What this checklist covers
The ESMA Auto Spare Parts Certification Checklist is a 15-point scorecard for UAE spare parts certification, conformity marks, traceability, and counterfeit prevention. Each criterion is scored from 1 to 5 on what the auditor sees on the day, and every gap goes into an action plan with an owner and a close date.
AutoSmart tip: UAE spare parts conformity requirements place the compliance obligation on the entity placing the part in the market — which includes the dealership, not only the importer or manufacturer. Selling a non-conforming spare part, even if sourced through the OEM supply chain, exposes the dealership to direct regulatory liability. Verify certification at the point of receiving, not only at the point of sale.
The checks
Tap Yes, No or Maybe to try it: your answers stay in this page and clear when you refresh. For a detailed walkthrough, download our PDF or book a demo.
Certification and conformity registration
- Are all spare parts stocked and sold by the dealership that fall within UAE conformity requirements registered and certified before being placed in the market?
- Is certification status verified for each regulated spare part category, confirming UAE conformity approval is current and has not lapsed?
- Are safety-critical spare parts (brake components, steering linkages, lighting, tyres) sourced only from suppliers holding valid UAE conformity certification?
- Is a register maintained of all certified spare part categories stocked, with certification expiry dates tracked and renewals initiated in advance?
Labelling and conformity marks
- Are spare parts labelled in compliance with UAE requirements, including product name, part number, country of origin, and applicable conformity mark where required?
- Are conformity marks correctly applied — not self-applied without underlying certification — and matching the actual approval held for that part?
- Is original OEM packaging and labelling preserved on genuine OEM parts, with no evidence of repackaging that obscures origin, batch, or authenticity information?
- Are aftermarket parts clearly distinguishable from OEM parts in both labelling and shelf storage, with customers informed of the distinction before purchase?
Supplier documents and traceability
- Are supplier documents (invoice, packing list, certificate of origin, conformity certificate) retained for every parts shipment received?
- Is traceability maintained for every stocked part, allowing identification of supplier, batch, and receipt date if a part recall or quality issue is identified?
- Are parts sourced only from suppliers on the OEM-approved or ESMA-registered supplier list, with no sourcing from unverified or informal channels? COUNTERFEIT PREVENTION & APPROVED PARTS
- Is a documented receiving procedure in place to identify and reject suspected counterfeit or non- conforming parts at the point of delivery?
- Are receiving staff trained to identify visual and documentary indicators of counterfeit spare parts, with refresher training provided when new counterfeit patterns are identified?
- Are suspected counterfeit parts immediately quarantined and reported to the OEM, ESMA, or relevant authority, with a record of the report retained?
- Is a zero-tolerance policy for counterfeit parts documented, communicated to all staff, and enforced with no exceptions for cost or availability reasons?
How to run it
How the scoring works
Before the visit, fill in the dealer or centre, the auditor, the date and the audit cycle. Then score each of the 15 checks from 1 to 5 on what you see on the day, not on what the site aims for, and add them up out of 75.
- 1Not in place
- 2Attempted
- 3Defined
- 4Managed
- 5Fully sustained
- Green60–75 · 80–100%Compliant. Keep the standard.
- Amber38–59 · 50–79%Improvement needed: a structured action plan within 30 days.
- Red0–37 · Below 50%Priority intervention, escalated to regional management.
Then close every gap
Each gap goes into the action plan tracker and moves through four stages until the auditor closes it.
- 1PendingOwner and close date set
- 2In progressWork under way, evidence gathered
- 3CompletedEvidence submitted for review
- 4ApprovedVerified and closed by the auditor
