The Ozon document form, field by field
Where the upload form is, what each field expects and what to keep consistent with the product card.
Where the form is
In Ozon, open Products, select Quality certificates, and click Add document. The form starts with basic document details and ends with the document file or registry link and the products linked to it.
A refusal letter is a quality document accepted by Ozon, but it is not a permit document and does not prove that a product is safe. For a practical upload sequence, see how to upload a refusal letter to Ozon and Wildberries.
Ozon compares the uploaded document with the product card. It checks the brand, model, article, EAEU HS code, product name, manufacturer and country. Self-employed sellers do not have a Quality certificates tab; Ozon does not require quality documents from them.
Field by field
Document type
Select the document type that matches the document you are adding. If you upload a refusal letter, identify it as the relevant quality document and keep the product description consistent with the document.
The brand, model, article, product name, manufacturer and country shown in the document should correspond to the product card.
Country of issue
Enter the country shown in the document. Check that the country is also stated consistently in the product card and does not conflict with the manufacturer details.
Standard: national or EAEU
Choose the standard shown in the document: national or EAEU. Do not replace the document’s wording with a different standard, and check that any EAEU HS code in the document corresponds to the product card.
A name visible only to the seller
Enter a seller-facing name that lets you identify the document and product without confusion. Keep the label consistent with the product name, brand or model shown in the card and document.
Registration number
Enter the number shown in the document. Keep it connected to the same brand, model, article and product name used in the card.
A refusal letter is not registered in the Rosaccreditation system. Ozon accepts it as a quality document, but the number entered here must still reflect the document itself.
Product type
Enter the product type shown in the document. It should describe the same goods as the product card, including the relevant model, brand and product name.
If the document identifies the manufacturer, country or EAEU HS code, check those details against the card before continuing.
Validity period
Enter the validity period shown in the document. Keep the dates consistent with the document and avoid linking the document to a product card whose information identifies different goods.
Where the document provides a validity period, use that information rather than creating a separate period for the marketplace form.
Registry link or files
After the form details, add a link to the registry record or upload the document files. Ozon accepts JPEG, JPG, PNG and PDF files, with up to 30 files and a maximum of 10 MB for each file.
Make sure the uploaded pages show the same brand, model, article, product name, manufacturer, country and EAEU HS code as the product card where those details appear.
Linking products by article
Link the relevant products by article. You can add them manually or use a template.
Use the article that belongs to the same product identified in the document. A mismatch between the article in the card and the document can prevent the document from matching the product.
Statuses
After submission, the document first has the status Awaiting review. It then receives either Approved or Rejected.
If Ozon rejects the document, open it to see the reason. Ozon may also request documents during the sale process; they must be provided within three working days or within the deadline stated in the request. If they are not provided, the products are hidden.
After the upload
Review of uploaded documents can take several weeks. Approval is not guaranteed, so the details should be checked before submission rather than relying on the status alone.
Ozon requires quality documents for the whole assortment under its contract. Products that need quality documents are sold only after the documents have been checked and approved. Ozon adds categories gradually, and some categories need neither quality documents nor refusal letters.
To check a refusal letter, review the issuer’s details. There is no registry of refusal letters: Rosaccreditation keeps unified registries of certificates and declarations. For a certification body, its accreditation status can be checked in the register of accredited persons, and the issuer can be asked to confirm the letter.
A note on Wildberries
Wildberries uses a different document process. A refusal letter must not be uploaded to the product card at all. Negative certification decisions and voluntary certificates must also not be uploaded there because unsuitable documents cause check errors.
When no documents are required, the seller ticks Documents confirming safety are not required. A refusal letter number must never be entered in the certificate or declaration number field.
Permit documents are added through Products and prices, then Product card, Documents and Add. Wildberries allows up to 20 documents of each type. The HS code and OKPD2 code in the card must match the certificate or declaration; otherwise, the card is blocked.
For the separate Wildberries process, see refusal letter for Wildberries sellers. Nobody can guarantee that a marketplace will approve a document, and no success rate should be promised.