Audit FAQ
Answer to all your questions
Do you have questions about an audit carried out by us or do you want to know more about all steps in the certification process? On this page we answer frequently asked questions.
About auditing
How do we perform audits at DEKRA?
DEKRA Audit (operating under DEKRA Certification B.V.) assesses the functionality, effectiveness and performance of your business processes, in relation to the risks your organization faces. We test these processes against the established standard, a set of rules that must be met. The standard is important to enable certification, but the actual functionality and performance of the management system for your organization, customers, employees and other stakeholders are paramount. DEKRA deploys auditors who penetrate to the core of the processes and thereby make the actual bottlenecks visible. The main focus is on the effectiveness of the processes in relation to the set objectives, with DEKRA using the standard as a reference.
Prior to the certification audit, you can have a trial audit performed. The approach is the same as for normal audits and has the following advantages:
- You decide the subject of the trial audit;
- you quickly gain insight into the status of the system and the degree of certifiability;
- the first introduction to an external audit stimulates employee involvement.
The 'DEKRA Network Partner Concept' fits within DEKRA's philosophy of providing you with the very best service and support. Because DEKRA is a certification body, we have different network partners who can guide you independently.
The moment you have a question, we put you in contact with expert partners who can advise and assist you. You can recognize the partner by its DEKRA Seal for network partners. With the right guidance you can get the most out of your organization, so make grateful use of our network!
Request an audit
To request a quote, a request form is available on the website. Should additional information be required, we will contact you. In the quotation you will find an overview of your specified scope (scope of the investigation), the relevant standard and the time commitment required to perform the audits.
Assignment takes place by signing the assignment and/or certification agreement. After receiving the assignment, DEKRA will contact you as soon as possible to schedule the audit.
Upon receipt of the assignment, you will receive a date proposal for the audit (by e-mail). If the proposal does not suit you, please call us and we will work with you to find a suitable date.
For questions about the current turnaround time, you can also contact us via email: audit.nl@dekra.com or phone: +31 88 96 83017.
DEKRA's Assessment Services enable you to zoom in on specific key performance indicators within your organization. Together we define parameters in the area of, for example, quality or safety and make them testable. Through one or more objective audits, we check whether the parameters meet the established criteria. Our online reporting tool gives you full insight into the current state of affairs and allows you to take immediate action if we detect any deviation.
Mail to: audit.nl@dekra.com
Of call: +31 88 96 83017
Audits can be rescheduled free of charge up to 20 business days before the first scheduled audit day. Up to 10 business days, 50% of the cost will be charged. If rescheduled within 10 business days, 100% will be charged.
In connection with timely processing of reporting, assessment of corrective actions and certification, we use the following guidelines.
- In principle, audits take place at least 3 months before the expiration date of the certificate.
- In the case of Renewal audits this is preferably 4 to 5 months before the expiration month.
- Further delay of the audit may mean that (timely) certification is jeopardized.
Assignment takes place by signing the assignment and/or certification agreement. After receiving the assignment, DEKRA will contact you as soon as possible to schedule the audit.
The implementation phase
The initial certification audit is done in two phases. Depending on the size of your organization and the standard, these two phases may or may not be performed consecutively.
Initial certification audit - Phase 1.
During the first phase of the initial certification audit, DEKRA will assess whether your organization is prepared for the actual audit in phase 2. This is done by assessing, among other things:
- the management system documentation;
- the internal audit process, including the internal audits performed;
- the organization's own management review.
During this phase, we validate and collect the data that led to the offer and compile the audit agenda for phase 2. DEKRA reports on the results of the first phase and discusses them with you. The conclusion may be that your organization is ready to enter the second phase or that the management system is still insufficient on a number of points to enter the second phase. Should the latter be the case, the planning will be adjusted accordingly.
Initial certification audit - Phase 2.
During phase 2, DEKRA tests the implementation and effectiveness of the management system within your organization. During the first phase we looked globally at the management system, in this phase the audit has more depth. During the audit, shortcomings may be identified. After all shortcomings are dealt with, the auditor nominates your organization to certification management for certification.
During the first phase of the initial certification audit, DEKRA will assess whether your organization is prepared for the actual audit in phase 2. This is done by assessing, among other things: - the management system documentation; - the internal audit process, including the internal audits conducted; - your own management review (management review). During this phase, we validate and collect the data that led to the offer and compile the audit agenda for phase 2.
DEKRA reports on the results of the first phase and discusses them with you. The conclusion may be that your organization is ready to enter the second phase or that the management system is still insufficient on a number of points to enter the second phase. Should the latter be the case, the planning will be adjusted accordingly.
During phase 2, DEKRA tests the implementation and effectiveness of the management system within your organization. During the first phase we looked globally at the management system, in this phase the audit has more depth. During the audit, shortcomings may be identified. After all shortcomings are dealt with, the auditor nominates your organization to certification management for certification.
