Due Diligence Statement in EUDR: Requirements, Filing Steps and Common Errors

A Due Diligence Statement in EUDR is a formal declaration submitted through the EU’s EUDR Information System before a relevant product is placed on the EU market or exported, where the regulation requires a statement. It connects product and supplier information with production-plot geolocation and the outcome of due diligence. Preparing the statement is not simply a form-filling exercise: the underlying data must be accurate, traceable and supported by evidence.

For importers, exporters and supply-chain teams, the biggest challenge is often bringing fragmented records together before filing. Missing plot coordinates, mismatched product codes, inconsistent quantities or incomplete risk assessments can cause submission problems and create avoidable operational delays. This guide explains what a DDS does, how to prepare one, and how to prevent common filing errors.

Key Takeaways

• A Due Diligence Statement in EUDR is a formal submission supported by product, supplier, geolocation and due diligence information.
• Data quality matters: incorrect codes, incomplete plot data and mismatched evidence can undermine a filing.
• Risk assessment and any required mitigation must be completed and documented—not treated as a box-ticking step.
• Use the current EU Information System guidance to confirm filing requirements and procedures.
• Digital compliance workflows can help centralise records, validate data and reduce manual errors as supplier networks grow.

What Is a Due Diligence Statement in EUDR?

Under Regulation (EU) 2023/1115, a Due Diligence Statement (DDS) records that the responsible operator has carried out the required due diligence for relevant products. The due diligence process includes collecting the information required by the regulation, assessing the risk of non-compliance and, where necessary, taking mitigation measures. The statement is submitted electronically through the EU Information System built on TRACES.

The DDS is linked to the specific products and supply-chain information covered by the filing. It should not be treated as a blanket certificate for every product a company sells. Businesses must first confirm that the product falls within the regulation’s current scope and identify the obligations that apply to their role in the supply chain. Requirements and system procedures can change, so teams should consult the current regulation and official Commission guidance before filing.

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What Information Is Needed Before Filing a DDS?

The exact data required depends on the product and the applicable rules, but teams should organise the following information before they begin:

• Product and commodity details: product description, relevant HS/CN classification, quantity and unit of measurement.
• Supply-chain and supplier information: supplier identity, production country and records linking the product to its source.
• Geolocation data: coordinates or plot polygons for the relevant production plots, in the required format and coordinate reference system.
• Production and legality evidence: relevant information demonstrating that the product meets the regulation’s deforestation-free and legal-production requirements.
• Risk assessment and mitigation records: documented assessment of the risk of non-compliance and evidence of any mitigation required before a conclusion is reached.
• Related declaration references: where applicable, accurate references to upstream DDS records or other required system identifiers.

A complete dataset is only useful if the fields agree with each other. For example, product quantities should reconcile with commercial records, geolocation should map to the correct plots, and supporting documents should relate to the supplier and production area being declared.

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How to Prepare and Submit a Due Diligence Statement

• 1. Confirm product scope and responsibility Check the current Annex I product scope and identify the role your organisation plays. Do not assume that every product associated with a regulated commodity is automatically in scope.
• 2. Collect supplier and plot-level data Use a standard onboarding process to collect supplier identities, production-country details, geolocation and supporting documents. Record the source of each data point so gaps can be followed up.
• 3. Validate geolocation and product data Check that coordinates or polygons use the accepted format, are geographically valid and correspond to the right production plots. Validate commodity codes, units, quantities and dates against procurement and shipping records.
• 4. Complete due diligence Assess the information collected and determine whether there is a risk of non-compliance. Where the risk is more than negligible under the applicable rules, take appropriate mitigation measures and document the result before proceeding.
• 5. Prepare and submit through the EU Information System Enter or transmit the required information using the current system workflow. Review the statement carefully before submission and retain the reference and verification details returned by the system, where applicable.
• 6. Link the declaration to operational records Make sure the relevant DDS references can be retrieved by the teams managing orders, shipments, customs documentation and compliance reviews. Keep the supporting evidence organised for later verification.

Learn how effective EUDR reference management helps maintain traceability, link declarations to the right transactions, and reduce manual errors across your supply chain.

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Common EUDR DDS Filing Errors and How to Avoid Them

Many filing problems originate before a user reaches the submission screen. A pre-filing review should test both individual fields and the links between them.

• Incomplete or invalid geolocation: Missing coordinates, invalid polygons or an incorrect coordinate reference system can prevent reliable plot-level checks. Validate spatial files before they enter the filing workflow.
• Product classification errors: A wrong or outdated HS/CN code can create inconsistencies between the DDS and commercial or customs records. Maintain a reviewed product master and confirm the applicable code.
• Quantity and unit mismatches: Differences between line items, invoices and declaration totals can trigger rework. Standardise units and calculate totals from source records wherever possible.
• Missing or inconsistent supplier references: Supplier names, identifiers or upstream declaration references may not match across systems. Use a single supplier master and verify references before submission.
• Evidence that does not match the declared plots: A document may be present but relate to a different farm, supplier or period. Associate evidence with plot and supplier identifiers, and retain an audit trail.
• Date, format or mandatory-field errors: Inconsistent date formats, unsupported files or missing required fields can fail system validation. Use a checklist based on the current Information System requirements and run a final review.

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The practical lesson is to find errors upstream, not at the point of filing. A standardised data model, clear ownership for supplier follow-up and repeatable validation checks can reduce corrections and help teams maintain consistent records.

How EUDR Compliance Software Can Help

Spreadsheets and email can work for small, simple datasets, but they become difficult to control when a business manages many suppliers, plots, products and shipments. EUDR compliance software can bring these activities into a connected workflow by:

• Centralising supplier profiles, product master data, geolocation files and supporting evidence.
• Validating spatial data and flagging missing or inconsistent fields before a DDS is prepared.
• Connecting risk assessments and mitigation records to the relevant supplier, plot and product.
• Reducing repetitive data entry through structured workflows and supported system integrations.
• Keeping declaration references and supporting records accessible for internal reviews and competent-authority requests.

TraceX helps businesses connect supplier onboarding, plot-level geolocation, deforestation-risk checks, traceability data and DDS workflows. The aim is to help compliance teams identify gaps earlier, improve data consistency and prepare a more organised filing process. Software supports the workflow; the responsible business must still ensure that the information is accurate and that due diligence decisions meet applicable legal requirements.

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Simplify Your EUDR DDS Workflow with TraceX

Manual data collection and last-minute validation make DDS preparation harder than it needs to be. TraceX helps connect supplier data, plot geolocation, risk assessment, traceability and declaration workflows so teams can identify gaps earlier and manage compliance information in one place.

Ready to improve your EUDR due diligence process? Book a TraceX demo to see how digital workflows can help your team prepare and manage DDS submissions with greater consistency.

Frequently Asked Questions