What is a certificate of destruction?

Different teams want different things. A stock controller wants to close off a batch. A brand owner wants proof that withdrawn goods are gone. An IT team may want each drive listed.

Write down what you need: the goods, how they are counted, and any internal reference number. That gives the provider a clear request.

A certificate does not decide what gets destroyed. Someone in your business still has to sign off on the right goods before collection.

A booking confirmation shows what is planned. A collection receipt shows what was picked up. The certificate comes after the goods are destroyed. Keep all three together, but do not mix them up.

Collection day is usually not the destruction date. Ask who will receive the certificate.

A certificate usually shows a description of the goods, the weight, the date and a certificate number. Our compliance page explains more. It should describe your actual job, not a general statement.

You may also want your own stock code or batch number on it. Ask before you accept the quote. Listing every serial number is a bigger job than giving a total weight.

Counts, cartons and weights are different measures. Your stock list may count units or cartons, while the certificate gives a weight. Do not treat one as the same as the other.

If you need a unit count, agree who counts and when. A collector will not open every sealed carton unless that is agreed.

For mixed goods, list each type separately at the start. Vague labels like "assorted" are hard to match up later.

Branded clothing, old stock and computer drives are not always handled the same way. Ask what the certificate covers for your goods.

A list of wiped drives is different from a general certificate for goods. If your IT team needs each drive listed, agree that separately. For personal information, the OAIC's security guidance explains how the right method depends on the information and where it is stored.

Council services and free product schemes can suit some items. Ask what they give you in writing before you decide. Free does not mean unsuitable, but it may not come with a certificate.

A commercial service also does not include everything by default. Agree in writing what you will receive.

When the certificate arrives, check the job number, the description of the goods and the dates. Check the weight is there, and any batch numbers you asked for.

If something is missing or wrong, ask straight away while the job is fresh. Never change a provider's certificate yourself.

File it with your sign-off and your list of what was sent.