Why supplier engagement is the hardest part of EUDR

Most of the data required for the EU’s Deforestation Regulation (EUDR), such as geolocation, land legality, and production evidence, does not exist within a company’s internal systems. While internal teams can control their own systems and documentation, the vast majority of traceability, legality, and deforestation-related data comes from upstream suppliers and producers, who may not share your urgency, digital infrastructure, or understanding of the law.

In practice, this means that companies can face late responses, inconsistent file formats, unclear or outdated documents, and in some cases, silence. If suppliers don’t engage, no amount of internal preparation is enough to produce a compliant Due Diligence Statement (DDS). For a detailed checklist of what’s required under the regulation, refer to our EUDR Due Diligence Guide.

In our recent EUDR Winter School webinar, we explored the difficulty of engaging suppliers.

This article breaks down the discussions in this webinar, focusing on the operational realities of collecting EUDR supplier data, building cooperation, and staying compliant, even when working with low-tech, high-risk, or unresponsive partners. It reflects the real-world insights shared in the Coolset EUDR Winter School webinar series, focusing on practical steps forward to address gaps.

What data do I need from suppliers and why?

To comply with the EUDR you must gather shipment, supply chain, origin, and due diligence data for each relevant batch. This includes proving that products are:

• Deforestation-free (no deforestation after December 31, 2020)
• Legally produced in the country of origin

To support this, the following supplier data is required:

• Geolocation of the production plot: One GPS point (for plots <4 ha) or a polygon file (for plots ≥4 ha)
• Production date or period: Aligned with the harvest or sourcing window
• Producer overview: Including landowner or cooperative
• Land ownership documentation: Lease, title, or concession
• Harvest legality documents: Proof the product was harvested or produced in compliance with national law
• Deforestation-free evidence: Coordinates must match plots that show no deforestation post-cutoff date, ideally verified with satellite imagery

EU-based suppliers must provide a valid DDS reference through the TRACES portal. Non-EU suppliers must submit the full documentation package to meet legal requirements.

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Step-by-step: How to collect and validate supplier data

The process begins long before data collection, with a structured approach recommended to ensure suppliers understand what’s needed and how to deliver it.

1. Map and prioritize your suppliers

The first EUDR Winter School webinar outlines how to go about mapping your supply chain. This could involve listing all suppliers with EUDR-relevant products. 

Segment by:

• Country of origin
• Supplier size (SME or large)
• Risk level (country benchmark or known deforestation exposure)
• Supplier role (producer, aggregator, trader)

This informs where to focus effort and what support or escalation mechanisms you might need.

2. Prepare a clear request pack

Build a supplier-facing pack that includes:

• A short explanation of the EUDR and why the supplier’s data is needed
• A checklist of required items (geolocation, production dates, documents)
• Templates for common formats (e.g. GPS data, legality declaration)
• An upload method (e.g. shared drive or shared folder)
• A clear deadline

Whether sustainability, compliance, or procurement, assign a single point of contact for each supplier. This clearly defines responsibility, avoiding duplicative outreach and supporting better follow-up.

3. Explain why EUDR matters

Many suppliers will assume EUDR is optional or duplicative of certification. Clarify:

• EUDR is a legal requirement for accessing the EU market
• Missing data can prevent their products from being imported
• You're offering support, not just making demands

4. Engage suppliers using different channels

Keep momentum high by varying your communication methods with your suppliers:

• Offer short, virtual onboarding calls or screen shares to clarify formats
• Use WhatsApp or WeChat in low-connectivity regions
• Translate templates or examples into local languages
• Highlight quick wins and keep requests specific

Suppliers are more responsive when outreach feels personal and helpful.

5. Verify and review incoming data

Once suppliers have submitted their documents and you have received their data:

• Validate GPS coordinates
• Check polygons are accurate and not overdrawn or include vague borders
• Ensure that production dates and land titles align
• Cross-reference plots with satellite tools to confirm deforestation-free status

If anything is missing or incorrect, flag only those issues. Avoid asking suppliers to redo the full process.

See our checklist for engaging EUDR suppliers below:

How do I onboard suppliers for EUDR compliance?

EUDR supplier onboarding should be proactive and tailored to your suppliers’ knowledge levels.

