Quick answer: An EUDR due diligence statement (DDS) is an electronic declaration that a company submits before it places products on the EU market or exports them. In it, the company confirms that it has completed its due diligence and found the risk to be negligible. The company files the statement in the EU information system (via TRACES) and receives a reference number to pass on.
Key takeaways
- A DDS is the last step of EUDR due diligence. It is the declaration that you did the work.
- It is submitted electronically in the EU information system (via TRACES).
- Filing it gives you a reference number. Keep it with the statement.
- Your buyer needs the reference number, and you need it for customs.
- The DDS declares your due diligence. It does not replace it.
- Your exact duties depend on your role and company size, so check which applies to you.
If you work with products that fall under the EU Deforestation Regulation (EUDR), you will meet the abbreviation “DDS” quickly. It stands for due diligence statement, and it is the document that connects your internal work to the EU system.
This guide explains what a DDS is, what it contains, how it is filed in TRACES and how it fits into EUDR due diligence. For the basics of the regulation and who is responsible, read our guide EUDR Explained: What It Is and Who Is Responsible
What is an EUDR due diligence statement (DDS)?
A DDS is a short, structured declaration. In it, a company confirms that it carried out due diligence on its products and found that the risk is negligible. It is made online, in the EU information system, before the products are placed on the EU market or exported.
Think of it as a short summary of your due diligence. It confirms that you did the work, and you stand behind what the statement says.
Who has to file one? Duties differ by role and company size. Our explainer shows who counts as an operator or a trader.
What information does a DDS contain?
The EU sets the exact fields, so check the official list before you file. In simple terms, a DDS covers these points:
| Information | In simple terms |
| Company details | Who files the statement: name, address and contact details. |
| Product details | What the products are: a description and the quantity. |
| Country of production | Where the commodity was grown or produced. |
| Geolocation | Where exactly it was produced, shown as coordinates of the production plots. |
| Production date or period | When the commodity was produced or harvested. |
| The declaration | The confirmation that due diligence was done and the risk is negligible. |
How does EUDR due diligence lead to the DDS?
The DDS comes at the end of the due diligence process. Due diligence has three parts:
- Collect information. Gather data on your products, suppliers, countries and production plots.
- Assess the risk. Check the information and judge whether there is a risk that the products do not meet the rules.
- Reduce the risk. If the risk is not negligible, take steps to lower it before you go on.
Only once the risk is negligible should you place the products on the market and file the DDS. That is why the statement is the end of the process, not the start.
How is a DDS filed in TRACES?
The details of the system can change, but the flow is similar.
- Finish your due diligence. Collect your information, assess the risk and reduce it where needed.
- Get access to the system. Register in TRACES and in the EU information system before you file.
- Enter the statement. Fill in the product details, the country of production, the geolocation and the other required fields, then confirm your declaration.
- Submit. Submit the statement in the system. The system then gives you a reference number.
- Pass on the number. Give the reference number to your buyer and keep it ready for the customs declaration.
- Keep your records. Store the statement, its reference number and the evidence behind it.
What is the DDS reference number?
Each submitted statement receives a reference number. It identifies your statement.
Keep it together with the statement. Your buyer needs the reference number, and you need it for the customs declaration.
What is TRACES and what is the EUDR information system?
The EUDR information system is the EU’s online system for due diligence statements. Companies submit their statements there. To use it, you register in the European Commission’s TRACES system and in the information system.
It is important to know what a statement does not do. Submitting it does not replace your own due diligence. Collecting data, assessing risk and keeping evidence stays with you.
A simple example of a DDS in practice
Imagine an importer that buys a shipment of a relevant commodity from a supplier. First, it collects the supplier’s data: product details, country of production and plot locations. Then it assesses the risk and, if needed, asks the supplier for more information. Once the risk is negligible, it submits a DDS in TRACES and receives a reference number. It keeps the number for customs and passes it to its buyer. The importer keeps all documents in case someone asks for them.
What does the DDS mean for your business?
If your products fall under the EUDR, you need to be ready to:
- Find out your role in the supply chain. Our EUDR explainer helps.
- List the products and suppliers that fall under the EUDR.
- Ask suppliers early for the data a DDS needs: product details, country of production, geolocation and dates.
- Set up a clear internal process: who collects the data, who assesses the risk and who files.
- Register in the system early, so you are ready to file.
- Keep records of every statement and the evidence behind it.
Supplier data is the part you need first, so start there.
Common misunderstandings about the DDS
- “The DDS is the due diligence.” No. The DDS is the declaration at the end. The work comes before it.
- “TRACES does my due diligence.” No. Filing a statement does not replace your due diligence. Collecting data and assessing risk stays with you.
- “Once I have the reference number, I am done.” No. You should still keep your evidence and records.
- “Only the company that files needs to care.” No. Suppliers provide the data and buyers receive the reference number, so the whole chain is involved.
How PackIntelX can help
Collecting supplier data and keeping it organised is a big part of EUDR work. If you want support, tell us what you import or sell and where, and we will point you to the right next steps.
Keep reading on PackIntelX
More guides and resources for your compliance work:
- EUDR Explained: What It Is and Who Is Responsible: the basics of the regulation and who is responsible.
- PPWR Knowledge Hub: guides and obligations for packaging compliance.
- PPWR compliance overview: how PackIntelX supports packaging compliance.
- Supplier training: train and coordinate your suppliers on compliance requirements (PPWR).
- Book a consultation: talk to our team about your next steps.
This article is general information, not advice. Rules depend on your role and can change, so check the official EU guidance or ask a qualified adviser if you are unsure.
Frequently asked questions
What is a due diligence statement (DDS) under the EUDR?
A due diligence statement is an electronic declaration that a company submits before it places products on the EU market or exports them. It states that the company has completed its due diligence and found the risk to be negligible.
What does a DDS contain?
In simple terms, a DDS contains details of the company that files it, a description of the products and their quantity, the country of production, the geolocation of the production plots, the production date or period, and the declaration itself. The EU sets the exact fields, so check the official list before you file.
What is the EU information system for the EUDR?
It is the EU’s online system where companies submit their due diligence statements. To use it, companies register in the European Commission’s TRACES system and in the information system.
What is the DDS reference number?
Each submitted statement receives a reference number that identifies it. You keep it with the statement, pass it on to your buyer and use it for customs.
Is the DDS the same as due diligence?
No. Due diligence is the work: collecting information, assessing risk and reducing risk where needed. The DDS is the declaration at the end that confirms this work was done.
Who files a DDS?
Usually the company that places the products on the EU market or exports them, the operator, and in some cases a trader. Duties depend on your role and company size, so check which applies to you.
Do I need to keep records after I file a DDS?
Yes, it is good practice to keep the statement, its reference number and the evidence behind it, so you can answer questions later. Check how long the rules ask you to keep them.
