Used IT Export 2026/2027 – Functional Certificate, Non-Waste Certificate and Packing List | Word/PDF/Excel

Does your company sell or transport used computers, servers, mobile phones, or other electrical equipment from Sweden to another country? Then you must be able to show that the goods are truly functioning used electrical equipment for direct reuse – and not waste that has simply been labelled as used goods. This special package brings together unit-specific functional certificates, hazardous substances checks, transfer documents, a packing list, and a declaration of responsibility in Word, PDF, and Excel.

Legal focus: The Waste Ordinance (2020:614), Chapter 8, Sections 7–9, and EU WEEE Directive 2012/19/EU, Annex VI. EU Regulation 2024/1157 began to apply mainly on 21 May 2026, but export transitions vary. When the cargo is actually electronic waste, separate classification and the correct waste transport procedure are required – no templates in this package may be used to circumvent this.

What do Swedish regulations require of an exporter?

According to Chapter 8, Section 7 of the Waste Ordinance, used electrical equipment to be transported from Sweden may be considered waste depending on its condition, functionality, and packaging. The person holding the equipment must, in relevant cases, be able to show a continuous chain of evidence:

1. Actual transfer: documents confirming the transfer of ownership and stating that the equipment is fully functional and intended for reuse.
2. Tested functionality and hazardous substances: unit-specific documentation of tests, checks, and evaluations of hazardous substances, with actual results.
3. Labelling and protection: the test certificate must be securely attached to the unit or relevant packaging, and the goods must be protected during loading, transport, and unloading.
4. Properly responsible: an actual declaration that the transport is being carried out for the purpose of ensuring that the goods are not waste and that the transport complies with the regulations.
5. Shipping documents: necessary transport documents, packing list, and traceable links between documents and actual units.

According to Chapter 8, Section 9, the test and check documents must also contain, among other things, the equipment type, the relevant category according to Regulation (2022:1276), the equipment's identification number if available, the year of manufacture if known, the type of test and check, the date, and the performer's name and address. This is more detailed than an unspecified “functional” certificate.

Important exception: repairs and warranty returns

Chapter 8, Section 8 contains special exceptions from certain documentation requirements for limited contract-based warranty, repair, and analysis flows. The conditions depend on factors including the contract, the actual recipient, professional use, the country of destination, and the purpose. Such a return is not the same as regular sale of used goods. The exception does not mean that broken computers can generally be exported without a waste assessment. The separate work template helps the user document exactly which facts must be assessed by an expert.

Equipment that is waste must be handled as waste

EU waste transport Regulation 2024/1157 should not be confused with the rules of evidence for actually functioning products. The European Commission states that most new transport rules apply from 21 May 2026, while many new export rules apply from 21 May 2027. For electronic waste, new Basel classifications A1181 and Y49 and significant export restrictions have been in place since 1 January 2025, with special procedures and limited transitions for certain EU transports. The correct regulation depends on the type of waste, the country of receipt, and the timing. Official guidance from the European Commission.

File List – exactly what the customer receives

Excel workbook with nine tabs

Overview, Shipments, Units, Functional Test, Substances & batteries, Transfers, Packing & transport, Deviations, and Read me & sources. Excel can be used to keep different shipments and many units together without losing the link between serial number, test, package, and responsible person. Administrative formulas provide “BLOCK – CHECK” when data is missing or a central check is marked as not approved. A fully completed row may provide “ADMIN COMPLETE – MANUAL ASSESSMENT”, which is not a legal export decision.

Scenario- and quality-checked: a correctly completed test entry received administrative complete status; a defective unit, unclear hazardous substances, units without an attached test certificate, and units without sufficient protective packaging were blocked. The overview correctly summarized five test entries: one administratively complete and four blocked. All fictitious test entries have been removed from the customer file, whose starting balance is zero.

How to use the document package

1. Make an actual preliminary assessment of the equipment's status and country of destination; if any unit is waste, untested, or intended for dismantling – stop it from entering this goods flow.
2. Register each unit and perform an actual functional test according to the relevant product type. Save original tests and performer details.
3. Check hazardous substances, batteries, safety, and any dangerous goods regulations separately. Document methods and results.
4. Prepare actual transfer, purchase, or return documents that match the item and the actual reuse.
5. Link certificates to units and packages; physically verify load and impact protection and sufficient shipping documents.
6. Have the responsible person perform a manual waste classification, export and customs check, and review of any Section 8 exceptions.
7. Sign only truthful certificates with an actual authorized signatory and save a complete chain of evidence.

Who is this a good purchase for?

Refurbishment and ITAD companies, exporters of used computers, reuse companies, companies selling servers between countries, and freight forwarders that need standardized work templates to show that actual reuse goods are not electronic waste. It is also suitable for resellers who want to document deviations and stop decisions before booking transport.

Not the right product: for obtaining permission to export electronic waste, electronically reporting waste shipments, generating customs documents, or replacing actual functional tests. For the erasure of data carriers, there is a separate Secure Data Erasure & IT Equipment Decommissioning; for approved waste transport, completely different rules are required, and there is a separate DIWASS package.

Frequently Asked Questions

Is it enough to write “not waste” on a packing list?

No. Actual documentation is required for functionality, ownership, hazardous substance checks, transport protection, and responsibility, among other things. An authority can stop a shipment that is not supported by sufficient evidence.

Do I have to test each computer individually?

Annex VI of the WEEE Directive requires documented functionality for each unit within the relevant shipment. Chapter 8, Section 9 of the Swedish Waste Ordinance specifies what information the tests must contain.

Can broken IT be sent for repair as a regular used item?

Not automatically. Chapter 8, Section 8 contains special, narrowly defined rules for certain warranty and repair flows that must be assessed on their actual terms. A standard certificate cannot create an exception.

What happens if a used batch is assessed as electronic waste?

Then applicable waste regulations, destination restrictions, possible advance notification, and approvals must be checked. Incorrect transport can be stopped and lead to an obligation to take back the goods.

Does the package contain erasure certificates for data storage?

No. Data security erasure and possible personal data responsibility must be verified separately.

Does Excel automatically approve the export?

No. It is a work register for administrative completion flags, not an official decision or a tool for waste classification.

Are the PDFs fillable, and are there English contracts?

PDFs are searchable and printable, not digitally fillable. Operational Word templates and Excel are in Swedish; a separate English User Guide provides instructions in English.

Official Sources and Responsibility

Waste Ordinance (2020:614), Chapter 8, Sections 7–9 · WEEE Directive 2012/19/EU, Article 23 and Annex VI · EU 2024/1157 on waste transport · Swedish Environmental Protection Agency guidance · County Administrative Board on used goods and supervision.

Version 1.0 · AI-assisted legal source check November 11, 2026. No independent external legal review or official certification has been performed. All certificates are blank drafts and must be filled with truthful, verifiable information. Digital ZIP delivery only after separate Shopify publication and correct file linking.