Net quantity and “best before” date
| • Storage and preparation instructions if applicable |

7) Health and Functional Claims

Claims such as “boosts immunity” or “enhances focus” are considered health claims and are regulated under the UK Nutrition and Health Claims Register. Only authorized claims with supporting evidence are permitted. Avoid medical or therapeutic language such as “treats,” “heals,” or “prevents disease.”

8) Novel Ingredients and Additional Checks

For ingredients such as mushroom extracts, Amazon or authorities may request:

| • Ingredient specifications including species, extraction method, and dosage
| • Safety or toxicology data
| • Evidence confirming the ingredient is not classified as a novel food |

9) Fulfilled by Amazon (FBA) Requirements

According to Amazon’s FBA Food Guidelines:

| • Products must have at least 90 days of remaining shelf life upon arrival at the fulfillment center
| • Each unit must display a clear expiration or “best before” date
| • Packaging must prevent contamination and odor transfer |

10) Document Review and Approval Process

| • Low-risk listings are automatically approved
| • Higher-risk listings may undergo manual review
| • Missing or unclear documents can lead to temporary rejection
| • Listings may be suspended if later found non-compliant |

11) Common Mistakes to Avoid

| • Invoices without business names or contact details
| • Inconsistent product descriptions or packaging information
| • Mock-up images instead of real product photos
| • Unsubstantiated health or functional claims
| • Missing allergen or business address information on labels |

12) Step-by-Step Compliance Workflow

| 1. Verify product composition, claims, and labeling.
| 2. Gather invoices, certificates, and clear packaging images.
| 3. Create the listing in the appropriate category (Product Classifier Tool).
| 4. Submit documents during category approval if prompted.
| 5. Respond promptly to Amazon compliance requests.
| 6. Maintain organized records for future audits. |

Client Summary

Sometimes Amazon requires compliance documents when listing a product. The exact requirements depend on the category, product composition, and claims. For food and functional items, Amazon often asks for invoices, packaging photos, and proof of compliance with UK labeling rules. These requirements typically appear during or after the listing process, and sellers upload the necessary documents via Seller Central when requested.