First things first: the due diligence statement (DDS) is not a form you can simply "make up" on the spot. It is the result of your due diligence – that is, of data collection, risk assessment and risk mitigation. Once this data is cleanly in place, completing the statement is pure routine.
1. Preparing your data
Before you enter anything, gather the following details for each consignment. If even one is missing, the statement cannot be completed:
- Product description and HS code (customs tariff number, see Annex I of the EUDR)
- Quantity (net mass, and where applicable volume or number of units)
- Country of production and – where there are several – all the countries involved
- The geographic coordinates of the plot of production (point or polygon, at least six decimal places)
- Name and address of the supplier
- Reference numbers of upstream statements, if available
2. Recording the details
Enter the data in a structured way. Pay particular attention to the species with its scientific name (e.g. Quercus robur for English oak) and to the accuracy of the geolocation data – these are the most common stumbling blocks. Then confirm that the product is deforestation-free (no clearance after 31 December 2020) and was produced legally.
3. Submitting via TRACES NT
The statement is submitted electronically in the EU system TRACES NT. After sending it you receive a reference number and a verification number. Both uniquely identify your statement.
Tip: If you regularly buy from the same suppliers, you should consider a combined statement. It groups several similar consignments together and saves a lot of time.
4. Passing on the reference number
When you sell, you pass the reference and verification number on to your customer – ideally on the delivery note and invoice. That way the next operator in the chain can rely on your statement without having to repeat the due diligence in full.
Common mistakes
- Geolocation data too imprecise: Fewer than six decimal places, or a point where a polygon would be required. More on this in Point or polygon?
- Wrong HS code: Leads to queries from the authority – when in doubt, check the customs tariff.
- Mistaking a certificate for a substitute: FSC/PEFC do not replace the statement; they only lower the risk.
- No archiving: All records must be retained for five years.
Checklist
- All mandatory details complete (product, quantity, country, geolocation data, supplier)
- Geolocation data with sufficient accuracy
- Risk assessment documented
- Statement submitted in TRACES NT, reference number secured
- Reference number passed on to the customer
- Records archived for five years
To see how this workflow plays out specifically in your sector, read the EUDR guide – for example for sawmills or importers.