How to sign a Declaration of Conformity (DoC) in Coolset

Last updated: June 17, 2026

A Declaration of Conformity (DoC) is the legally binding document that confirms a packaging type meets all PPWR obligations. You sign it in Coolset after the conformity assessment is completed for a packaging type. There is only one manufacturer per packaging type, the manufacturer needs to sign the DoC. The manufacturer is the party whose trademark appears on the packaging, or who designed it.

Before you sign

You can only sign a DoC if the conformity assessment is passing. This means that the following is in place:

  • The packaging type has been added in Coolset

  • The packaging questionnaire (substances of concern, recyclability, minimization) is passing

  • Test reports have been uploaded where required

  • You have reviewed the evidence bundle and confirmed the technical documentation is complete

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Do not sign until you have reviewed the evidence bundle. The DoC is a legal declaration, signing it means you confirm all underlying documentation is accurate and complete.

How to sign a DoC

  1. Go to PPWR in the left navigation menu

  2. Select the product that contains the packaging type you want to declare

  3. Click Sign DoC in the top right of the product page

  4. Select one or more packaging types to include in this DoC

  5. Review the pre-filled declaration fields: name, address, regulatory reference (Regulation (EU) 2025/40), and technical file reference

  6. Fill in any empty fields (some field require the context from the manufacturer)

  7. Click Sign to issue the DoC

Coolset generates the DoC as a PDF and stores it automatically against the packaging type.

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Bundling multiple packaging types in one DoC

You can include multiple packaging types in a single DoC, but only if all of the following apply:

  • They share the same materials and design

  • They are intended for the same packaged product

  • Differences between them (e.g. size variants) do not affect conformity with any requirement under Articles 5–12

If any of these conditions are not met, each packaging type requires its own DoC. When in doubt, issue separate DoCs.

📄 When can two packaging units share the same Declaration of Conformity

What Coolset includes in the DoC

The generated DoC contains all 9 mandatory fields required under Annex VIII of Regulation (EU) 2025/40:

  • Unique identification number

  • Manufacturer name and address

  • Statement of sole responsibility

  • Description and traceability identifier of the packaging type

  • Conformity statement referencing Regulation (EU) 2025/40

  • Harmonized standards applied (e.g. EN 13430:2004)

  • Notified body reference (under Module A self-assessment, this field is left blank)

  • Technical file version reference

  • Signature, place, and date

After signing

The signed DoC is stored in Coolset under the DoC tab of the relevant product. You can download it at any time for audit purposes.

Retention requirements:

  • Single-use packaging: retain for 5 years from the date the last unit was placed on the EU market

  • Reusable packaging: retain for 10 years from the same date

If a market surveillance authority requests your documentation, you are required to produce it within 10 days. Coolset retains both the signed DoC and the bound technical file centrally.

When you need to re-issue a DoC

A signed DoC becomes invalid if any of the following change:

  • Composition — material, weight, or dimensions of the packaging

  • Supply — a new supplier provides the same packaging (reassessment required even if the DoC is not automatically invalidated)

  • Product — a different product is placed in the same packaging

  • Standards — new harmonized standards or common specifications are published that apply to your packaging type

When any of these occur, update the assessment in Coolset and sign a new DoC.

Frequently asked questions

  1. Can I sign a DoC if the questionnaire is incomplete?
    No. All required fields in the packaging questionnaire must be completed and test reports uploaded before the Sign DoC option becomes available.

  2. Who needs to sign the DoC, me or my supplier?
    The manufacturer under PPWR signs the DoC. If your trademark appears on the packaging or you designed it, that is you. If you are the importer of packaging made by a non-EU manufacturer, the non-EU manufacturer signs, but you are responsible for verifying that the documentation exists and can be produced within 10 days.

  3. Can one DoC cover multiple SKUs?
    Only if those SKUs share the same materials, design, and packaged product, and reach the same compliance outcome across all PPWR requirements. Different box sizes that contain different products require separate DoCs.

  4. What happens if I signed a DoC but the packaging changes?
    The existing DoC is no longer valid for the changed packaging. Run the assessments again in Coolset and sign a new DoC before placing the updated packaging on the EU market.

  5. Where do I find a DoC I already signed?
    Go to PPWR, select the product, and open the DoC tab. From there you can download the signed PDF and the evidence bundle.