Free DDS Template for EUDR Compliance
Professional Excel DDS template (XLSX) matching EU Information System format. Organize all your Due Diligence Statement data in an Excel spreadsheet before official submission.
💡 Found this helpful? Share it with colleagues, suppliers, or industry peers who need EUDR compliance tools.
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What's Inside the Excel Template
An 8-sheet Excel workbook covering every aspect of your DDS
1. Welcome & Quick Start 🏠
Branding, quick start guide, and upgrade path to automated compliance. Includes share prompt to help others discover this free tool.
2. Operator Information
EORI number, company details, legal name, address, and contact information.
3. Product Details
Commodity type, HS code, quantity, weight, production dates, and batch numbers. See which commodities require EUDR compliance.
4. Geolocation Data
GPS coordinates table with WGS 84 decimal format validation (6+ decimal places).
5. Supplier Information
Multi-supplier tracking with names, addresses, contacts, and certification details.
6. Risk Assessment
Risk declarations, scoring framework, mitigation plans, and verification steps.
7. Summary Report
Auto-populated overview using Excel formulas for instant compliance summary. Footer hint: Track this live at eudr-simple.eu
8. Document Checklist
Track all supporting documents required for complete DDS submission.
9. Upgrade to Automated 📞
Learn how EUDR Simple automates 90% of this process: GPS validation, risk scoring, direct EU submission. Plus supplier instruction sheet for easy data collection.
Share This Template
Help your industry peers save €500+ in consultant fees by sharing this free template. Every sheet includes our branding so others know where it came from.
Share this URL:
eudr-simple.eu/eudr-dds-template
- Every tab has subtle "Template by EUDR Simple" footer
- Welcome tab includes QR code to eudr-simple.eu
- Recipients see value-first approach, not spam
For Your Suppliers
The template includes a Supplier Instruction Sheet you can email to your suppliers. They'll see exactly what data you need - and discover EUDR Simple branding.
What suppliers will see:
- • GPS coordinates format guide
- • Required certification documents
- • Chain of custody details needed
- • EUDR Simple branding & link
💡 Smart virality: Your suppliers might need compliance tools too. When they see this sheet, they'll know where to find help.
Complete Section-by-Section Guide
Learn exactly what information to include in each section
Sheet 1: Instructions
Start here to understand the template structure and best practices.
What You'll Find in the Excel File:
- Overview of all 8 sheets and their purpose
- Color coding explanation (yellow = required fields)
- Tips for accurate data entry
- Common mistakes to avoid
- How to use the Summary Report formulas
Pro Tip: Read the Instructions sheet completely before starting data entry. It will save you time and prevent errors.
Sheet 2: Operator Information
Your company's official details as they appear in EU registrations.
Required Excel Fields (Highlighted in Yellow):
- EORI Number: Your Economic Operators Registration and Identification number (must be valid and active)
- Legal Company Name: Exact name as registered with authorities
- Registered Address: Full address including country and postal code
- Contact Person: Name of responsible compliance officer
- Email & Phone: Direct contact for EU authorities
Optional Fields:
- Trading name (if different from legal name)
- VAT number
- Website
- Additional contact details
Important: EORI number format is country code + unique identifier (e.g., GB123456789000 for UK). Verify yours at EU EORI validation.
Tired of Manual Data Entry?
While this template helps organize information, our software auto-populates operator data, validates EORI numbers automatically, and syncs with your supplier database so you never type the same information twice.
Sheet 3: Product Details
Detailed information about the commodities in your shipment.
Required Fields:
- Commodity Type: Select from EUDR-regulated commodities (cattle, cocoa, coffee, palm oil, rubber, soy, timber)
- HS Code: Harmonized System code (6-10 digits). Find yours at HS Code lookup
- Product Description: Detailed description including processing state (raw, processed, derived product)
- Net Quantity: Amount in appropriate units (kg, tonnes, m³, etc.)
- Production Date: When the commodity was harvested/produced
- Batch/Lot Number: Internal tracking identifier
Examples by Commodity (Excel Sheet 3):
Coffee:
HS Code: 0901.21 (Roasted, not decaffeinated)
Description: Arabica green coffee beans, washed process
Quantity: 5,000 kg
Cocoa:
HS Code: 1801.00 (Whole or broken beans, raw)
Description: Fermented and dried cocoa beans
Quantity: 10 tonnes
Timber:
HS Code: 4407.11 (Sawn wood, coniferous)
Description: Pine lumber, kiln-dried
Quantity: 25 m³
Critical: The HS code must match your commodity exactly. Incorrect codes will cause submission rejection.
Sheet 4: Geolocation Data
The most critical section - GPS coordinates of production plots.
