How to Create and Submit an EUDR Due Diligence Statement (DDS) in TRACES NT: A Step-by-Step Guide

With the enforcement of the European Union Deforestation Regulation (EUDR - Regulation 2023/1115), operators and traders placing relevant commodities—such as timber, cattle, cocoa, coffee, oil palm, rubber, and soy—on the EU market must demonstrate that their products are deforestation-free and legally produced.

Central to this compliance mandate is the Due Diligence Statement (DDS), which must be officially submitted through the EU’s online system: TRACES NT (TRAde Control and Expert System New Technology).

For timber importers and supply chain leaders, navigating TRACES NT can present technical and operational hurdles—particularly regarding complex GeoJSON validation and multi-tier supply chain mapping. This guide breaks down the step-by-step process of creating a DDS in TRACES NT and highlights how to avoid common submission pitfalls.

What is TRACES NT and Why is it Critical for EUDR Compliance?

TRACES NT is the European Commission’s digital platform designed to facilitate the traceability of agricultural goods, live animals, and plant products entering or moving within the single market. Under Article 4 and Article 12 of the EUDR, operators must submit a valid Due Diligence Statement to TRACES NT before placing relevant commodities on the market or exporting them.

Upon successful submission, TRACES NT assigns a unique DDS Reference Number and Verification Code. Customs authorities cross-reference this identifier with single-window systems before clearing goods into the EU.

Prerequisites Before Creating Your DDS

Attempting to enter information directly into TRACES NT without prior data verification often leads to submission errors or compliance rejections. Before logging into the portal, ensure you have gathered and validated the following assets:

1. Verified Supply Chain Geolocation Data

Plots under 4 hectares: Precise GPS point coordinates (latitude and longitude, minimum 6 decimal places).
Plots over 4 hectares: Polygonal GeoJSON files mapping the exact perimeter of the plot of land where the raw material was produced.
Temporal Verification: Proof that no deforestation or forest degradation occurred on these plots after December 31, 2020.

2. Legal Sourcing and Commodity Specifications

Relevant HS / CN codes matching your customs declaration.
Exact scientific (botanical) names for timber species.
Quantity and net mass (or volume in cubic metres for timber products).
Proof of compliance with local laws in the country of production (land tenure rights, environmental regulations, labour legislation, and local community rights).

3. Risk Assessment Documentation

A completed risk assessment evaluating country/regional risk levels, presence of indigenous populations, corruption indexes, and supply chain complexity.
Documented risk mitigation measures (if any non-negligible risk was identified).

Step-by-Step: Submitting a Due Diligence Statement in TRACES NT

Step 1: Account Setup and EU Login Access

To access TRACES NT, operators must register an account via EU Login and request the appropriate operator role (e.g., EUDR Operator or EUDR Authorized Representative) linked to their EORI (Economic Operators Registration and Identification) number.

Step 2: Initiate a New DDS Application

Once logged into the TRACES NT portal:

Navigate to the EUDR module in the main dashboard menu.
Select Create New Due Diligence Statement.
Identify your role as either an importer/first operator placing products on the market or an upstream trader.

Step 3: Enter Operator & Commodity Information

Specify the legal entity details and input product information:

Harmonised System (HS) Code: Select the exact tariff code.
Trade Description: Enter the commercial name, volume, net mass, and species (e.g., Quercus robur for European oak).
Country of Production: Select the country where the raw timber or commodity was harvested.

Step 4: Upload Geolocation and Plot Data (GeoJSON)

TRACES NT requires precise spatial data for every plot contributing to the shipment:

Upload the plot perimeter via a structured GeoJSON file or enter coordinates manually for smaller plots.
Format Check: TRACES NT automatically parses spatial geometry. If polygons self-intersect, exceed coordinate boundaries, or use an unsupported spatial reference system (WGS84 EPSG:4326 is required), the system will flag a critical error.

Step 5: Complete Declarations and Submit

Confirm that due diligence has been conducted according to Regulation (EU) 2023/1115 and that no or only negligible risk was found. Click Submit to finalize the statement.

Once accepted, TRACES NT generates your official DDS Reference Number and Security Token, which must be shared with your customs broker.

Common Pitfalls in TRACES NT Submissions

Corrupted GeoJSON Data: Manual coordinate entry or unvalidated shapefiles frequently fail TRACES NT's topological checks due to overlapping polygons or incorrect coordinate ordering (Longitude/Latitude vs. Latitude/Longitude).
High-Volume Data Fatigue: Enterprise timber importers dealing with hundreds of forest parcels per shipment face immense administrative bottlenecks when manually uploading data to TRACES NT.
Upstream Linkage Gaps: Failing to collect upstream DDS reference numbers when processing intermediate timber products can stall customs clearance.

Automate and Simplify Your EUDR Compliance with Kildio

While TRACES NT serves as the final repository for your due diligence declarations, collecting, validating, and structuring spatial and supply chain data manually is inefficient and prone to human error.

Kildio provides an end-to-end automated platform designed specifically for timber importers and EUDR-regulated operators:

Automated GeoJSON Validation: Sanitise, convert, and validate plot polygons against EUDR standards before uploading to TRACES NT.
Automated Deforestation Analysis: Perform satellite-based risk assessments over 2020 baseline forest maps instantly.
Seamless TRACES NT Integration: Generate export-ready EUDR payloads or connect directly via API to submit DDS statements in bulk without manual portal data entry.
Supplier Risk Portal: Easily collect legal documentation and plot coordinates directly from tier-N suppliers in a secure, compliant environment.

Don't let manual administrative processes disrupt your supply chain operations. Book a demo with Kildio today to streamline your EUDR Due Diligence Statements and secure seamless customs clearance.