Requesting the right documents before signing any agreement or placing an order is one of the most important steps when choosing a supplier.
At Aident Technology Co., Ltd., we believe transparency builds trust. Below is a practical checklist of documents that clinics, laboratories, and distributors should request from any intraoral scanner or dental equipment supplier - including us.
1. Essential Documents Checklist
| Category | Documents You Should Request | Why It Matters |
|---|---|---|
| Company Legitimacy | Business license / Company registration certificate | Confirms the supplier is a real, legally registered company |
| Product Certifications | CE certificate (MDR), ISO 13485, Declaration of Conformity, other market certificates | Proves the product meets regulatory requirements |
| Technical Documents | Product brochure, detailed specifications, user manual | Helps you verify performance claims and usability |
| Software Information | Software description, update policy, open-system statement | Clarifies long-term software costs and compatibility |
| Warranty & Service | Warranty policy, after-sales service terms, spare parts list | Protects you after purchase |
| Quality System | ISO certificates, quality management documents | Shows manufacturing and quality control standards |
| Commercial Documents | Official quotation, proforma invoice, payment terms | Avoids misunderstandings on price and conditions |
| Packing & Shipping | Packing list format, shipping terms (Incoterms) | Clarifies logistics responsibilities |
| For Distributors | Distributor agreement draft, training plan, marketing support list | Defines rights, obligations, and support |
2. Recommended Documents Specifically for Intraoral Scanners
When evaluating a scanner such as the AI-30, we suggest also requesting:
Full product technical data sheet (accuracy, weight, depth of field, scanning speed, output formats)
Software feature list and lifetime update policy confirmation
Sample scan data (STL/PLY/OBJ files) if possible
Calibration and maintenance instructions
List of included accessories and optional consumables (tips, cables, etc.)
Clinical application overview or case examples
3. Extra Documents Distributors Should Request
If you plan to become a distributor or reseller, add these to your list:
Draft distribution or partnership agreement
Pricing structure and discount policy
Territory definition (exclusive / non-exclusive)
Training and technical support commitment
Marketing material list and brand usage guidelines
OEM / private label capability statement (if needed)
After-sales process for your market
4. How to Request Documents Efficiently
Send a clear written request (email or WhatsApp) listing the documents you need.
Ask for the latest versions and, where relevant, documents with official stamps or signatures.
Request both PDF copies and, if necessary, hard copies later.
Keep all documents in a dedicated folder for future reference or audits.
Compare the documents with the supplier's verbal claims.
5. FAQ from Our Team
Q: What is the most important document for a medical device supplier?
A: Valid product certifications (especially CE under MDR for Europe) and the company's business license.
Q: Should I ask for the full technical file?
A: For most buyers, the product specifications, user manual, and Declaration of Conformity are sufficient. Full technical files are usually provided when required for local registration.
Q: Can I get sample certificates before placing an order?
A: Yes. Reputable suppliers should be able to share certificate copies for verification.
Q: What if the supplier is reluctant to provide documents?
A: Treat this as a warning sign. A professional manufacturer should be transparent with standard commercial and certification documents.
Q: Does Aident provide these documents?
A: Yes. We routinely provide company registration, CE and quality certificates, product specifications, warranty terms, and commercial documents to serious inquiries and partners.
Why Requesting Documents Matters
Clear documentation protects your investment, helps with local compliance, and reduces the risk of misunderstandings later. It also shows whether the supplier operates in a professional and transparent way.
At Aident, we are ready to share the relevant documents with qualified clinics, laboratories, and distributors. We prefer partners who ask good questions and review materials carefully.
We are Aident Technology Co., Ltd., based in Shenzhen, China - manufacturer of the CE-certified AI-30 intraoral scanner and complete digital dentistry solutions.
Would you like us to send you the key documents for the AI-30 intraoral scanner and our partnership terms?
Contact us and let us know what you need:
Company and certification documents
Product technical specifications
Warranty and after-sales policy
Distributor pricing and agreement outline
OEM / private label information
WhatsApp: +86 193 1141 7410
Email: dongjiahao@aident.cc
Please tell us whether you are a clinic, laboratory, or distributor, and your target country, so we can prepare the most relevant documents for you.
