27. Checklists and templates — EUDR Guide

27.1 Readiness checklist — exporter

#	Item	Reference
1	Exported products classified and the EUDR scope defined	Annex I; FAQ 2.1 and 2.2
2	The role of each European customer identified	Article 2; FAQ 3.1
3	Situations in which the company would be an operator mapped	Article 7; FAQ 3.7
4	Origination policy with a 31/12/2020 cut-off date approved	Article 2, point 13
5	100% of suppliers with a polygon of the cultivated area per harvest	Article 9(1)(d)
6	Polygons with six decimal digits, valid, in GeoJSON WGS-84	Article 2, point 28; FAQ 7.8
7	Documented geospatial analysis using the EUDR definition of forest	Guidance, section 11; FAQ 9.10
8	Legality file per supplier	Article 9(1)(h); Guidance, section 6
9	Indirect suppliers traced	Article 10(2)(i) and (j)
10	Intake blocked for ineligible areas	Article 3; FAQ 1.5
11	Physical segregation or FIFO with the 200% rule in place	FAQ 1.4 and 1.17
12	Over-declaration rules defined	FAQ 1.18
13	Data pack per lot standardised	Articles 9 to 11
14	EUDR and data protection clauses in contracts	FAQ 1.10 and 1.31
15	Procedure for notifying the customer of risks	Article 4(5)
16	Grievance channel and investigation process	Article 31; FAQ 4.15
17	Non-compliance and reinstatement protocol	FAQ 1.15
18	Evidence retained for at least five years	Article 9(1); Article 12(5)
19	Teams trained	Article 11(2)
20	Independent audit and annual review	Articles 11(2) and 12(2)

27.2 European operator checklist (what the customer must do)

#	Item	Reference
1	Registration in the Information System with an EORI	Article 33; FAQ 7.3
2	Documented due diligence system	Article 12
3	Collection of all the Article 9 information per product	Article 9
4	Documented risk assessment against the 14 criteria	Article 10
5	Documented mitigation down to negligible risk	Article 11
6	Compliance officer at management level and independent audit (non-SME)	Article 11(2)
7	DDS submitted before the customs declaration	Article 4(2); FAQ 5.20
8	Reference number passed to the first downstream link	Article 4(7)
9	DDS and evidence retained for five years	Articles 4(3) and 9
10	Annual public report (non-SME)	Article 12(3)
11	Procedure for new information and substantiated concerns	Articles 4(5) and 31
12	Annual review of the system	Article 12(2)

27.3 Minimum data set per lot

Field	Format	Source
Product and tariff code	Text and code	Product register
Quantity	kg of net mass	Invoice / loading list
Country and state/municipalities of production	Text	Supplier register
Geolocation of the plots	GeoJSON (polygons above 4 ha), 6 decimal digits	Geospatial database
Period of production	Harvest year per plot	Harvest register
Direct supplier	Name, address, email	Supplier register
Result of the deforestation analysis	Report with date, sources and method	Geospatial analysis
Result of the legality analysis	File with dated database searches	Socio-environmental analysis
Segregation control	Description of the silo regime and reference period	Warehouse
Applicable certifications	Standard, number, validity, chain-of-custody model	Certification body

27.4 Model contract clause (for reference)

Note

An illustrative model — to be adapted with counsel

EUDR clause. The SELLER shall provide the BUYER, no later than [__] days before each shipment, with the information the BUYER needs in order to comply with Regulation (EU) 2023/1115, including: (a) the geolocation, in GeoJSON format, of every plot of production of the goods or, under the rule applicable to storage, of every plot whose goods entered the storage and processing facilities during the reference period; (b) the period of production; (c) the results of the analyses of the absence of deforestation after 31/12/2020 and of the legality of production; and (d) a description of the segregation system adopted. The SELLER warrants that the goods have not been mixed with products of unknown origin. The parties shall cooperate in the event of a check by a competent authority or of a substantiated concern, and the SELLER shall notify the BUYER, within [__] hours, of any new information indicating a risk of non-compliance. Personal data shall be processed solely for that purpose, in accordance with the applicable data protection legislation.

27.5 Quick answers

Question	Short answer	Reference
Does the Brazilian exporter have to submit a DDS?	No, unless it is the importer in the EU (or holds an EORI and places products on the market)	Article 2, point 15; Article 7; FAQ 3.7
Can soy from an area cleared with a permit in 2021 go to the EU?	No, if the area was forest under the EUDR definition	Article 2, points 3 and 13; Guidance, section 11.2
May I declare only the farm closest to the volume shipped?	No; where silos are mixed, declare every intake in the reference period	FAQ 1.17
Is certified mass balance acceptable?	No	FAQ 1.4; Guidance, section 10
Is meal made from 2022/23 soy harvested before 29/06/2023 outside the scope?	Yes, if the date of production before 29/06/2023 is proven	Article 1(2); FAQ 8.3
Is soy protein isolate covered?	No, where classified under 2106	Infographics, Scenario 4
Is maize covered?	No; it will be assessed in the 2030 general review	Article 34(2)(i)
Can one DDS cover a year of shipments?	Yes, subject to the conditions in FAQ 5.19	FAQ 5.19
Who is fined if the product is non-compliant?	The operator answers for compliance; the other actors answer for their own obligations	Articles 4, 5 and 25
Does the GFC 2020 map decide compliance?	No; it is a non-binding tool	FAQ 9.10 to 9.10.3