Lab Verification

A COA is not “proof” until the lab and report are verifiable. PDFs can be edited, screenshots can be recycled, and even real labs can be
used out of scope. Lab verification is the step that turns a COA into a defensible procurement record.
This is not legal advice.

Related hubs: Compliance · Documentation ·
Shipping · Legal status ·
Wholesale · Insights

The verification rule (simple and strict)

Rule: If you cannot independently verify the lab identity and the report reference, treat the COA as unverified and do not
use it for approval decisions.

What lab verification actually means

Lab verification is a due-diligence process to confirm:

  • Identity: the lab exists and the contact details used for verification are legitimate.
  • Authenticity: the report reference (ID/QR/portal) matches a record associated with the lab.
  • Scope alignment: the lab is qualified for the tests being relied upon (methods and matrices matter).
  • Integrity signals: the COA content is consistent, complete, and not obviously manipulated.

COA field requirements: /compliance/certificate-of-analysis/
Testing baseline: /compliance/thca-testing-standards/

Verification steps (buyer-side checklist)

Step 1 — Confirm the lab identity (don’t rely on the PDF)

  • Confirm lab name and location match a stable, official presence (not just a logo on a COA).
  • Use official contact channels (website/portal contacts you can independently find), not phone numbers embedded in a PDF.
  • Check that the lab name is consistent across the COA header, signatures, and any portal records.

Step 2 — Authenticate the report reference

  • Use the report ID, certificate number, QR code, or portal link (where provided) to validate a matching report record.
  • Confirm key fields match the presented COA: sample ID, dates, lot/batch ID, and test panels.
  • If no validation mechanism exists, treat as higher risk and document your verification limitations.

Step 3 — Confirm scope & method context

  • Verify methods are named (or coded) and plausible for the reported panels.
  • Confirm the COA clearly states units and (where relevant) LOQ/LOD reporting discipline.
  • Confirm the sample matrix is appropriate (e.g., flower) and consistent with your procurement item.

Step 4 — Confirm batch/lot linkage (traceability)

  • Batch/lot ID must appear on the COA and match your order documents and labels exactly.
  • For multi-lot orders, ensure you have a lot map and that each lot has its corresponding COA.

Traceability standard: /compliance/batch-traceability/
Shipping packet rules: /compliance/shipping-documents/

What to record (the “verification note”)

Verification is only useful if it leaves evidence. Store a short verification note with the batch file and shipment packet.

Verification note template (internal)

  • Lab: [name + location]
  • COA/Report ID: [identifier]
  • Verified by: [name/role]
  • Date verified: [YYYY-MM-DD]
  • Method of verification: [portal lookup / QR validation / direct confirmation via official contact]
  • Scope/method notes: [methods listed, panels reviewed, any limitations]
  • Batch/Lot linkage confirmed: [yes/no + notes]
  • Result: [verified / verified-with-limitations / unverified]

Store this with your documentation system: /documentation/.

Red flags (treat as escalation triggers)

Any one red flag may be explainable. Multiple red flags are a pattern. Do not approve a batch on patterns you can’t defend.

  • Missing report ID or a non-unique “template-like” certificate number
  • No dates (received/test/issue) or dates that don’t make sense
  • No methods, unclear units, or inconsistent formatting across panels
  • Batch/lot ID missing or formatted differently than your documents
  • Unverifiable QR/portal (dead link, generic redirect, or no matching record)
  • Overconfident pass/fail statements without clear basis or thresholds explained
  • COA screenshots passed around instead of original documents or portal exports

If a batch fails verification, treat it as a procurement hold until resolved through controlled documentation.

How verification ties into shipping and inspections

Verification reduces one class of avoidable problems: fake/incorrect reports and mis-scoped testing claims. It does not control enforcement outcomes.
Your inspection posture should still assume holds can happen.

  • Include verified COAs in the shipment packet assembled before dispatch.
  • Keep descriptions and identifiers consistent across documents and labels.
  • Log verification notes and hold responses internally.

Flow: /documentation/shipping-flow/
Inspection context: /insights/thca-customs-inspections/
Risk posture: /documentation/risk-disclosure/

FAQ

Is a COA PDF enough without lab verification?

Not for serious wholesale procurement. Verification is what turns a COA into a defensible record.
Start with /compliance/certificate-of-analysis/.

What if the lab has no portal or QR validation?

Treat the COA as higher risk and document your verification limitations. Use official contact channels where possible, and ensure all COA fields and
batch linkage are complete. Enforce traceability via /compliance/batch-traceability/.

Does verification guarantee customs clearance?

No. It reduces avoidable documentation risk but does not control enforcement or carrier handling. Use /shipping/ for shipping posture.

How often should we re-verify a lab?

Verify per batch/report as a minimum, and re-verify labs periodically based on your internal risk policy (especially when labs, methods, or formats change).
Build that policy into /documentation/quality-assurance/.

Where do we store verification notes and shipment packets?

In your centralized documentation system and in the shipment packet assembled before dispatch.
Reference: /documentation/ and /compliance/shipping-documents/.