Coordinate Format Requirements (for the Excel geolocation sheet):
- Coordinate System: WGS 84 (World Geodetic System 1984) - same as Google Maps/GPS devices
- Format: Decimal degrees (DD), NOT degrees/minutes/seconds
- Precision: Minimum 6 decimal places (≈0.1 meter accuracy)
- Latitude Range: -90 to +90 (North is positive, South is negative)
- Longitude Range: -180 to +180 (East is positive, West is negative)
How to Collect GPS Coordinates:
- On-site with smartphone: Use GPS app in decimal degrees format
- Google Maps: Right-click location → coordinates appear at top (e.g., -1.234567, 36.789012)
- Google Earth Pro: Move cursor over plot → coordinates shown at bottom
- Supplier documents: Request from farm/producer with GPS survey
Examples (Correct Format):
Plot 1: Latitude 5.123456, Longitude 7.891234 (Nigeria)
Plot 2: Latitude -23.456789, Longitude -46.654321 (Brazil)
Plot 3: Latitude 14.567890, Longitude 100.123456 (Thailand)
Common Mistakes to Avoid:
- ❌ Using degrees/minutes/seconds (5°12'34"N) - must convert to decimal
- ❌ Insufficient precision (5.12 instead of 5.123456)
- ❌ Swapping latitude and longitude
- ❌ Wrong hemisphere signs (positive instead of negative)
- ❌ City/region names instead of actual plot coordinates
Warning: Geolocation is mandatory for all EUDR commodities. Missing or inaccurate GPS coordinates will result in automatic DDS rejection. Aim for 6-8 decimal places for maximum accuracy.
Sheet 5: Supplier Information
Track all entities in your supply chain from farm to your facility.
Required for Each Supplier:
- Supplier Legal Name: Official registered business name
- Address: Complete address including country
- Contact Person: Name of your primary contact
- Email & Phone: Direct contact information
- Supplier Type: Producer/Farm, Processor, Trader, Cooperative, etc.
- Registration Numbers: Tax ID, business registration number (if applicable)
Optional but Recommended:
- Certification status (Rainforest Alliance, Fairtrade, Organic, FSC, etc.)
- Certification number and expiry date
- Years in business relationship
- Last audit date and results
- Parent company (if part of larger group)
Multi-Tier Supply Chains:
If your product passes through multiple suppliers, list ALL of them:
- Tier 1 (Primary): Producer/farm where commodity originates
- Tier 2: Local collector/cooperative
- Tier 3: Regional processor/exporter
- Tier 4: International trader (if applicable)
Best Practice: Maintain direct relationships with Tier 1 suppliers (producers) when possible. The closer you are to the source, the easier due diligence becomes.
Sheet 6: Risk Assessment
Document your due diligence process and risk mitigation measures.
Three Risk Categories:
Low Risk (Negligible)
Country/region not associated with deforestation. Certified sustainable sourcing. Complete documentation available.
Action: Simplified due diligence sufficient
Standard Risk
Some deforestation risk in region. Documentation partially available. Suppliers known but not certified.
Action: Standard due diligence required
High Risk
Country/region with significant deforestation. Limited supplier verification. Documentation gaps exist.
Action: Enhanced due diligence + mitigation plan mandatory
Required Risk Assessment Elements:
- Geographic Risk: Check if country is on EU high-risk list
- Deforestation Risk: Review satellite data for production region
- Supplier Risk: Assess supplier compliance history and certifications
- Documentation Risk: Evaluate completeness of chain of custody records
- Legal Risk: Verify compliance with local forest/land laws
Mitigation Measures (If High Risk):
- Third-party verification or audit
- Satellite monitoring of production plots
- Supplier training and capacity building
- More frequent site visits
- Additional documentation requirements
- Progressive supplier replacement plan
Key Point: Even high-risk sourcing is allowed under EUDR IF you implement adequate mitigation measures and document them thoroughly. Don't hide risks - demonstrate how you're managing them.
Automate Your Risk Assessment
Manual risk scoring is complex and error-prone. EUDR Simple uses real-time satellite data, official EU risk classifications, and automated supplier verification to calculate risk levels instantly—with audit trails for every decision.
Sheet 7: Summary Report
Auto-generated compliance overview using Excel formulas.
What Gets Auto-Populated:
- Total number of suppliers
- Total number of production plots
- Total commodity quantity
- Number of certified suppliers (%)
- Overall risk level (calculated from Sheet 6)
- Document completeness score
- Compliance readiness status
How to Use It:
- Fill out Sheets 2-6 completely
- Summary sheet updates automatically
- Review calculated risk level
- Check for any red flags or missing data indicators
- Use as quick compliance health check
- Share with management for approval
Pro Tip: Don't edit the Summary sheet manually - let the formulas work. If numbers look wrong, go back to source sheets to correct data.
Sheet 8: Document Checklist
Track all supporting documents required for submission.
