What Is a Due Diligence Statement (DDS)?

A Due Diligence Statement (DDS) is an official declaration submitted by operators to the EU Information System confirming that they have exercised due diligence and found the products they're placing on the market to be compliant with EUDR requirements.

Key Point: The DDS is not just a form—it's a legally binding statement that you have collected all required information, assessed risks, and taken mitigation measures where necessary. Submitting a false or incomplete DDS can result in significant penalties.

DDS vs. Due Diligence System

It's important to understand the distinction:

Due Diligence System: The overall framework and procedures you establish to collect information, assess risks, and mitigate concerns across your supply chain
Due Diligence Statement (DDS): The specific document you submit for each batch/shipment declaring that you've applied your due diligence system and the products are compliant

Think of the due diligence system as your company's compliance infrastructure, while the DDS is the output document proving you've used that infrastructure for a specific transaction.

Who Must Submit a DDS?

Operators only. If you're the first entity placing covered commodities or products on the EU market, you are an operator and must submit a DDS.

Operators Submit DDS

Importers bringing commodities into the EU from third countries
EU-based producers placing products derived from covered commodities on the market
Any entity making covered products available for the first time in the EU

Traders Do NOT Submit DDS

Traders (entities purchasing products already on the EU market and reselling them) do not submit their own DDS. Instead, they:

Collect the DDS reference number from their supplier (the operator)
Keep records of the DDS reference number for 5 years
Verify that the DDS reference number is valid in the EU Information System
Provide the DDS reference number to their customers and authorities upon request

Example: A German coffee roaster imports green coffee beans from Colombia. As an importer, they are an operator and must submit a DDS. A café in Berlin that buys roasted coffee from the German roaster is a trader—they collect and record the roaster's DDS reference number but don't submit their own DDS.

When Do You Need to Submit a DDS?

A DDS must be submitted before placing products on the EU market. This means:

For importers: Before customs clearance (the DDS reference number is required for customs release)
For EU producers: Before making the product available to customers or distributors

Frequency of Submission

You must submit a separate DDS for each batch or shipment. The regulation does not define "batch" rigidly, but common interpretations include:

Import shipments: One DDS per customs declaration (container, pallet group, truck load)
Production runs: One DDS per production batch using the same sourced materials and geolocation data
Aggregated lots: For products from multiple plots (e.g., coffee from various farms processed together), one DDS can cover the aggregated batch if all geolocation data is included

Practical Tip: Many SMEs align DDS submissions with their import declarations or production batch numbers to simplify record-keeping and traceability.

Information Required in a DDS

The DDS must contain comprehensive information about the products, their origin, and the due diligence process applied. Here's a complete breakdown:

1. Operator Information

Company name and legal form
Full address of the operator
EORI number (Economic Operators Registration and Identification)
Contact person and details

2. Product Information

Commodity type: Coffee, cocoa, timber, palm oil, cattle, soy, or rubber
Product description: Specific product type (e.g., "green coffee beans, Arabica")
HS Code: Harmonized System classification code
Quantity: Volume, weight, or number of units
Country of production: Where the commodity was grown/harvested

3. Geolocation Data (Critical Requirement)

This is the most detailed and critical part of the DDS. You must provide:

GPS coordinates (latitude and longitude) of all plots where the commodity was produced
Precision requirements:
- Plots ≤ 4 hectares: Single coordinate point (center or access point)
- Plots > 4 hectares: Polygon with multiple coordinates outlining the plot boundary
Format: Decimal degrees (WGS 84 coordinate system) with at least 6 decimal places precision

Example Geolocation Entry:
Plot ID: Farm-Colombia-001
Latitude: -1.234567
Longitude: -76.543210
Area: 2.5 hectares
(For plots over 4 ha, you'd provide multiple coordinate pairs forming a polygon)

4. Supplier Information

Name and address of direct supplier(s)
Contact information
Country of establishment
If applicable: names and details of any intermediaries in the supply chain

5. Production Date / Harvest Period

Date or period when the commodity was produced/harvested
For timber: felling date or period
For agricultural products: harvest season/year

6. Deforestation-Free Assurance

A declaration that the products:

Were produced on land that has not been deforested after December 31, 2020
Comply with all relevant laws of the country of production

7. Risk Assessment Conclusion

Summary of the risk assessment performed
Risk level determined (negligible, low, standard, high)
If non-negligible risk was identified: description of mitigation measures taken
Conclusion that risk has been reduced to negligible level

8. Supporting Documents (Referenced or Attached)

While not all documents are uploaded with the DDS, you must reference them and keep them available for inspection:

Supplier declarations
Certificates (e.g., FSC, Rainforest Alliance, organic certifications)
Satellite imagery or deforestation analysis reports (if used for verification)
Third-party audit reports (if applicable)
Contracts with suppliers
Bills of lading, invoices, customs documents

Step-by-Step: Filling Out a DDS

Here's a practical walkthrough of preparing and submitting your DDS:

Step 1: Gather All Required Information

Before you start filling out the DDS form (in the EU Information System), compile:

Your EORI number and company registration details
Supplier names, addresses, and contact information
GPS coordinates for all production plots (from supplier declarations)
Product specifications, HS codes, quantities
Production/harvest dates
Risk assessment documentation

Step 2: Format Geolocation Data Correctly

GPS data is the most common source of errors. Ensure:

Coordinates are in decimal degrees (not degrees/minutes/seconds)
Latitude and longitude are correct (check: latitude -90 to +90, longitude -180 to +180)
At least 6 decimal places for accuracy (~0.1 meter precision)
Polygons for large plots close properly (first and last coordinate match)

Pro Tip: Use Google Maps or a GPS coordinate converter to validate coordinates before submission. Right-click on a location in Google Maps to see its decimal coordinates.

Step 3: Access the EU Information System

The official EU Information System for EUDR will be accessible through the European Commission's portal. You'll need:

EU Login credentials (create an account if you don't have one)
Your EORI number linked to your account
Authorization to submit DDS on behalf of your company (if you're not the legal representative)

Step 4: Complete the DDS Form

The EU Information System provides a structured form. Fill in each section carefully:

Operator Details: Auto-populated from your EORI, verify accuracy
Product Information: Select commodity, enter HS code, quantity, description
Geolocation: Upload GPS data (CSV or manual entry via map interface)
Supplier Chain: Add supplier details, attach supplier declarations if required
Dates: Enter production/harvest period and submission date
Risk Assessment: Select risk level, describe mitigation if applicable
Declaration: Tick boxes confirming deforestation-free and legal compliance

Step 5: Validate Before Submission

Use the system's built-in validation tool (if available) or manually check:

No mandatory fields left blank
GPS coordinates fall within the correct country/region
Total quantity matches your shipment or production records
HS code matches the product description
Risk assessment conclusion is justified by your due diligence

Step 6: Submit and Receive DDS Reference Number

Once submitted, the system will:

Perform automated checks (e.g., coordinate validity, completeness)
Generate a unique DDS reference number
Provide a confirmation receipt (save this!)

The DDS reference number is crucial—you'll need it for:

Customs clearance (for imports)
Providing to your customers (traders need this for their records)
Future reference and audit trail

Step 7: Record Keeping

After submission, you must keep for at least 5 years:

DDS reference number and confirmation receipt
All supporting documents (supplier declarations, GPS evidence, contracts, etc.)
Risk assessment documentation
Any correspondence related to the DDS or shipment

Common Mistakes to Avoid

Based on early EUDR implementations and similar regulatory schemes, here are the most frequent errors:

1. Incorrect GPS Format

Mistake: Submitting coordinates in degrees/minutes/seconds (e.g., 1°14'04.4"S) instead of decimal degrees (-1.234567).

Solution: Always convert to decimal degrees before submission. Use online converters if needed.

2. Insufficient Precision

Mistake: Providing coordinates with only 2-3 decimal places (e.g., -1.23), which gives ~1 km accuracy instead of the required meter-level precision.

Solution: Use at least 6 decimal places (e.g., -1.234567).

3. Missing Plots

Mistake: Forgetting to include GPS coordinates for some production plots, especially in aggregated batches from multiple farms.

Solution: Cross-reference your supplier list with geolocation data. Every source plot must have coordinates.

4. Mismatched Quantities

Mistake: DDS quantity doesn't match customs declaration or invoice quantities.

Solution: Verify quantities across all documents before submission. Use the same units (kg, tons, m³).

5. Incomplete Risk Assessment

Mistake: Declaring "negligible risk" without sufficient justification, or failing to document mitigation measures for identified risks.

Solution: Keep detailed records of your risk assessment process. If you find risks, document the specific measures taken to mitigate them.

6. Wrong HS Code

Mistake: Using a generic or incorrect HS code that doesn't match EUDR-covered products.

Solution: Verify your HS code against the official list of covered HS codes in EUDR Annex I. When in doubt, consult a customs expert.

7. Late Submission

Mistake: Submitting the DDS after goods have already been placed on the market or cleared through customs.

Solution: Build DDS preparation and submission into your import or production workflow well in advance of the deadline.

DDS Validation and Submission

The EU Information System will perform several automated validation checks. Understanding these can help you avoid rejections:

Automated Checks

Data Completeness: All mandatory fields filled
Coordinate Validity: GPS coordinates within valid ranges and matching declared country of production
HS Code Verification: HS code is on the list of covered products
EORI Validation: Your EORI number is valid and active
Date Logic: Production date is before submission date; no future dates

Manual Reviews and Audits

Competent authorities may conduct spot checks or audits on submitted DDS, especially for:

High-risk countries or regions
Large quantities
First-time operators
Random compliance checks

If selected for review, you may be asked to provide:

Original supplier declarations and contracts
Satellite imagery or third-party verification reports
Detailed risk assessment documentation
Proof of legal compliance in the country of production

Best Practice: Even if not immediately requested, keep all supporting documents organized and easily accessible. Authorities can request them up to 5 years after submission.

