How to describe a product so that a refusal letter matches it: a data-sheet approach
Why a data sheet comes first
A refusal letter, also called an information letter, states that a specific product, after identification, is not subject to mandatory certification or declaration of conformity. It is not a permit document. No law sets its form, and it is not registered in the Rosaccreditation, or FSA, system.
The document does not prove that the product is safe. It only explains why there is no mandatory certificate or declaration. For that reason, the quality of the description used for the product review matters. The refusal letter must relate to the same product that the seller places on the marketplace.
Start with one internal product data sheet before requesting a refusal letter or completing a marketplace card. The sheet should give the reviewer and the marketplace a consistent description. It should also show which details must be checked again if the product changes.
A general description such as “accessory” does not identify a product sufficiently. It does not state what the item is for, what it is made from, how it is constructed, or who is expected to use it. Without these details, it is not possible to determine which product description applies or whether the product falls within the products subject to mandatory certification or declaration.
Attributes that identify a product
Write the product data sheet as a set of exact fields rather than as advertising copy. Use the same wording that appears in the product card, packaging, labels, and supporting documents.
Exact product name. State what the item is, not only the broad category. Avoid replacing the product name with a general term such as “accessory”.
Model and article. Record the model designation and the seller’s article number. These details help distinguish one version from another.
Brand. Use the brand name consistently across the data sheet, marketplace card, and documents.
Manufacturer and country. Identify the manufacturer and the country connected with the product.
Purpose and intended users. Describe what the product is designed to do and who is intended to use it. Do not leave the purpose implied by a photograph alone.
Composition and materials. List the materials and, where relevant, the composition of the product.
Construction. Describe the product’s main construction features. This can distinguish products that have similar names but different designs or functions.
HS (TN VED) code. Record the EAEU HS (TN VED) code used for the product. This code is one of the fields that Ozon compares with a quality document.
Labelling photos. Keep clear photos of the product labels. The images should show the information used to identify the product and should correspond to the model, article, brand, manufacturer, and country recorded on the sheet.
The product name, model, article, brand, manufacturer, country, and EAEU HS (TN VED) code should not conflict with one another. If the same product is described differently in different places, the reviewer may not be able to match the document to the product card.
The product classification is determined by EAEU technical regulations and by Russian Government Decree No. 2425 of 23 December 2021, which approves the unified lists of products subject to mandatory certification and declaration of conformity. A data sheet does not replace those rules. It gives the product enough detail for the applicable status to be considered.
One sheet, two uses
The same data sheet can support both a document review and the marketplace product card. Ozon compares the document with the product card using the brand, model, article, EAEU HS (TN VED) code, product name, manufacturer, and country. These fields should therefore be copied carefully from the approved internal description.
On Ozon, a seller uploads a document through Products, then Quality certificates, and then “Add document”. The entry includes the document type, country of issue, standard, seller-only name, registration number, product type, and validity period. The seller then adds a registry link or files in JPEG, JPG, PNG, or PDF format. Products can be linked by article manually or with a template.
Ozon accepts a refusal letter as a quality document. Products that need quality documents are sold only after the documents are checked and approved. Ozon states that some categories need neither quality documents nor refusal letters, and publishes the relevant list. The document status is shown as “Awaiting review”, “Approved”, or “Rejected”; the reason for rejection appears when the rejected document is opened.
For practical preparation of a refusal letter and related conformity documents, the Reestr Garant certification center can be used as a point of reference for the available document services.
Wildberries uses the same identification principle but has different instructions. The HS (TN VED) and OKPD2 codes in the product card must match the certificate or declaration. If they do not match, the card is blocked. Permit documents are added through Products and prices, Product card, Documents, and Add.
Wildberries also states that refusal letters, negative certification decisions, and voluntary certificates must not be uploaded to product cards. If no documents are required, the seller selects “Documents confirming safety are not required”. A refusal letter number must never be entered in the certificate or declaration number field.
Keeping the sheet current
Treat the data sheet as a controlled product record, not as a one-time form. A new review is needed when the model changes, the composition changes, the purpose changes, or the labelling changes. These changes can affect how the product is identified and which document information matches it.
Update the model and article fields when the seller introduces a different version. Recheck the materials and composition when the product is redesigned. Recheck the purpose and intended users if the product is marketed for a different use. Replace labelling photos when the label design or information changes.
Before uploading a document, compare every marketplace field with the current data sheet. This includes the product name, brand, model, article, manufacturer, country, and HS (TN VED) code. For Wildberries, also check the OKPD2 code against the certificate or declaration where such a document is required.
Use the Wildberries guidance when checking the current document instructions: https://certification.vnesenie-v-reestr.ru/news/otkaznoe-pismo-po-sertifikatsii-dlya-wildberries-1775594384. Keep in mind that the seller instruction cited by the platform was updated on 8 October 2026.
On Ozon, documents may be requested after upload. They must be provided within three working days or within the deadline stated in the request; otherwise, the products are hidden. Review of uploaded documents can take several weeks. No marketplace approval can be guaranteed, so the data sheet should be ready before the product is listed.
Reading the result
A refusal letter should be read as an explanation of non-application of mandatory certification or declaration for the identified product. It is not evidence that the product is safe and does not replace a certificate or declaration where one is mandatory.
The issuer should also be checked. Ozon describes the issuer as an official reply from territorial institutions of Rosstandart and accredited certification bodies. There is no registry of refusal letters. The FSA system keeps unified registries of certificates and declarations, not refusal letters. Check the issuer’s details, check an issuing certification body’s accreditation status in the register of accredited persons, and ask the issuer to confirm the document.
The product data sheet lets the seller compare the result with the actual goods. If the refusal letter describes one model, composition, purpose, or label, it should not automatically be used for a changed version. Record the reason for the result and retain the matching product description for the marketplace review.