Maggie FitzHerbert, Senior Responsible Sourcing Manager, Soil Association Certification
To support businesses at the outset of their supplier engagement journey, the following guidance outlines key strategies for developing a thorough, structured approach to achieve EUDR compliance.
This guidance has been prepared following iov42’s webinar on Practical steps to engage suppliers for EUDR compliance, with Maggie FitzHerbert as a guest speaker. Find the original webinar here, where you can also hear guidance on Traces NT and October's EUDR FAQs.
Initiating Supplier Engagement
For organisations beginning this process, a fundamental step is to identify suppliers within compliance scope. This involves assessing both the nature of products they supply and their position within the supply chain. Clear early-stage communication with these suppliers is vital; even if plans are still developing, notifying suppliers promptly provides them with the time needed to prepare.
It is also important to understand whether suppliers have already begun to prepare for EUDR, as there may be opportunities to collaborate on designing systems, or utilise some of the due diligence efforts suppliers are already making.
Providing suppliers with adequate training is equally important, especially where platforms, bespoke tools, or third-party solutions are involved. Establishing a clear framework for data collection early on will streamline future processes and reinforce supplier understanding of compliance requirements.
Depending on how your business operates, it is usually necessary to map out and engage all internal teams who have relationships with suppliers, to make sure outward communication is consistent.
Defining Expectations for Compliance
Clarity on expectations significantly enhances supplier cooperation. Essential elements to address include:
- The Purpose of EUDR Compliance
Communicating the importance of EUDR, particularly its role in mitigating global deforestation, can help suppliers understand the broader impact of compliance. Highlight that adherence is not only a legal requirement but also a commitment to responsible sourcing practices. - Regulatory and Buyer Requirements
Define the due diligence standards suppliers must meet, including the collection of geolocation and harvest date information. Specify how these requirements relate to your obligations as a buyer, reinforcing the importance of transparency in the supply chain. - Data Collection Mechanisms
Clearly outline how you plan to gather data—whether through third-party solutions, digital platforms, or direct submissions. Providing this information upfront minimises confusion and establishes efficient data flows. - Timelines and Urgency
Establish a clear timeframe for data submission, emphasising the need for expediency. Regardless of potential delays in regulatory enforcement, swift action remains critical to meeting compliance obligations.
Designing Supplier Questionnaires
For effective data gathering, designing structured, manageable questionnaires is crucial. Ensure that the format of questionnaires aligns with internal data management systems to avoid complications in analysis and record-keeping. Additionally, consider each supplier’s role in the supply chain; for example, suppliers outside the EU who do not trade directly within the EU may face different compliance pressures.
In such cases, frame EUDR compliance as a commercial requirement, emphasising that providing compliance data is essential for maintaining business relationships. For EU-based suppliers, encourage data disclosure through the EU TRACES NT system, as such collaborative information sharing benefits the wider supply chain.
Addressing Compliance Barriers
Non-compliance presents a significant risk to market access, especially within the EU. Suppliers unable to provide requisite data cannot legally introduce products into the EU, making comprehensive data provision essential.
Supporting Supplier Understanding
Supplier awareness of EUDR requirements can be limited. It is therefore essential to simplify communication and focus on priority information. Organising structured support, such as workshops, webinars, and training sessions, can improve supplier understanding and adherence to compliance standards. In some cases, mandatory training can reinforce the gravity of EUDR obligations.
Additionally, offering suppliers resources such as guides, user manuals, and FAQs provides valuable reference materials during the compliance data gathering process. Standardised data collection templates can also streamline submission, ensuring that both suppliers and buyers maintain consistent data quality.
Strengthening Supplier Relationships
Consider incentivising compliance by framing it as a competitive advantage. Suppliers who can provide robust traceability data, including geolocation and harvest dates, position themselves favourably in the market. Emphasising the business benefits of compliance can enhance motivation and promote sustained engagement.
Where possible, encourage suppliers to participate in industry roundtables and data-sharing initiatives, facilitating collective problem-solving and collaboration. Such engagements can alleviate the burden on individual companies, reduce inefficiencies, and promote standardisation across the supply chain.
Prioritisation and Risk-Based Compliance Strategies
Implementing a comprehensive compliance programme can be challenging, especially for larger organisations. A risk-based approach, prioritising areas of higher risk or lower visibility, can be more effective. Key indicators to assess supplier risk include:
- Product Type
- Species Risks
- Origin Risks
- Supply Chain Complexity
- Certification Status
- Current level of traceability
Addressing these elements allows organisations to categorise risk effectively and concentrate efforts where they are most impactful.
Building a successful supplier engagement programme is a vital component of EUDR compliance. A proactive approach, underpinned by clear communication, structured data collection, and ongoing support, not only meets regulatory requirements but also strengthens relationships across the supply chain. As the regulatory landscape evolves, establishing early, transparent engagement with suppliers will remain fundamental to achieving compliance and advancing sustainable sourcing practices.
Get in touch with us at ResponsibleSourcing@SoilAssociation.org or visit our website to learn more.
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Who are the Soil Association?
The Soil Association exists to accelerate a just transition across food, agriculture and land use. Soil Association Certification provides third party assurance across climate and nature frameworks, including organic farming, responsible forestry management, due diligence, chain of custody verification and high integrity carbon markets.
