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A Practical Guide to Preparing EUDR Compliance Documents

2025-06-11

EUDR documentation, due diligence, geo-location, risk assessment, Lucky Color document support

As the enforcement date for the EU Deforestation Regulation (EUDR) approaches, companies are beginning to realize that mere awareness of the law is not enough. Proper documentation — accurate, complete, and timely — is the foundation of compliance.

This article provides a practical roadmap to preparing EUDR compliance documentation, including document types, format suggestions, what Lucky Color can provide, and how to handle customer requests efficiently.

1. What Documents Are Required for EUDR Compliance?

Based on EU official guidelines, client audits,, the core documentation for EUDR includes eight main categories:

No.	Document Type	Description
1	Product Information	Includes HS codes, material types, usage function
2	Geo-location Data	GPS coordinates of forest origin for wood/paper
3	Legal Harvest Declaration	Issued by material supplier or forest owner
4	Supply Chain Flow	Contracts, invoices, transport records from forest to factory
5	Risk Assessment	Origin country risk, supplier credibility, FSC presence
6	Risk Mitigation Records	Training, supplier re-verification, alternative sourcing
7	Staff Training Records	Date, content, attendees of EUDR training
8	Final Due Diligence Statement (DDS)	Summary declaration filed to EU portal or shared with client

2. Document Format and Submission Tips

Most EUDR-required documents are not standardized across the EU. Therefore, consistency and clarity are key. Our formatting advice includes:

PDF format for legal documents and declarations
Excel sheets for batch-wise GPS and material traceability tables
Photos or maps for geo-location visuals
Bilingual (EN + ZH) when used in cross-border supply chains

3. Lucky Color’s Document Preparation Services

Lucky Color provides end-to-end documentation support for EUDR compliance:

a) We offer templates for:

Product summary forms
Geo-location reporting tables
Staff training logs
Due diligence declarations

b) We help collect:

Supplier-issued legal harvesting statements
UPM/APP coordinates and DDS numbers

c) We create risk files:

With assigned compliance grades (Low, Medium, High)
Including supporting evidence and mitigation notes

All documents are prepared within 3 working days and delivered in editable and client-ready formats.

4. Common Scenarios and How We Handle Them

Scenario 1: Client requests DDS before customs filing We prepare a DDS summary based on client’s order, packaging type, and declared end-use.

Scenario 2: Audit requires forest origin data We pull batch-wise coordinates from our upstream paper mills and submit Excel + map visual.

Scenario 3: Client requires training evidence We provide:

Training screenshot
Staff list with roles and dates
Training slides in English

5. Internal Process at Lucky Color

Identify product risk scope (based on HS code + usage)
Request upstream documentation from paper suppliers
Assign internal tracking code to batch
Complete training and file training logs
Archive and issue compliance package

6. Don’t Forget: EUDR Is About Process, Not Just Results

EUDR compliance is not just a checkbox. It reflects a brand’s entire operational transparency. Even if a product is not randomly inspected by EU customs, poor or missing documentation may: