Requirements and procedures of eCosma Notification System

[محمد فوزي]

eCosma is an electronic notification system that regulates cosmetic products prepared for sale in the Saudi market in terms of manufacturing, licensing, and clearance.
eCosma was established and implemented by the Saudi Food and Drug Authority (SFDA) in 2015, ever since all suppliers became required to register the cosmetics products on eCosma and obtain a notification number.
eCosma registration and notification aim to ensure all cosmetic products placed in the kingdom market are registered and proved to conform to the relevant standards.

eCosma product notification
eCosma product notification is a mandatory process that requires a label, ingredient list, and a certificate of analysis for each product to be registered.

eCosma conformity assessment routes
eCosma conformity assessment process for a shipment of cosmetics products divides into two routes of verification depending on products condition regarding exporter profile:
Route A: infrequent shipment
This route is for non-registered products and requires the following:
pre-shipment inspection
pre-shipment product testing.
Labeling verification, and storage and visual verification.

Route B: homogeneous products
This route is for registered products and requires the following:
Product testing.
Statement of Product registration valid for a year.

eCosma notification requirements
The importer must create an account on SFDA.
Cosmetics Products compliance with GSO Technical Regulation GSO 1943/2016.
Registering Cosmetics to be notified on eCosma.
The Importer must provide a valid Commercial Registration Certificate including the cosmetics trade as an approved and registered commercial activity.

eCosma manufacturer license
All local manufacturers of cosmetics are required to register their companies as a first step to start product registration on eCosma, and before registering they are subjected to inspection carried out by SFDA to get approval for the activity.

eCosma foreign manufacturer
The international companies that tend to export cosmetics to Saudi Arabia can’t register directly on eCosma, they need to sign with a local distribution company for both product and manufacturer eCosma registration.
foreign cosmetics manufacturers are not subjected to the inspection, they only provide technical files to apply to SFDA. The local partner or representative cooperates with the manufacturer and SFDA to facilitate the process of eCosma registration and avoid any rejection.

eCosma warehouses license
The supplier of cosmetic products must obtain warehouses license by SFDA for the warehouses they store their products in, and this license number is required to register cosmetics products on eCosma system and to issue the mandatory certificate of conformity.
There are exceptions, as manufacturers are exempted from obtaining the warehouse license if products are imported and sold directly through the retail stores, and in case the importer seeks an exception for other reasons a request to SFDA must be initiated.

Products included in eCosma notification system
Cosmetics products are defined by SFDA as “any substance preparation intended to be placed in contact with the various external parts of the human body (epidermis, hair system, nails, lips, and external genital organs), or with the teeth and the mucous membranes of the oral cavity with a view to exclusively or mainly to cleaning them, perfuming them, changing their appearance and/or correcting body odours and/or protecting them or keeping them in good condition”.