ISO 45001 quote comparison: which checklist should you use?
A good ISO 45001 quote contains at least the scope, the name of the certification body with its accreditation, the number of audit days and the duration of the process. Quotes that miss these points are hard to compare. You can obtain the standard itself from NEN , and you check accreditation in the register of the Raad voor Accreditatie (RvA, Dutch Accreditation Council) . The amounts themselves are on costs and timeline. On this page you will see which questions to ask and how to put quotes side by side.
On this page
You will find here a checklist of seven points, an example of two quotes side by side, and the mistakes we see most often. Use the checklist before you sign. It focuses on what the quote must state.
The checklist in seven points
- Standard and version. Does it state ISO 45001:2018 or NEN-EN-ISO 45001:2023? See the versions explained.
- Scope. Which locations, departments and activities are covered? A scope that is too narrow leads to a second process later.
- Certification body. Who carries out the certification audit? It must be accredited for ISO 45001. Check this in the RvA register.
- Audit days. How many audit days are there for the certification, and how many for the annual surveillance (the interim check audit)? Ask for the days per phase separately.
- What is included. Is the gap analysis (a comparison of your current situation with the requirements of the standard) included, or only the audit? Is recertification after three years mentioned?
- Who does what. Does the consultant guide the implementation, or only the preparation for the audit? Both are possible, but they are different amounts.
- Validity and changes. How long is the quote valid? What happens if the scope changes after the start?
Always compare the quote from the certification body with that of the consultant. These are often two separate parties with two separate amounts. Do not compare them as a package if they were not offered as one.
Example: two quotes side by side
A company with 45 employees across two locations receives two offers. The amounts in this example are fictional and serve to show the comparison.
| Point | Quote A | Quote B | What to look for |
|---|---|---|---|
| Standard and version | ISO 45001:2018 | ”ISO 45000” | B names the wrong standard. Ask for a correction. |
| Scope | Both locations | Main location | In B the second location and field service fall outside the audit. |
| Certification body | Accredited for ISO 45001 | Not named | Without a name you cannot check the accreditation. |
| Certification audit days | 3 days | 1 day | One day for two locations is tight. |
| Surveillance per year | 1 day | Not named | Ask about this, as it comes back in the annual costs. |
| Support | Gap analysis and implementation, 6 half-days | Not included | This is the biggest difference in actual costs. |
| Quote validity | 60 days | Unknown | Ask for a date. |
In this example the lowest amount is not automatically the best. Quote B looks cheaper, but it misses the second location and the accreditation. Always compare the amount with what is and is not included.
Common mistakes
- Comparing on the total amount. Two quotes with a difference of €2,000 can contain very different work. Compare point by point using the checklist.
- Not having the scope written down. A “whole organisation” without locations or departments leads to discussion during the audit. Write out the scope in the quote.
- Not asking about accreditation. A certificate without proof of accreditation is hard to verify. See also the audit process.
- Mixing up the consultant and the certifier. The consultant may not carry out the audit. That is the role of the certification body. See the step-by-step plan.
- Asking for quotes too late. Ask for quotes before you start the implementation. After that there is little room to change course.
What to send to providers
Use this list as an email to every provider. That way you get comparable answers.
1. Which version of ISO 45001 do you audit: 2018 or NEN-EN-ISO 45001:2023?
2. What scope do you propose? Locations and number of employees.
3. What accreditation does your body hold for ISO 45001, and what is the RvA number?
4. How many audit days for the certification, and how many for surveillance per year?
5. What is included in the amount, and what comes on top?
6. How long is the quote valid?How do you choose between providers?
Do not choose on price alone. Choose on the three points that weigh most heavily for your situation: a complete scope, valid accreditation, and support that fits your time and capacity. A small company with one location needs fewer audit days than a company with five sites. For the choice, also read how to choose a certification body.
What a quote does not say
A quote is an offer, not a guarantee. Look at what is missing:
- No guarantee of the certificate. A provider cannot guarantee that you will pass the first audit. He can explain how he prepares you.
- No mention of aftercare. After the certificate come the annual surveillance audits. Ask what those cost.
- No agreement on lead time. A process of four months can become six months for you because of the auditor’s waiting times. Ask about availability.
- No arrangement for a second audit. If you receive a non-conformity, you sometimes have to audit again. Ask what that costs.
Discounts and package prices
A package with a discount can be perfectly fine. But check what is left out. Ask for every discount what exactly you receive and what that means for the standard scope. A package called “all inclusive” often includes the gap analysis and the audit, but not the implementation or the annual audit.
Also ask about the payment terms. Ask when you have to pay and whether that is before or after the audit. Payment terms that match the progress of the work are clearer for you.
How to record the comparison
Put the three or four quotes into one table, with the same points. Note per point what the provider has written, and what you still need to ask. That way you can look back later and see why you made your choice. This is useful if you need to account for it internally.
A practical rule: if the quote is still vague after two clarifying questions, that is a signal. A provider who cannot explain his offer will likely also find the audit difficult.
You can also use the seven points from the checklist above as a list of questions during a phone call. That saves back-and-forth by email.
Frequently asked questions
May I ask for several quotes? Yes, and that is wise. Ask for three, and use the same email for each.
Should I choose the consultant and the certifier separately? You do not have to. It can be two parties, and that is often even better for independence. If you choose one party for both, ask how they prevent auditing what they have set up themselves.
What does it normally cost? That is on costs and timeline. Use that page as a reference, not as a replacement for a quote.
What if a provider will not answer the checklist? That is a signal. A serious provider answers these questions within a few days.
Sources
- Raad voor Accreditatie (RvA) : the register of accredited bodies and their scopes.
- ISO: the 45000 family : the ISO 45001 standard and related documents.