Maintaining certification for your Quality Management System (QMS) is not a one-time achievement—it is a continuous commitment. Organisations must undergo regular certification audits to demonstrate that their QMS is consistently effective, up to date, and aligned with industry standards. Understanding the recertification process is critical for avoiding disruptions, ensuring customer trust, and sustaining long-term operational excellence. 

In this blog, we break down the complete recertification process for QMS compliance, with a special focus on API QMS standards. 

What is QMS recertification? 

QMS recertification is the process of renewing your Quality Management System certification, such as API Spec Q1 or Q2, after its validity period (usually 3 years). It ensures your company continues to meet API and ISO standards, maintains customer trust, and avoids certification lapses that could affect global business opportunities. 

Why QMS recertification is important for API Spec compliance? 

  • Continued Compliance with API Q1/Q2 and ISO-based quality standards. 
  • Risk Management, minimising operational or product-related risks. 
  • Customer Confidence, as clients prefer vendors with valid, up-to-date certifications. 
  • Business Continuity, preventing certification lapses that could affect contracts or partnerships. 

Failure to recertify may result in suspension or withdrawal of certification, impacting both reputation and revenue. 

How often do I need to undergo API QMS recertification? 

Typically, most of the certifications like API Spec Q1, API Spec Q2, ISO 9001 is valid for three years, with surveillance audits conducted annually. As the certification nears expiration, organisations must apply for recertification to maintain uninterrupted compliance. 

Key timelines to remember: 

  • Yearly surveillance audits: Conducted by certification body to ensure ongoing compliance. 
  • Recertification audit window: Usually scheduled before the current certificate expires (often within 6 months of expiry). 

Steps in the QMS Recertification Process

  1. Preparation & Internal Audit

Before the external audit, companies should conduct: 

  • Internal audits across departments.
  • Management reviews to check policy alignment. 
  • Update the QMS for regulatory, customer, or API/ISO standard updates 

This proactive approach helps organisations resolve issues before auditors arrive. 

  1. Application for Recertification

Organisations must formally apply for recertification with their certification body or API. The application requires: 

  • Updated company details. 
  • Updated scope of certification 
  • Any changes in operations, products, services, sites, or legal entities 
  • Current management system status 

Certification body reviews the application to determine audit duration, competence requirements, and audit team allocation. 

  1. Document Review by Auditors

The certification body reviews submitted documentation to verify compliance. Key documents include: 

  • Quality manuals. 
  • Procedures and work instructions. 
  • Records of corrective and preventive actions. 
  • Training and competency records. 

  1. Recertification Audit by Certification body

Certification Body prepares a recertification audit plan covering the entire management system and scope. Qualified auditors (different from initial auditors if possible) are assigned. 

This is the most critical stage. Auditors visit the site to evaluate the QMS in action. Audit covers all processes, sites, activities, and effectiveness of the management system. 

The audit  focus area shall includes: 

  • Continual improvement since last certification cycle
  • Corrective actions from previous audit
  • Achievement of objectives and key performance indicators
  • Leadership commitment and customer satisfaction
  • Compliance to the statutory or regulatory obligations
  • Auditors focus on risk management, supplier control, nonconformance handling, and alignment with API or specific standards mentioned in the audit criteria. 

  1. Corrective Actions

The detailed audit report prepared by the auditor from the certification body and share with the organization. 

If nonconformities are identified, the organisation must submit the evidence of correction and corrective action within a defined timeframe (often 30–60 days). Evidence of closure is essential before certification can be renewed. 

  1. Decision and Certification Renewal

Once the corrective actions are verified and closed by independent reviewer in the certification body, the certification body makes a final decision. If successful, a new certificate is issued, valid for another three-year cycle. 

If nonconformities remain unresolved, certificate may be suspended, reduced in scope or not renewed. 

Best Practices for a Smooth Recertification 

  1. Plan Early – Start preparation at least 6–8 months before certificate expiry. 
  2. Monitor Changes –Review the changes in organization and compliance requirement, 
  3. Conduct an assessment – Conduct internal audit to identify the weakness before the certification body audit 
  4. Maintain Documentation – Keep policies, records, and reports updated regularly, not just before audits. 
  5. Train Employees – Continuous awareness and training ensure compliance at all levels and ensure effective communication to prepare team 
  6. Engage Consultants – Expert guidance (like Vegas Consulting provides) helps streamline the process and reduce risks.

How Vegas Consulting Helps in Recertification?

At Vegas Consulting, we provide end-to-end support for API certifications and recertifications. Our experts assist with: 

  • Gap analysis and internal audits. 
  • Documentation preparation. 
  • Auditor training and awareness sessions. 
  • Hands-on support during audits. 

By partnering with us, organisations can reduce audit stress, improve compliance, and achieve timely recertification. 

Recertification is not just a compliance requirement—it’s a powerful opportunity to strengthen your Quality Management System and prove your long-term commitment to excellence. By understanding the process, preparing early, and seeking expert guidance, organisations can ensure seamless QMS recertification and maintain their competitive advantage in the oil and gas industry.