Document Seal Policy
How EBRICS code marks and document seals are applied to LOIs, ICPOs, FCOs, SPAs and other instruments, what each proves, and the Registry's rule on documents without a valid code.
1. Two levels of assurance
| Mark | What it proves | How it is checked |
|---|---|---|
| Code mark — the holder's EBRICS code in the header and footer | Which registered principal issued the document | By the counterparty, on the decoder, using an Authorization to Verify |
| Document seal — a Seal ID bound to the exact file | That this exact file was sealed by that principal and has not been altered since | By anyone holding the file, on the seal checker |
2. Registry rule on unmarked documents
Eurabelt portals apply this rule automatically. Counterparties are encouraged to adopt it in their own procurement procedures.
3. Applying the code mark
Code holders place the header and footer text supplied at issuance on every:
- letter of intent (LOI), irrevocable corporate purchase order (ICPO) and request for quotation;
- full corporate offer (FCO), soft corporate offer (SCO) and product availability statement;
- draft and executed sales and purchase agreement (SPA) and its annexes;
- corporate letter or mandate issued in connection with a fuel transaction.
The code mark must reproduce the code exactly. It must not be placed on a document issued by any other party.
4. Sealing a document
- Reserve. From holder services, the holder requests a seal. The request is confirmed from the registered mailbox, and the Registry sends a Seal ID with header and footer blocks.
- Prepare. The holder places the blocks into the document and produces the final file, normally a PDF.
- Lock. Within 14 days, the holder uploads the final file through the lock link. The Registry records its SHA-256 fingerprint, binds it to the Seal ID with a keyed seal, and discards the file. The Registry does not store sealed documents.
A seal can be locked once. To seal a revised document, reserve a new seal.
5. Verifying a sealed document
The recipient uploads the file with the Seal ID printed on it. The seal verifies only if the file is byte-for-byte identical to the one locked. Re-saving, printing to PDF again, compressing or editing a sealed file produces a different fingerprint, so the seal will fail. Recipients should ask the issuer for the original sealed file rather than a re-saved copy.
6. Status of seals over time
| Code status | Existing locked seals |
|---|---|
| Active | Verify. |
| Superseded by re-issue | Continue to verify for documents sealed before re-issue. |
| Suspended | Do not verify while the suspension lasts. |
| Revoked | Do not verify. |
7. What a seal does not prove
A seal proves origin and integrity. It does not prove that the statements in the document are true, that the product exists, that the parties will perform, or that the document is legally enforceable. Recipients remain responsible for their own due diligence.
8. Misuse
Copying a code mark or Seal ID onto a document the holder did not issue, or presenting an altered sealed document as authentic, is a breach of the Acceptable Use Policy and may be a criminal offence. The Registry reports such cases to the relevant authorities and cooperates with their investigations. To report misuse, use the Fraud & Impersonation Warning page.