In the Global Organic Textile Standard (GOTS) system, Transaction Certificates (TCs) are the most critical documents for proving that organic textile goods are genuinely certified. While a Scope Certificate defines who is certified, only a Transaction Certificate proves that specific goods delivered in a shipment meet GOTS requirements.
To ensure global consistency, accuracy, and fraud prevention, GOTS introduced Version 3.0 of the Policy for Issuance of Transaction Certificates. This policy standardizes how Certification Bodies issue TCs and how certified companies must use them across the supply chain.
What Is a GOTS Transaction Certificate?
A Transaction Certificate (TC) is an official document issued by a GOTS-approved Certification Body to verify that one or more products in a specific shipment are GOTS-certified.
Transaction Certificates:
Apply to actual shipments, not companies
Are issued per sale or group of shipments
Provide full traceability from certified inputs to certified outputs
Are mandatory for proving certified goods in business-to-business transactions
Simply put, no Transaction Certificate means no proof of certified goods, even if the seller holds a valid Scope Certificate.
Who Can Receive a Transaction Certificate?
Transaction Certificates can only be issued when all of the following conditions are met:
The seller holds a valid Scope Certificate.
The Scope Certificate and TC are issued by the same Certification Body.
The Scope Certificate is valid on the shipment date (TCs may still be issued during the recertification window).
Suspended, withdrawn, or expired Scope Certificates are not valid.
This ensures strict control and accountability throughout the certified supply chain.
Why Transaction Certificates Are Confidential
Unlike Scope Certificates, Transaction Certificates are confidential documents. They are shared only with:
The seller
The buyer
Their respective Certification Bodies
Relevant accreditation bodies
This protects sensitive commercial information while still enabling regulatory audits and buyer verification.
Standard Format and Digital Security Requirements
To prevent fraud and ensure global acceptance:
Transaction Certificates must be issued only in English
They must follow the official GOTS TC template
Certificates are issued only as digitally signed PDFs
Digital signatures must restrict editing, allowing only viewing and printing
Authentication methods must be available (e.g., verification email, web lookup, QR-based validation)
These controls make Transaction Certificates tamper-proof and legally reliable.
Can One Transaction Certificate Cover Multiple Shipments?
Yes—but under strict conditions. A single Transaction Certificate may cover multiple shipments only if:
Seller, buyer, and Certification Body all agree in advance.
Written approval is provided by the Certification Body.
All shipments:
Come from the same seller location.
Go to the same buyer.
The certificate covers:
No more than 100 shipments.
No more than 1,000 product types.
The total time period covered does not exceed 90 calendar days.
The TC does not remain open beyond the seller’s Scope Certificate validity.
This option helps reduce administrative costs while maintaining risk control.
When Transaction Certificates Are NOT Required
The policy allows limited exceptions, including:
1. Transfers Within the Same Corporate Group
Transaction Certificates are not required when goods move between wholly owned subsidiaries listed under the same parent company’s Scope Certificate, provided:
No repacking, relabelling, or processing occurs.
Ownership changes are fully documented and verified.
2. Certified Retailers
Certified retailers are not required to hold Transaction Certificates if:
Products are correctly labelled.
The supplier’s or manufacturer’s licence number appears on the product label.
These exceptions are carefully controlled to avoid misuse.
Mandatory Timelines for Issuing Transaction Certificates
Certification Bodies must issue Transaction Certificates within 14 days of receiving a complete and valid application.
Certification Bodies are not obligated to issue TCs more than 180 days after shipment.
Late issuance may be allowed only after risk assessment.
No Transaction Certificate may be issued if a Scope Certificate is suspended or withdrawn due to major non-conformities.
Timely applications are essential to avoid supply chain disruptions.
What Information Does a Transaction Certificate Contain?
Each Transaction Certificate includes detailed shipment-level data, such as:
Seller & Buyer Information
Seller name, address, licence number
Buyer name and address
“Selling on behalf of” or “Buying on behalf of” details, where applicable
Shipment Details
Shipment dates
Invoice numbers
Shipping document references
Consignee details
Gross and net shipping weights
Product-Level Traceability
Product category and product detail
Material composition with exact percentages
Certified weight vs non-certified weight
Label grade (Organic / Made with Organic)
Production dates
Last processing country (mandatory)
Raw Material Origin
Certified raw materials used
Country and state/province of origin
Alignment between the certified raw material weight and the final certified output
This depth of information ensures full chain-of-custody transparency.
Why Transaction Certificates Are Critical for Compliance
Transaction Certificates are essential for:
Buyer due diligence.
Regulatory compliance.
Customs clearance.
Sustainability reporting.
Brand risk management.
Traceability audits.
They act as the legal and technical proof that organic claims are valid, verifiable, and defensible.
Common Compliance Mistakes to Avoid
Assuming a Scope Certificate proves certified goods.
Issuing TCs after the Scope Certificate suspension.
Including products not listed on the Scope Certificate.
Leaving TCs open beyond allowed timelines.
Misreporting certified vs non-certified weights.
Using TCs for marketing or consumer-facing claims.
Avoiding these errors protects both certification status and brand reputation.
Final Takeaway
The GOTS Transaction Certificate Policy v3.0 strengthens trust, traceability, and accountability across the organic textile supply chain. While Scope Certificates define certification eligibility, Transaction Certificates are the only documents that prove certified goods. For brands, manufacturers, and traders, understanding and correctly using Transaction Certificates is no longer optional—it is a core compliance requirement in a world of increasing supply chain scrutiny.