How to send a supplier request for PPWR

A supplier request asks your supplier to provide packaging data and technical documentation for PPWR compliance. Once you send a request, your supplier receives an email invitation to log into their own Coolset workspace, where they complete the packaging questionnaire and upload their documentation.

You can send a request in two ways, depending on how much packaging data you already have:

• From a product: use this when you do not yet have the packaging type data and want your supplier to add it themselves. Your supplier receives the request, link the product to their own product and they add packaging types in their own workspace. They fill the questionnaire. The packaging types and questionnaire results roll up to your workspace automatically.

• From a packaging type: use this when your packaging types are already defined and linked to the product. Your supplier receives the request, adds their packaging types in their own workspace, and fills in the questionnaire. The information then rolls up to your workspace automatically.

How to send a supplier request from a product

Use this approach when you do not yet have the packaging type data and want your supplier to provide it

1. Go to PPWR > Products in the left-hand navigation.

2. Select the product you want to request data for.

3. Click Request due diligence (top right of the product detail view).

4. In the Send information request dialog, search for and select an existing supplier — or click + Add new supplier to add one on the spot.

5. Click Send.

Your supplier logs in, links the product to the corresponding product in their own catalog. They add the packaging types to their own product and complete the questionnaire from there. The packaging types and questionaire results automatically roll up into your workspace.

How to send a supplier request from a packaging type

Use this approach when you already know which packaging types the product uses and have them linked in Coolset.

1. Go to PPWR > Packaging types in the left-hand navigation.

2. Open the relevant packaging type.

3. Click Request due diligence (top right).

4. Select an existing supplier or add a new one, then click Send.

Your supplier logs in, links the requested packaging type to the corresponding packaging type in their own catalog, and completes the questionnaire from there. The completed assessment and documentation become visible in your workspace once submitted.

What a supplier request covers

A request bundles all the evidence needed to assess one packaging type. The questionnaire asks suppliers for:

• Material composition — resin or substrate, components, and the weight of each part.

• Recycled content — share of recycled material by weight, per component (mandatory from 2030).

• Substances of concern — heavy-metal declarations for all packaging (capped at 100 mg/kg); PFAS declarations only for food-contact packaging.

• Recyclability & test reports — design-for-recycling evidence per the current EN 13430 standard. This standard remains in force until the PPWR A/B/C recyclability grading system is finalized (expected by 2028, mandatory from 2030).

• Technical documents & design diagrams — drawings and specifications that form part of the Annex VII technical file.

The questionnaire walks suppliers through each of these sections step by step. For complex areas like PFAS testing, it guides the supplier through the staged testing process (total fluorine → inorganic/organic fluorine → total oxidizable precursors) so they do not need to know all the steps in advance.

After all information is provided, Coolset automatically runs a conformity assessment.

Supplier status explained

To monitor all open requests, go to PPWR > Due diligence > Requests.

Filling in the questionnaire yourself

If you already have the supplier's documentation and do not need to wait for them to respond, you can fill in the packaging questionnaire yourself. Go to PPWR > Packaging types, open the relevant packaging type, and click Complete questionnaire. Upload the documentation you have and answer the questions directly. You can submit partial responses and run the assessment at any time.

Frequently asked questions

1. When should I send from a product vs. from a packaging type? Both flows ask the supplier to complete the same questionnaire, but the supplier's starting point differs. If you send from a product, the supplier creates a product in their own catalog, adds packaging types to it, and completes the questionnaire for each. If you send from a packaging type, the supplier links the requested packaging type to the corresponding packaging type in their own catalog, then completes the questionnaire directly from there. In both cases, the results roll up to your workspace automatically.

2. Can I add a supplier directly when sending a request? Yes. In the Send information request dialog, click + Add new supplier to add them on the spot without leaving the flow.

3. Can my supplier forward the request to their own supplier? Yes. From within their workspace, a supplier can use the request function to forward the request upstream if they do not have the required information themselves.

4. Can a supplier partially complete the questionnaire? Yes. The supplier can complete only the sections where they have data, submit, and run the assessment. Completed sections will show Passing or Failing; sections not yet filled in remain Pending.