How to collect EUDR data from suppliers and how to ensure engagement
Supplier engagement is the hardest part of EUDR compliance because most of the required data, like geolocation and legality documentation, sits outside internal systems.
Read the full introduction
Supplier engagement is the hardest part of EUDR compliance because most of the required data, like geolocation and legality documentation, sits outside internal systems. Companies depend on upstream suppliers, who may lack the urgency, tools, or understanding, to provide timely and accurate information. Without this data, it’s impossible to generate a compliant Due Diligence Statement (DDS), no matter how well-prepared internal teams are. Proactive onboarding, clear communication, and escalation processes are essential to bridge the gap.
Key takeaways:
- Most EUDR data must come from suppliers, not internal systems
- EUDR supplier data comes from successful supplier engagement which requires clarity, templates, and language support
- Silence or non-response from suppliers is a compliance risk, not just a delay
- Platforms like Coolset reduce friction with tools for traceability, validation, and DDS generation
Collecting supplier data is at the heart of EUDR compliance. The EU Deforestation Regulation requires companies to demonstrate that their covered commodities are deforestation-free and produced in compliance with relevant laws in the country of origin. That demonstration depends on data that only your suppliers can provide.
This article explains what data you need, how to collect it, and how to maintain engagement with your supplier base over time.
What data the EUDR requires from suppliers
For each shipment of covered goods, you need:
- Geolocation data: GPS coordinates or polygon boundaries of the production plot(s) where the commodity was grown or produced
- Date of production: Evidence that the land was not deforested or degraded after December 31, 2020
- Country of origin: The country where production took place
- Compliance with local laws: Documentation that production complied with relevant legislation in the country of origin (land use, environmental, and social laws)
The geolocation data is the most technically challenging element, particularly for agricultural commodities where production may be distributed across many smallholder farmers.
Building your supplier engagement program
Effective EUDR data collection requires a systematic supplier engagement program. Key steps:
1. Map your supply chain
Before collecting data, understand who your direct suppliers are and where they source commodities from. For many companies, this requires going beyond Tier 1 to understand where commodities actually originate.
2. Send structured data requests
Use standardized data request templates that specify exactly what format and level of detail you need. Ambiguous requests create confusion and delays. Your data request should specify the required data fields, acceptable formats for geolocation data, documentation required for legal compliance, and the deadline for submission.
3. Provide guidance to suppliers
Many suppliers, particularly smaller or less sophisticated operators, will not be familiar with EUDR requirements. Providing clear guidance materials, FAQs, and if possible, training sessions significantly improves response rates and data quality.
4. Follow up systematically
Track response rates by supplier and follow up with non-responders. For high-risk or high-volume suppliers, direct outreach by your procurement team is often necessary.
5. Verify data quality
Not all supplier data will be accurate. Implement a review process to check for obvious errors, inconsistencies, or red flags. For higher-risk supply chains, third-party verification may be required.
Managing supplier engagement at scale
For companies with large supplier bases, manual engagement quickly becomes unmanageable. The solution is a structured supplier portal that enables suppliers to self-submit data, tracks completion status, sends automated reminders, and validates data against expected formats.
For more detail on what the EUDR requires and how to structure your compliance program, see our guide on EUDR compliance tools.
How Coolset supports EUDR data collection
Coolset’s EUDR module provides a structured supplier engagement workflow, including data request templates, a supplier portal for self-submission, and automated follow-up. The platform tracks completion rates, validates incoming data, and links supplier submissions directly to the due diligence statement workflow. Book a demo to see how it works.