Free DDS Preparation Template

To help you prepare your DDS efficiently, we've created a comprehensive free Excel template that guides you through collecting all required information before submitting to the EU Information System.

📊 Get the Complete DDS Template + Section-by-Section Guide

We've created a dedicated resource page with our professional DDS template PLUS detailed explanations for every section, examples by commodity type, GPS coordinate validation guide, and step-by-step usage instructions.

View Complete DDS Template Resource Quick Download Template

What's Included in the Template

8 Comprehensive Sheets: Instructions, Operator Info, Product Details, Geolocation Data, Supplier Information, Risk Assessment, Summary Report, Document Checklist
Color-Coded Required Fields: Yellow highlights show mandatory EUDR fields
GPS Validation Instructions: WGS 84 decimal format with 6+ decimal place requirements
Auto-Calculated Summary: Excel formulas generate compliance overview automatically
Multi-Supplier Support: Track unlimited suppliers in your supply chain
Risk Scoring Framework: Built-in risk assessment methodology
EU System Format Match: Fields mirror official EU Information System requirements

→ See detailed section-by-section explanations, examples by commodity type, and complete usage guide

How to Use the Template

Download the Excel file and save it with your batch/shipment identifier
Fill in the "Operator Info" sheet once (reuse for future DDS)
Complete the "Product Details" tab for your current shipment
Enter GPS coordinates in the "Geolocation" sheet (copy-paste from supplier declarations)
Add supplier information in the "Suppliers" tab
Use the "Risk Assessment" checklist to document your due diligence
Review the "Validation" sheet for any errors or missing data
Once complete, use the compiled data to fill out the official DDS form in the EU Information System

Note: This template is for preparation and record-keeping only. The official DDS must be submitted through the EU Information System. However, having all data organized in advance makes the official submission much faster and reduces errors.

Simplify DDS Preparation with EUDR Simple

While our free template helps you organize information, preparing and submitting DDS for every shipment can still be time-consuming—especially if you have multiple suppliers, frequent imports, or complex supply chains.

How EUDR Simple Automates DDS Preparation

Supplier Data Management: Store all supplier information, GPS coordinates, and certifications in one central database
Batch Tracking: Link each shipment to source plots automatically based on supplier declarations
GPS Validation: Real-time coordinate format checking and satellite overlay for visual verification
Risk Assessment: Automated country and plot-level risk scoring based on EU benchmarking data
Document Repository: Centralized storage for supplier declarations, contracts, and certificates linked to each DDS
Pre-Filled DDS Forms: Generate DDS-ready data exports compatible with the EU Information System
Audit Trail: Complete history of all due diligence activities and DDS submissions for 5+ years

Time Savings Example

Manual Process: 2-4 hours per DDS (gathering data, formatting coordinates, double-checking, manual entry)
With EUDR Simple: 10-15 minutes per DDS (review pre-populated data, click to export)

Start Free Trial - Auto-Generate DDS in Minutes

Frequently Asked Questions

Can I submit one DDS for multiple shipments?

No. Each shipment or batch requires a separate DDS. However, you can include products from multiple plots/suppliers in one DDS if they're part of the same batch (e.g., coffee from 10 farms blended into one container).

What if I don't have GPS coordinates from my supplier?

GPS coordinates are mandatory. If your supplier cannot provide them, you have several options:

Request coordinates directly from the producer/farm
Use satellite imagery or remote sensing to determine plot locations (requires verification)
Engage a third-party auditor to visit and record coordinates
Consider switching to suppliers who are EUDR-ready

Without geolocation data, you cannot legally place products on the EU market under EUDR.

How long does DDS validation take?

Automated validation in the EU Information System is typically instant (a few seconds to minutes). If your DDS passes automated checks, you'll receive your reference number immediately. Manual reviews (if triggered) can take several days to weeks.

Can I update or correct a DDS after submission?

The EU Information System may allow minor corrections (e.g., fixing a typo in a supplier name). However, substantial changes (e.g., adding missing GPS coordinates, changing quantities) may require withdrawing the original DDS and submitting a new one. Consult the system's help documentation or your competent authority.

Do traders need a DDS?

No. Traders do not submit a DDS. Instead, they collect and record the DDS reference number from the operator they purchase from and pass it along to their customers.

What happens if my DDS is rejected?

If the automated system rejects your DDS, you'll receive an error message indicating the issue (e.g., invalid coordinates, missing field). Correct the error and resubmit. Repeated rejections or fraudulent submissions can lead to penalties and increased scrutiny from authorities.

Is there a fee for submitting a DDS?

As of the current regulation, there is no fee charged by the EU Information System for DDS submission. However, costs associated with gathering data (e.g., third-party audits, GPS mapping) are borne by the operator.

Next Steps

Now that you understand the DDS requirements, here's how to move forward:

Download the free template and start organizing your supplier and geolocation data
Review your supply chain and identify any gaps in GPS data or supplier documentation
Set up your EU Login account and familiarize yourself with the EU Information System interface
Prepare a pilot DDS for an upcoming shipment to practice the process
Consider automation if you handle multiple shipments per month—manual DDS preparation doesn't scale well