The certificate
After the certification management has made a positive certification decision, you will receive the certificate. You will receive the certificate for the period of three years. You can also use the certification marks associated with the certificate. In addition, as a certified organization, your organization will be included in DEKRA's certificate database.
You may use these certification marks on your website, letterhead and other communications, but not on products. The conditions attached to the use of the certificate and certification marks are attached to the certificate letter. There may be circumstances where not all conditions for certification are met, for example, if the auditor does not make a positive recommendation or if contractual conditions are not met. In such cases, certification management decides that no certificate will be issued. Such a decision may be appealed.
As stated in the agreed terms and conditions, we request that you notify us immediately of any changes in your organization. This obligation arises from the standards to which we are bound. This is because changes may affect the audit program or the composition of the audit team. Examples of changes are:
- changes in the legal, commercial or organizational status of the organization;
- changes in (the size of) the organization or its management;
- scope of the certified management system;
- major changes in the management system and/or processes.
Should it appear during the audit that uncommunicated changes affect the audit program or audit team, this may affect the progress of the audit, the scope of the examination and certification. Associated costs will be charged.
Validity varies by type of certificate.
Not aware of the validity of your certificate? Request the status of your certificate via our database
You may use these certification marks on your website, letterhead and other communications, but not on products. The conditions attached to the use of the certificate and certification marks are attached to the certificate letter.
You will receive a digital certificate in Dutch. In some cases you will also receive an English certificate. Foreign companies can receive certificates in French, German or English (2-fold). Upon request we will also send a paper certificate.
Reporting and follow-up audits
After certification, follow-up audits take place at least annually. Depending on the standard, or at your request, these follow-up audits may also take place half-yearly. The very first follow-up audit is conducted no later than 12 months after the date of issue of the certificate. DEKRA plans the follow-up audits in consultation with you and announces them approximately three months in advance. During the follow-up audits, DEKRA again examines the functionality, effectiveness and performance of your business processes.
Requests to expand or restrict the scope must be known in advance so that the audit agenda can be adjusted accordingly.
A recertification audit takes place after three years. During this recertification audit a full assessment will again take place, in which the performance of the management system during the past three years and the results of the follow-up audits are assessed. Once the recertification audit has been successfully completed, certification can again take place.
The recertification audit takes place at least four months prior to the expiration date of the certificate. DEKRA announces this audit approximately three months in advance.
After certification, a follow-up audit takes place at least annually. Depending on the standard, or at your request, these follow-up audits can also take place half-yearly. The very first follow-up audit is conducted no later than 12 months after the date of issue of the certificate. DEKRA plans the follow-up audits in consultation with you and announces them approximately three months in advance. During the follow-up audits, DEKRA again examines the functionality, effectiveness and performance of your business processes. Requests to expand or restrict the scope should be known in advance so that the audit agenda can be adjusted accordingly.
DEKRA reports on the results of the first phase and discusses them with you. The conclusion may be that your organization is ready to enter the second phase, or that the management system is still insufficient on a number of points to enter the second phase. Should the latter be the case, the planning will be adjusted accordingly.
Deficiencies or cancellation
There may be circumstances where not all conditions for certification are met, for example, if the auditor does not make a positive recommendation or if contractual conditions are not met. In these cases, certification management decides that no certificate will be issued. Such a decision can be appealed.
A deficiency is a deviation from a requirement in the standard and/or from the management system. DEKRA reports deficiencies by means of a so-called factual report.
Deficiencies are grouped according to the degree of risk into 'deficiency' and 'serious deficiency'. In those cases where deficiencies have been identified, your organization must deal with these deficiencies on the basis of a closed improvement cycle. Analyses must show the cause of the deficiency and you must investigate whether the improvement has eliminated the cause and whether it is applicable to other parts and processes of your organization.
If you do not submit your plan of action or do not submit it on time, it means that we will not be able to issue or renew the certificate during initial certification or recertification. If deficiencies have been found during surveillance audits, failure to deliver the action plan (on time) will result in the start of the suspension process.
If your action plan is eventually not accepted or is not assessed as satisfactory, it means that we cannot proceed to issue or renew the certificate during initial certification or recertification. If deficiencies have been found during surveillance audits, failure to accept the plan of action will result in the start of the suspension process.
Always state clearly, certificate numbers and the date as of when you wish to cancel.
Or call: +31 88 96 83017
Termination means that we terminate the certificate as of the specified date. This means that you are no longer certified as of the date of termination. You may therefore no longer use the DEKRA name, DEKRA Seal, statements on the website, stationery and advertising material, or in any other way create the impression of certification. Any third parties (e.g. NEN, HKZ, SSVV) will be informed.
In case of interim termination, the costs for the next audit will always be charged. Up to 3 months before the expiration date, you can cancel free of charge per expiration date. In addition, if an audit date has already been scheduled, the previously mentioned rules for timely cancellation of the audit apply.