How to File Due Diligence Statement (DDS) for EUDR 

The Due Diligence Statement (DDS) is a mandatory compliance requirement under the EU Deforestation Regulation for companies placing certain commodities and derived products on the EU market or exporting them from the EU. It is not just a formality; it is a legally binding declaration confirming that products are deforestation-free, produced legally, and supported by a robust risk-assessment process. 

Under EUDR, operators must ensure full traceability down to the geolocation of production plots, verify that no deforestation occurred after 31 December 2020, and assess supply chain risks before submitting a DDS through the EU Information System. Without a valid DDS reference number, products cannot be legally placed on or exported from the EU market. 

Failure to submit a compliant Due Diligence Statement (DDS) can result in: 

• Significant financial penalties (up to 4% of EU annual turnover) 

• Shipment delays or customs holds 

• Product confiscation or market bans 

• Increased regulatory scrutiny 

• Long-term reputational damage 

For companies with complex, multi-tier supply chains, especially in high-risk sourcing regions, DDS compliance requires structured data collection, supplier engagement, and continuous monitoring. 

This guide explains how to file a Due Diligence Statement (DDS) correctly, step-by-step, covering documentation requirements, geolocation data collection, risk assessment methodology, mitigation measures, EU system submission, and best practices to ensure smooth customs clearance and audit readiness. 

Avoid shipment delays, penalties, and compliance gaps under the EU Deforestation Regulation. 

See How Our EUDR Compliance Solutions Protect Your EU Market Access 

Key Takeaways 

• Under the EU Deforestation Regulation, a Due Diligence Statement (DDS) is a mandatory declaration confirming that regulated commodities are deforestation-free, legally produced, and supported by a documented risk assessment before being placed on or exported from the EU market.  

• Filing a DDS requires structured data collection, including HS codes, geolocation polygon mapping, supplier legality documents, and risk mitigation evidence, followed by submission through the EU Information System. 

• However, manual DDS preparation exposes companies to hidden risks, including data gaps, inconsistent supplier documentation, geolocation errors, shipment delays, and regulatory penalties.  

• Automating DDS creation through a traceability platform from TraceX enables real-time supply chain visibility, integrated geospatial validation, centralized documentation management, and streamlined submission workflows, reducing compliance risk while ensuring faster, audit-ready EU market access. 

What Is a Due Diligence Statement (DDS) Under EUDR? 

A Due Diligence Statement (DDS) is a legally required declaration submitted by operators under the EU Deforestation Regulation confirming that products placed on or exported from the EU market meet strict deforestation and legality requirements. 

In practical terms, a DDS is the final compliance confirmation submitted through the EU Information System after a company has: 

• Collected full supply chain traceability data 

• Verified geolocation coordinates of production plots 

• Conducted a risk assessment 

• Implemented mitigation measures (if risk is not negligible) 

By submitting a DDS, the operator declares that the product: 

•  Is deforestation-free (no deforestation after 31 December 2020) 

•  Complies with all relevant laws in the country of production (land use, environmental, labor, tax, trade laws, etc.) 

•  Has undergone a documented due diligence process 

It is important to understand that a DDS is not just paperwork it represents legal accountability. Authorities can audit the supporting documentation behind every submitted statement. 

Under EUDR, a DDS must be submitted before: 

• Placing products on the EU market 

• Exporting regulated products from the EU 

Without a valid DDS reference number, customs clearance may be blocked. 

Commodities Covered Under EUDR 

The regulation applies to the following commodities and many of their derived products: 

• Coffee 

• Cocoa 

• Cattle (including beef and leather) 

• Palm Oil 

• Soy 

• Rubber 

• Wood and wood-based products (including furniture, paper, packaging, etc.) 

If your product falls under the listed HS codes in the regulation, a Due Diligence Statement (DDS) is mandatory. 

Get a comprehensive breakdown of risk assessment, geolocation mapping, supplier verification, and audit preparation under the EU Deforestation Regulation. 

Read the Complete EUDR Due Diligence Guide 

See structured, submission-ready examples showing exactly how compliant DDS documentation should look. 

View Due Diligence Statement (DDS) Examples 

Who Must File a Due Diligence Statement (DDS)? 