• Explain the law: Keep it simple. Use 2-3 sentence descriptions of what EUDR requires.
• Use examples: Share screenshots or dummy files.
• Prioritize clarity: Replace legal text with visuals or checklists.
• Make it local: Translate where needed. Reference regional tools and examples.

Canal Chocolate, the example company used in the Winter School webinar, held a 15-minute screen share call with each supplier to show what the geolocation file, legal doc, and upload process should look like. This example of visual clarity could save days of back-and-forth.

See how our product makes EUDR compliance more manageable- from supplier engagement to document validation. Book a free demo here.

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What do I do if suppliers don’t respond?

Non-response from EUDR suppliers is a common challenge that can be tackled with a combination of structured follow-up, escalation, and risk mitigation. 

Here’s a standard three-step escalation approach:

1. Reminder email: Repeat the request, reattach the original materials and include a new deadline.
2. Call or message: Use WhatsApp, WeChat, or phone to further clarify what support they need.
3. Escalate internally: If the contact is unresponsive, reach out to someone else at the organization or raise the issue with your legal or compliance team.

If suppliers still don’t respond:

• Document all outreach attempts for audit purposes
• Consider self-declaring on their behalf if you can gather reliable evidence independently
• Explore alternative suppliers who can meet EUDR requirements
• Flag them as high risk in your traceability system and review implications for continued sourcing

Persistent silence should be treated as a compliance and business risk, not just a delay. If left unresolved, it may lead to shipment blocks or audit failures under the regulation.

What if you have multiple suppliers for the same product?

If your company sources the same product from multiple suppliers or plots of land, you must treat each source individually under the EUDR. Mixing is only permitted if every contributing lot is fully traceable and compliant.

Article 9 of the EUDR states that operators must collect geolocation data for all plots where commodities are produced, and ensure that each input is traceable, deforestation-free, and legally sourced.

This means that you can only mix inputs from suppliers if every contributing lot is fully verified. Models that obscure individual origins, such as mass balance or use of unknown sources, are not compliant: 

• Mass balance: A sourcing model in which inputs from both compliant and non-compliant origins are mixed, with compliance claimed based on their proportional share rather than full traceability.
• Unknown origin: A commodity input for which the geographic source is not identified or cannot be linked to a specific plot of land.

When in doubt, keep batches separated unless you can trace every component back to a verifiable, compliant origin. 

How does software help engage EUDR suppliers?

Supplier engagement for EUDR can be done manually, but software reduces time and risk. Smart compliance tools reduce friction by:

• Consolidating data collection in one platform
• Tracking supplier response rates and evidence gaps
• Integrating GPS data capture tools
• Running satellite deforestation risk checks automatically
• Generating DDS and audit trails for authorities

Platforms like Coolset help companies stay audit-ready with end-to-end traceability, risk assessments, and due diligence statement (DDS) generation.

Request a free demo here to see how it fits your EUDR workflow.

FAQ - Frequently Asked Questions

How do I ask suppliers for geolocation data?

Request EUDR geolocation data by explaining the compliance requirement clearly. Use templates showing point or polygon formats and specify WGS84 coordinates. Share mobile-friendly forms and offer simple examples. Emphasize that geolocation is mandatory for placing products on the EU market under the EU Deforestation Regulation (EUDR).

What tools can suppliers use to collect GPS info?

Suppliers can collect GPS coordinates using free tools like Google Maps, GPS Essentials, OpenStreetMap, or built-in smartphone apps. 

What data should I receive from non-EU suppliers to meet EUDR requirements?

You must collect geolocation (point or polygon), production date, land tenure documents, proof of legal harvest, and evidence the plot is deforestation-free. This full evidence package is required to generate a compliant Due Diligence Statement (DDS).

How is sensitive supplier data handled within the DDS and TRACES system?

The TRACES system stores DDS data in a secure, access-controlled environment. Only designated authorities and downstream actors with a valid reference code can view relevant information. Confidential business data is not publicly disclosed.

Can I trust supplier-provided certifications?

Supplier certifications should not be trusted blindly for EUDR compliance. Verify that the certifier meets EUDR standards and that the certification includes geolocation, legality, and deforestation-free proof. Always cross-check sample claims using satellite imagery or third-party verification to reduce risk.

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