Required Documents:
- ✅ Purchase orders and invoices
- ✅ Bills of lading or transport documents
- ✅ Supplier contracts
- ✅ GPS survey reports or maps
- ✅ Land ownership/use rights documentation
- ✅ Certification documents (if applicable)
- ✅ Risk assessment reports
- ✅ Third-party audit reports (if high risk)
For Each Document, Track:
- Document type and name
- Issue date
- Expiry date (if applicable)
- File location or reference number
- Status: Obtained, Pending, Not Required
Important: Keep all documents for 5 years minimum. EU authorities can request verification at any time during this period.
How to Use This Excel Template
Download and Save the XLSX
Download the Excel DDS template and save it with a descriptive name (e.g., "DDS_Coffee_Batch123_2025.xlsx"). Enable macros if prompted and ensure you’re editing in Microsoft Excel or a compatible spreadsheet editor.
Read Instructions First
Start with Sheet 1 (Instructions) to understand the template structure, color coding, and data requirements. This saves time later.
Fill Yellow Fields First
Focus on required fields (highlighted yellow) first. These are mandatory for EUDR compliance. Optional white fields can be added later.
Verify GPS Coordinates
Double-check all GPS coordinates using Google Maps or Google Earth. Copy-paste directly from mapping tools to avoid transcription errors.
Review Summary Report
After completing all sheets, review the auto-generated Summary Report (Sheet 7) for compliance status and any data gaps.
Transfer to EU System
Use this template as your preparation tool. When ready, transfer the organized data to the official EU Information System for formal DDS submission.
Still Have Questions?
Our FAQ below covers common DDS template questions. Or skip the manual work entirely and let EUDR Simple handle DDS generation, GPS validation, and submission for you.
With This Template:
- ✓ Organize data manually
- ✓ Copy-paste into EU system
- ✓ Validate GPS coordinates yourself
- ✓ Track expiry dates in spreadsheet
With EUDR Simple:
- ✓ Auto-populated from supplier database
- ✓ Direct submission to EU system
- ✓ Automated GPS validation (6+ decimals)
- ✓ Automated deadline reminders & alerts
No credit card required • Cancel anytime • Lock in €90/year early pricing
Frequently Asked Questions
Can I submit this Excel file directly to EU authorities?
No. This template is a preparation tool to organize your data. Final DDS submission must be done through the official EU Information System portal. However, having data organized in this format makes the official submission much faster and error-free.
Do I need a separate DDS for each shipment?
Yes. Each shipment of EUDR-regulated commodities entering the EU requires its own DDS. You can duplicate this template for multiple shipments - just change the filename and update the details.
What if I have multiple suppliers for one shipment?
Use Sheet 5 (Supplier Information) to list all suppliers. The template supports unlimited suppliers - just add more rows. The Summary Report will automatically count them.
How accurate do GPS coordinates need to be?
Minimum 6 decimal places (≈0.1 meter accuracy). For large production areas, provide coordinates for plot boundaries or central points. More precision is always better - aim for 6-8 decimal places.
What if my supplier can't provide GPS coordinates?
GPS coordinates are mandatory under EUDR. If suppliers can't provide them, you have three options: (1) Visit production sites yourself with GPS device, (2) Use satellite imagery tools like Google Earth, (3) Hire third-party verification service. Without coordinates, you cannot legally import the commodity.
Is certification required?
No, but it helps. Certifications like Rainforest Alliance, Fairtrade, FSC, or Organic can strengthen your due diligence and may reduce risk level. However, certification alone doesn't guarantee EUDR compliance - you still need GPS coordinates and other required documentation.
How long should I keep DDS records?
Minimum 5 years from the date of placing the product on the EU market. Keep the completed Excel file and all supporting documents in secure storage. EU authorities can request them during inspections or investigations.
Can I use this template for non-EU markets?
Yes! While designed for EUDR, this template follows international best practices for sustainable sourcing. UK, USA, and other markets are implementing similar regulations - this template helps you prepare for multiple compliance frameworks.
What's the difference between Operator and Trader?
Operators place products on EU market for first time (importers, primary processors). Traders handle products already in EU market. Operators must submit full DDS. Traders collect reference numbers. This template is primarily for Operators.
Do you offer template support or training?
Yes! EUDR Simple provides full end-to-end compliance software with automated DDS generation, risk assessment, GPS validation, and direct submission to EU systems. Lock in €9/month forever to see how we can automate 90% of this process for you.
Questions About Using This Template?
Not sure how to fill in specific fields? Need help with GPS coordinates or risk assessment? Our team is here to help.
Contact Us for Template HelpReady to Automate Your EUDR Compliance?
While this template helps you organize data manually, EUDR Simple automates the entire process - from GPS validation to direct DDS submission.