The obligation depends on your role in the supply chain: 

EU Operators 

Companies established in the EU that place relevant products on the EU market for the first time must: 

• Conduct full due diligence 

• Prepare supporting documentation 

• Submit the DDS 

They carry the primary compliance responsibility. 

Non-EU Exporters Selling into the EU 

Non-EU companies cannot directly submit a DDS unless they have an EU-based operator entity. 

In most cases: 

• The EU importer (operator) files the DDS 

• The non-EU exporter must provide all required traceability, geolocation, and legality documentation 

This means exporters must be fully DDS-ready to maintain EU market access. 

Large Traders 

Large traders (non-SMEs) who trade regulated products within the EU market also have: 

• Due diligence obligations 

• Data retention requirements 

• Risk verification responsibilities 

They cannot simply rely on upstream documentation without verification. 

SMEs (Small and Medium Enterprises) 

SMEs benefit from simplified obligations, but they are not exempt. 

They must: 

• Ensure traceability 

• Maintain records of upstream DDS reference numbers 

• Cooperate with authorities upon request 

However, SMEs may rely on DDS submitted by upstream operators, provided they can demonstrate proper documentation and transparency. 

Step-by-Step: How to File a Due Diligence Statement (DDS) 

Filing a Due Diligence Statement (DDS) under the EU Deforestation Regulation requires structured documentation, verified geolocation data, and a defensible audit trail. 

Step 1: Collect Required Information 

Before submitting your Due Diligence Statement (DDS) in the EU Information System, you must compile three core data categories: 

Product Information 

This identifies exactly what is being placed on or exported from the EU market. 

HS Code (Harmonized System Code) 

• The correct HS code determines whether your product falls under EUDR scope. 

• Misclassification may result in customs rejection or regulatory penalties. 

• Ensure consistency between: 

• Commercial invoice 

• Bill of lading 

• Customs declaration 

• DDS submission 

Best Practice: Cross-verify HS codes with customs brokers and regulatory experts before filing. 

Product Description 

Provide a clear and accurate product description, including: 

• Commodity type (e.g., green coffee beans, roasted coffee, cocoa butter, sawn timber) 

• Processing stage 

• Whether it is a derived product 

Authorities must be able to trace the product back to its raw commodity origin. 

Quantity 

Specify: 

• Net weight 

• Volume (if applicable) 

• Unit of measurement 

The declared quantity in the DDS must match customs and shipping documentation. Discrepancies can trigger inspections. 

Country of Production 

This refers to the country where the commodity was produced — not necessarily the country of export. 

For example: 

• Cocoa grown in Côte d’Ivoire but exported via the Netherlands → Country of production = Côte d’Ivoire. 

Country of production is critical for: 

• Risk benchmarking 

• Deforestation exposure analysis 

• Regulatory scrutiny level 

2. Geolocation Data (Critical Compliance Requirement) 

Geolocation is one of the most important and technically demanding components of a Due Diligence Statement (DDS). 

Under EUDR, operators must collect: 

Exact Plot Coordinates 

• Latitude and longitude of every production plot 

• Data must be precise (GPS-level accuracy) 

• Required for all production areas 

For smallholder aggregation models, each plot must be mapped individually. 

Polygon Mapping for Land Plots 

Instead of a single GPS point, operators must provide: 

• Polygon coordinates outlining the full production area 

• Digital mapping files compatible with GIS systems 

Why this matters: 

• Authorities verify whether deforestation occurred within the defined boundary 

• Satellite systems cross-check forest cover change after 31 December 2020 

Single-point coordinates are insufficient for most production systems. 

Satellite Verification (If Applicable) 

Companies often use: 

• Remote sensing tools 

• Forest monitoring platforms 

• Third-party geospatial verification systems 

This helps demonstrate: 

• No forest conversion after the regulatory cut-off date 

• Historical land-use validation 

High-risk countries require stronger satellite-backed verification. 

3. Supplier Documentation 

Beyond traceability, the DDS requires proof of legal compliance in the country of production. 

Proof of Legal Harvesting / Production 

This may include: 

• Harvest permits 

• Production licenses 

• Agricultural registration certificates 

• Environmental compliance approvals 

The objective is to prove that the commodity was legally produced under local law. 

4. Land Ownership or Use Rights Documentation 

Operators must confirm that land used for production is legally held. 

Documents may include: 

• Land title deeds 

• Lease agreements 

• Customary land rights documentation 

• Government-issued land certificates 

Authorities may request these documents during audits. 

5. Production Date Verification 

EUDR requires confirmation that the commodity was not produced on land deforested after 31 December 2020. 

Supporting evidence may include: 

• Harvest records 

• Farm production logs 

• Satellite imagery time-series 

• Purchase contracts 

• Traceability system timestamps 

Production date must align with: 

• Shipment date 

• Commercial documents 

• Supplier declarations 

Pro Tip: Prepare for Audit, Not Just Submission 

A Due Diligence Statement (DDS) is a declaration  but regulators can request all supporting documents at any time. 

Your internal system should ensure: 

• Secure document storage 

• Version control 

• Clear supplier onboarding procedures 

• Traceability from finished product to plot level 

The stronger your Step 1 documentation process, the smoother the remaining DDS filing steps will be.

The Hidden Risks of Manual DDS Preparation 

If you’re still using Excel files, Dropbox folders, WhatsApp messages, and a mix of PDFs from suppliers to prepare your Due Diligence Statement under EUDR, you’re not alone. 

But here’s the hard truth: manual DDS prep is slow, error-prone, and risky at scale. 

And when EUDR enforcement kicks in, a small gap in your documentation can stop an entire container at the border. 

Let’s break down where things typically go wrong  and why automation isn’t just a nice-to-have, but a must-have. 

Scattered Farmer & Supplier Records 

You’ve got sourcing from hundreds of farmers, maybe across different regions or co-ops. One shares a land deed via WhatsApp. Another gives you GPS over a call. Someone emails a photo of their declaration. 

The result? No single source of truth. And come audit time, you’re scrambling to figure out which farmer’s data matches which batch. 

Your goal: Centralize supplier data. 
What’s missing: A system that links farmers → plots → batches → documents, all in one place. 

No GPS or Verified Land Use History 

Plot-level geolocation is non-negotiable under EUDR. But most smallholders don’t have smartphones, and many have never seen a polygon map of their land. 

So now you’re trying to file a DDS  but don’t even have compliant GPS coordinates. 

Common query: 
“Can we use pin drops instead of polygons?” 
Answer: Not anymore. You’ll need a geo-tagged, polygon-level map tied to land-use history from 2020 onward. 

Your goal: Get compliant GPS and deforestation checks. 
What’s missing: A mobile-first mapping tool that works offline and syncs securely. 

Version Control Nightmares in Excel/Google Sheets 

Who updated the GPS file last? Did we use the wrong batch ID for that cocoa shipment? Is this the latest version of the farmer declarations? 

If this sounds familiar, you’re not just managing risk  you’re multiplying it. 

When DDS lives in multiple sheets across multiple teams, mistakes are inevitable. 

Your goal: A single, auditable workflow. 
What’s missing: A traceability system that logs every update, with version control and user access. 

No Reliable Audit Trail 

Let’s say your DDS makes it through submission. Now an EU authority or third-party auditor asks for a detailed record of land history, sourcing practices, and risk assessments. 

If you can’t produce a timestamped, verified trail of how that data was collected, you’re at risk  even if your sourcing was clean. 

Your goal: Stay audit-ready, not just compliant. 
What’s missing: Automated data capture and traceable logs from field to file. 

Submission Errors = Shipment Holds 

Here’s the part no one talks about: If you submit a DDS with incorrect or incomplete data, the EU can block your shipment at customs. That means lost revenue, spoiled goods, broken trust with buyers  and even loss of contracts. 

Manual submission = higher error risk = real financial pain. 

Your goal: Submit with confidence, not fingers crossed. 
What’s missing: A platform that validates entries, auto-generates DDS files (PDF/XML), and integrates with the EU registry. 

Your team likely isn’t ignoring compliance. But without the right tools, even the most well-intentioned DDS process becomes a liability. You need more than checklists. You need a system.

