Create a new Due Diligence Statement (DDS)

Box 1

Reference Number

This is the DDS Reference Number. It is unique for every DDS submitted and is the number entered in the customs declaration, in the supporting document section (TARIC document type and reference number).

Verification Number

The Verification Number is a security token known only to the declarant (operator, trader, or its authorized representative, if applicable) and the Competent Authority. It can be communicated confidentially, together with the Reference Number, to a downstream operator, trader, or its authorized representative who wishes to include an upstream DDS reference in their own DDS.

Company Internal Reference

This is an informal, unstructured internal reference number, which can be entered by the declarant operator, or if left blank, is system-generated. It is intended for internal use only to facilitate DDS retrieval (search) while in DRAFT or SUBMITTED status, where a DDS Reference Number has not yet been made available to the operator.

Tip: Please do not use spaces, as this can affect subsequent searches

Box 2

Activity

One of the following options must be selected:

1. Import - in case the relevant product enters the Union market and is declared for ‘release for free circulation’ at the Customs.

2. Export – in case the relevant product leaves the Union market and is declared for ‘export’ at the Customs.

3. Domestic Production – in cases when the relevant product is produced or manufactured within the Union

4. Trade – in case the relevant product is made available on the market.

Box 3

Operator/Trader Name and Address

1. If the user is registered in only one operator entity, the fields in this box are automatically filled and cannot be modified.

2. If the user is registered in more than one operator entity, the field “Name” provides a drop-down list of all user registrations that can be selected.

3. If the user is an authorized representative, they must fill in all fields of the empty box with the operator's details. They will also appear in a separate box called 'Authorized Representative.' In this case, Company A is the authorized representative and creates an EU Login account to register as an Economic Operator for its consulting business. Company A then submits a DDS on behalf of Company B, the importer operator, entering Company B’s details in Box 3: 'Operator/Trader Name and Address.' Once the DDS is saved, it will appear in both dashboards; however, the represented operator (Company B) is not registered in the system as an operator, therefore they cannot login and view the DDSs submitted by their Authorised Representative.

Box 4

Place of Activity

The content of this section depends on the “Activity” selected in Box 2. This is a non-mandatory group of information. Providing information in this field will ensure a smooth interaction with the correct competent authority in the case of follow-up questions related to the DDS. It can contain three separate fields, depending on the type of activity selected in field ‘2. Activity’:

Country of activity: The user can select this field when choosing activity ‘Import’ or ‘Domestic’ as operator, or ‘Trade’ as trader in Box ‘2. Activity’. In this field, the user can enter the Member State in which the relevant products that the DDS covers are placed on or made available on the Union market. If a user wants to place or make available the products in the Member State in which it is established, then it can copy this Member State with the help of a button next to the dropdown menu.

Country of entry: The user can select this field when choosing activity ‘Import’ in Box ‘2. Activity’. In this field, the user can enter the Member State where the products that the DDS covers will be placed under the customs procedure ‘release for free circulation’.

Country of exit: The user can select this field when choosing activity ‘Export’ in Box ‘2. Activity’. In this field, the user can enter the Member State where the products that the DDS covers will be placed under the customs procedure ‘export’.

Box 5

Communication for Competent Authority

This is an optional free-text field for comments intended for the Competent Authority and provided by the declarant operator user.

Box 6

Commodity or Product Information  

(If a Referenced Statement is declared, which contains the geolocation of the Commodity(ies) or Product(s), then the geolocation information for these commodities or products is not required in the DDS Box 6.)

One or more commodities or products must be selected from a list. Please note:

1. The Commodity/Product description is mandatory.

2. For Import or Export activities, the Net Mass (in kg) is mandatory. Otherwise, at least one measurement unit must be provided: Net Mass in kg, Volume in m³, or Supplementary Units (if applicable for the specific HSCODE as per Annex II of the Regulation).

3. Scientific names are mandatory for products under the commodity Timber. In all other cases, it is optional. More than one Scientific name can be provided, particularly if the product contains more than one product with different scientific names.

4. Completion of the Production place section is mandatory unless the user is neither the importer nor the first producer. One or more production places may be entered and must include the following mandatory details: geolocation coordinates (“Import a GeoJson file” or manually use the “GeoEditor map tool”), “Country of Production”, “Area (ha)”, and “Type”. The “Producer Name” field refers to the name of the producer of the commodity and should not be confused with the supplier's name, particularly if the supplier only buys and sells the product. Both the “Producer Name” and “Production Place Description” fields are optional but recommended.