EUDR Simplified Declaration Examples

The EUDR Simplified Declaration examples makes it easier to understand when viewed through real-world supply-chain scenarios. From small coffee and cocoa producers to rubber suppliers and sawmills, eligible micro and small primary operators can use the simplified route to reduce repetitive reporting while maintaining the required product and production information. These examples show how the Simplified Declaration works in practice, who may qualify, how declaration identifiers move through the supply chain, and why accurate traceability data remains essential for EUDR compliance.

Key Takeaways

• The Simplified Declaration is a one-time reporting route for eligible micro and small primary operators; it is not automatically available to every small company.
• Eligibility depends on company size, primary-operator status, low-risk-country classification and producing the relevant products themselves.
• The SD requires structured operator, activity, product, commodity, country and production-location information.
• SD production location can use GeoJSON, postal address(es) or cadastral identifier(s).
• A declaration identifier is assigned by the EUDR Information System and accompanies relevant products through the supply chain.
• An SD remains valid indefinitely unless major changes occur and can be updated when required.
• Authorised representatives can submit SDs for eligible operators under a written mandate.
• The operational opportunity is to connect producer data, product data, reporting and shipment traceability into one repeatable workflow.

What Is an EUDR Simplified Declaration?

The EUDR Simplified Declaration is a one-time submission in the EUDR Information System for eligible micro or small primary operators. Instead of preparing a separate due diligence statement (DDS) for every relevant shipment, an eligible operator can submit an SD covering relevant products it produces. The Information System assigns a declaration identifier that accompanies the relevant products through the supply chain instead of a DDS reference number.

Who Can Use the EUDR Simplified Declaration?

The SD route is designed for a specific category of operators: a micro or small primary operator established in a low-risk country that places on the market or exports relevant products it itself produced in that country. A small trader buying commodities from other producers is therefore not automatically eligible simply because of its company size.

What Does the Simplified Declaration Contain?

The declaration contains structured information about the operator, activity, relevant commodity and product, country of production, production location and applicable product or HS information. For SD producers, production location may be provided using GeoJSON geometry, postal address(es), or cadastral identifier(s).

Is Your Business Eligible for the EUDR Simplified Declaration?Understand your eligibility, organize producer and product data, and streamline your EUDR reporting workflow.

How Does the EUDR Simplified Declaration Work?

EUDR Simplified Declaration Real World Examples

Example 1: A Small Coffee Farmer Exporting Coffee

Imagine a small coffee producer in a low-risk country. The farmer operates the coffee-producing land, produces the coffee themselves, is a micro or small undertaking, and exports their own coffee to an EU buyer. If eligible, the farmer can submit one Simplified Declaration covering relevant coffee products rather than preparing a separate DDS for every shipment. The SD can include operator, activity, coffee, country of production, production location and product/HS information. The farmer receives a declaration identifier that accompanies the relevant products through the supply chain.

Real-world impact: 10 coffee shipments do not necessarily mean 10 DDS submissions; an eligible producer can use one SD.

Example 2: A Small Rubber Producer

Consider a small rubber producer operating in a low-risk country. The producer harvests rubber from its own production areas and sells it to an EU-based manufacturer. The producer may qualify if the eligibility conditions are met. The key distinction is that the producer is the primary operator producing the commodity, rather than a trader buying rubber from other producers. The SD can cover relevant products produced by the operator rather than being recreated for every shipment.

Example 3: A Small Sawmill Selling Its Own Wood

Consider a small forestry business that produces and sells timber. If it operates in a low-risk country, qualifies as a micro or small undertaking and meets the SD conditions, it may use the Simplified Declaration route. For wood, the EUDR requirement remains substantive: the wood must have been harvested without inducing forest degradation after 31 December 2020. The SD is not a ‘small company, so we do nothing’ exemption.

Example 4: A Small Cocoa Producer With Multiple Shipments

A small cocoa producer supplies an EU chocolate manufacturer and ships cocoa in January, March, June and September. If eligible, the operator can submit the SD once rather than create a separate DDS for each shipment. The declaration remains valid indefinitely unless major changes occur, making the route particularly relevant to repeated exports of the same relevant products.

Example 5: A Small Coffee Cooperative Using an Authorised Representative

Eligible small primary operators without the resources or expertise to manage the EUDR Information System can use an authorised representative established in the EU, acting under a written mandate. A practical model is: Small Producer → Production Data → Authorised Representative → EUDR Information System → Simplified Declaration → Declaration Identifier → EU Buyer/Downstream Supply Chain.

Example 6: Postal Address Instead of GeoJSON

Suppose an eligible small coffee producer has production areas that are difficult to manage digitally. For an SD, the production location may be provided using GeoJSON geometry, postal address(es), or cadastral identifier(s). This can simplify digital onboarding for eligible producers that do not already have GIS capabilities.

Example 7: What Happens When the Producer Has a Major Change?

A small cocoa producer submits an SD in January. Six months later, a major change affects information in the declaration. The producer should not simply continue treating the original information as unchanged. The SD can be updated, and the update can trigger the applicable risk profiling process. A better workflow is: Create SD → Monitor Data → Detect Major Change → Update SD → Maintain Compliance Record.

Example 8: Small Producer vs Trader — Why the Distinction Matters

Company A is a small coffee farmer producing coffee on its own land and exporting it. If it meets the eligibility conditions, it may use the SD. Company B is a small coffee trader buying coffee from 50 farmers and reselling it to an EU customer. Being small does not automatically make Company B eligible. The operator role, country classification and production relationship matter.

Small company ≠ automatically eligible for Simplified Declaration.

Example 9: Declaration Identifier at Customs

An eligible small coffee producer exports coffee to the EU. After submission, the Information System provides a declaration identifier. That identifier accompanies the relevant products through the supply chain and must be made available to customs before release for free circulation or export, as applicable. The flow is: Producer → SD → Declaration Identifier → Export Shipment → Customs → EU Buyer.

Example 10: Automating SD Preparation

Imagine a small coffee producer using a digital traceability platform containing farmer/operator information, coffee product information, production country, farm locations, cadastral information, HS codes, quantities and supporting evidence. The data can be structured into a workflow: Traceability Data → Validate Eligibility → Validate Product & Commodity Data → Validate Production Location → Prepare SD Data → Submit → Store Declaration Identifier → Link Identifier to Shipments. The value is not just fewer declarations; it is connecting producer data, product data and regulatory reporting into one repeatable workflow.

EUDR Simplified Declaration: Before vs After

How TraceX Helps with EUDR Simplified Declarations

TraceX EUDR Solutions helps eligible micro and small primary operators organize, validate and connect the data required for EUDR Simplified Declarations in one digital workflow. From producer and commodity information to production locations and declaration identifiers, TraceX can reduce manual data handling and maintain a traceable compliance record. The platform can also connect SD data with suppliers, products and shipments, making EUDR compliance part of day-to-day supply-chain operations.

Conclusion

The EUDR Simplified Declaration can make compliance more manageable for eligible small primary producers, especially those making repeated exports. Simplification does not mean less accountability. The strongest approach is to maintain accurate producer, commodity, product and production-location data, keep the declaration current when major changes occur, and connect the declaration identifier to relevant trade flows.

Frequently Asked Questions (FAQ’s)