How to Automate DDS Creation with a Traceability Platform 

If you’re still assembling DDS reports with Excel, PDF attachments, and last-minute document hunts you’re not alone. But you’re also racing against a ticking clock. EUDR enforcement begins soon, and manual workflows simply won’t scale. 

With the right digital traceability platform, you can automate 80–90% of the DDS process and turn compliance from a burden into a strategic advantage. 

Ready to simplify your Due Diligence Statement (DDS) process? 
Explore Our EUDR Compliance Solutions  

Geo-Tagging + Polygon-Level Farm Mapping 

Forget vague locations or pin drops. EUDR requires plot-level precision  which means polygon boundaries, not just dots on a map. 

With TraceX, your field agents can use an offline-first mobile app to map farmer plots even in low-connectivity areas. These maps sync with your central system automatically, reducing manual errors and ensuring every farmer’s data is audit-ready. 

Tired of incomplete maps and unreliable GPS data from remote cocoa farms? Discover how one trading company overcame farm mapping chaos using TraceX’s “Walk and Plot” feature—designed for field agents in low-connectivity regions. 

Read the full story 

 “What if my suppliers already have GPS maps?” 
No problem. You can import GeoJSON files directly, saving time and validating them with satellite overlays for deforestation checks. 

Auto-Linking Farms, Batches & Documents 

Traceability is about more than maps. It’s about linking everything: farmer → farm → batch → export. When this chain is broken, your DDS risks rejection. 

With TraceX, each plot is automatically linked to harvest events, processing lots, and shipment batches, creating a clean, navigable record of the product’s journey. You can also attach: 

• Farmer declarations 

• Legal documents 

• Sustainability certifications 

All stored digitally. All version-controlled. 

Risk Scoring Dashboards (Deforestation Overlays Included) 

Not all sourcing regions are equal. That’s why EUDR requires a documented risk assessment — and mitigation steps for high-risk areas. 

With a traceability platform like TraceX, you get: 

• Deforestation heatmaps 

• Satellite change detection 

• Automated risk scores based on geography, crop, and supplier profile 

Instead of guesswork, you get data-backed decisions  ready for your DDS. 

Digital Document Uploads & Declarations 

Say goodbye to chasing down physical forms. Farmers or field staff can upload: 

• Land use history 

• Legal land tenure docs 

• Sustainability declarations 

• Consent forms 

Even photos or voice recordings if literacy is low. Everything is time-stamped and stored securely. 

Auditors love this: Clean trails, digital signatures, zero gaps. 

One-Click DDS Generation (PDF/XML) 

Once your data is in, the platform can generate an EU-compliant DDS file in PDF or XML ready for submission. 

No need to cobble together data from spreadsheets or retype batch volumes. The platform pulls: 

• Geolocation 

• Volumes 

• Declarations 

• Risk scores 

• Legal production evidence 

…and wraps it all in a pre-formatted DDS, backed by an audit trai 

Seamless Integration with EUDR Information System 

This is the final mile. TraceX offers integration-ready outputs that plug into the EU’s Deforestation Due Diligence Registry. So you’re not just generating reports you’re submitting them faster, more accurately, and with complete transparency. 

Your goal isn’t just to comply. It’s to protect market access, build buyer trust, and avoid penalties. Automating DDS creation doesn’t just save time  it reduces risk, enhances credibility, and frees your team to focus on growth.

DDS Compliance as a Competitive Advantage 

Filing a Due Diligence Statement (DDS) under the EU Deforestation Regulation is more than a regulatory checkbox; it is a strategic commitment to supply chain transparency, risk accountability, and sustainable sourcing. Companies that treat DDS as a one-time submission may struggle with audits, shipment delays, and data inconsistencies. In contrast, organizations that implement structured due diligence frameworks, centralized documentation systems, automated geolocation validation, and continuous risk monitoring are better positioned to ensure seamless EU market access. 

As enforcement tightens and scrutiny increases, proactive DDS management becomes a competitive differentiator. Businesses that embed compliance into their operations will not only mitigate regulatory risk but also strengthen buyer confidence, protect brand reputation, and unlock long-term growth opportunities in the EU market.

Frequently Asked Questions (FAQ’s)

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