A Due Diligence Statement (DDS) is a compliance requirement under EU law. It is submitted through the TRACES NT system to declare that goods placed on or exported from the EU market comply with regulatory obligations (such as the EU Deforestation-free Regulation).
What the DDS Entails
A DDS is a structured declaration that includes the following elements:
1. Company Role
Trader – entity selling or placing goods on the market.
Operator – entity responsible for the first placing of goods on the EU market or for export.
2. Activity Type
Import – introducing goods into the EU.
Export – shipping goods outside the EU.
Domestic trade – transactions within the EU.
Trade – exchanges between EU operators.
3. Trader Identification
Company name and address
EORI number (usually required)
4. Place of Activity
Main site of activity
Place of entry (imports only) – port or border inspection post
5. Additional Information
A free-text field for comments, clarifications, or supplier-specific instructions.
6. Commodity / Product Data
Details on the goods being traded, provided in one of these ways:
Plots (geolocations) + HS Code for specific production areas.
Existing DDS numbers if referencing prior declarations.
New HS Code if the product has undergone conversion or reclassification.
From Shipment to DDS
One of the biggest advantages of Orbify is that you can create a DDS directly from a shipment record.
The DDS Creator automatically pulls in relevant shipment data.
Compliance fields are pre-filled wherever possible.
This ensures consistency between shipment documentation and DDS submissions, reducing duplication and errors.
This smooth, integrated workflow saves time and ensures all compliance information is included automatically.
Submission Confirmation & Data Visibility
When submitting a DDS, especially one that includes plots (geometries), Orbify gives you control over data visibility:
You can choose whether your geolocation data should remain visible when referenced in another DDS.
This provides flexibility in balancing compliance transparency with protection of sensitive business data.
The submission confirmation feature ensures that you meet EU compliance requirements while maintaining control over how your data is shared and referenced.
Frequently Asked Questions
Q1. When is a DDS required?
A DDS is required whenever an operator or trader places relevant products on the EU market, exports them from the EU, or trades them within the EU. It serves as proof of compliance with EU regulatory requirements.
Q2. Who is responsible for submitting the DDS?
Operators are primarily responsible for submitting DDS declarations when they first place goods on the market or export them.
Traders must submit a DDS when trading products further down the supply chain.
Q3. Can a DDS be amended after submission?
Yes, a DDS can be amended in TRACES NT if new information becomes available or corrections are required. Orbify allows you to manage and resubmit updated DDS records for compliance.
Q4. What happens if the DDS is incomplete or inaccurate?
Incomplete or inaccurate DDS submissions may delay clearance in TRACES NT, trigger requests for additional information, or lead to non-compliance risks. That’s why Orbify provides pre-population, shipment-to-DDS integration, and validation tools to minimize errors.
Conclusion
The Due Diligence Statement (DDS) is more than a form, it is a legal declaration of compliance. By preparing it through Orbify, you can pre-fill required information, generate DDS directly from shipments, control data visibility, invite suppliers to complete missing fields, and securely transmit it to TRACES NT.
This makes regulatory compliance faster, more accurate, and easier to verify.