EUDR producer guide

Last updated: April 15, 2026

As of 30 December 2025, the EU Deforestation Regulation (EUDR) will take effect. Companies placing in-scope products on the EU market must demonstrate that their products are deforestation-free.

To comply, each EU company buying your product must submit a Due Diligence Statement to the EU. A Due Diligence Statement (DDS) allows companies to trace, assess, and document that their products are legal and deforestation-free — and for that, they may need information from you.

Because you produce a product (either directly or through intermediaries), your details may be required to prove compliance. To provide this information, you’ve been invited by your customer to join the Coolset platform.

Note: This guide is intended for producers who directly produce the product.
If you are not a direct producer, but a intermediary supplier, please refer to:

->📄 EUDR supplier guide

Getting started

This guide gives an overview of all the steps you’ll need to take.
Where relevant, links will direct you to detailed pages showing how to complete each step within the Coolset platform.

If you get stuck at any point, you can contact the Coolset team via the in-app chat (click the blue icon).

Step 1: Accept the email invite and register

  • Accept the platform invitation sent by your customer via email. (from requests@coolset.com)

  • Register your account and set up your profile.

  • You can invite team members to help you complete the process.

📄 Inviting your colleagues to Coolset

Step 2: Complete the supplier self-assessment

Inside the platform, you'll find the supplier self-assessment, this helps determine your company’s compliance readiness.

You’ll need to provide information on:

  • Your company’s sourcing practices

  • The complexity of your supply chain

  • Supporting documents, such as contracts, certifications, or sustainability reports

Once submitted, an automatic risk assessment will evaluate your EUDR risk level.
If needed, you may be asked to take mitigation measures.

->📄 How to complete the supplier self-assessment?

Step 3: Adding products

As producer, you'll have to add origin information to each in-scope product that you sell. In order to do this, you'll first need to add products.

-> 📄 How to add products?

Step 4: Add origins

Add each plot of land where production takes place

  1. You can either:

    • Use the in-platform map to draw polygons (for plots larger than 4 ha) or create a circle (for smaller plots), or

    • Download the CSV template from Coolset, complete it with your geolocation coordinates, and re-upload it for automatic mapping

    • Alternatively, you can fill in the plot coordinates

  2. Check that each plot covers only your production area and does not include forested or unrelated land

  3. Save and name each plot clearly so it can be reused across multiple orders or customers

->📄 How to add origins?

Step 5: Complete origin assessment

Provide documents and records that show your production is legal and deforestation-free, such as:

  • Land ownership or lease documents

  • Harvest permits or production licenses

  • Geotagged field photos or satellite images confirming no deforestation since 31 December 2020

  1. Attach each file to the correct plot in Coolset

  2. Ensure all documents are current, complete, and legible

->📄 How to complete the origin assessment

Step 6: Link plots to products or harvest batches

Connect each plot (origin) to the corresponding crop or product you produce

  1. For each harvest batch, record the harvest date or production period and quantity. This is done under the "Lots" tab

  2. This creates traceability between your physical production and the digital origin in Coolset

-> 📄 How to add lots and harvests?

Step 7: Link origins to products, trace to sales orders

Connect each origin to the corresponding product or harvest batch. Under the Lots tab, record the harvest date or production period and quantity.


Then, trace the origin data to the sales order you received from your customer. Open the sales order, and use the Trace button to link the order line to the product and its origin. This is how the due diligence information (origin location, assessment results, supporting documents) is passed back to your customer automatically.

->📄 How to manage sales orders and trace products?

Step 8: Maintain records and respond to follow-up requests

According to EUDR regulation you must keep copies of all uploaded documents and correspondence in Coolset for at least five years. This is done automatically. This only applies to EU companies

  • If your customer requests clarifications or audit support, respond promptly using your stored records.

  • You need to update your data when:

    • Sourcing practices change

    • New suppliers are added, or

    • Origins are modified.

Step 9: Repeat due diligence for new orders

Each time your customer sends new or updated sales orders, you must link these to your origins. The "origin assessment" is only done during setup or when your situation changes.

-> [An article on handling new orders will follow soon]