Supplier's Declaration Template: Everything You Need to Know About the Supplier's Declaration

A supplier's declaration is a document in which the supplier informs the buyer which country the delivered goods originate from and whether they meet certain requirements for customs benefits(preferential origin status). It is primarily used for deliveries of goods within the EU and serves as proof so that exporters can benefit from customs advantages.

Relevance for the international movement of goods

The supplier's declaration proves the originating status of goods and is decisive for the application of tariff preferences. With the help of the document, companies benefit from EU free trade agreements and customs concessions - such as reduced customs duties on imports into certain countries or a complete waiver of customs duties. At the same time, supplier declarations simplify customs processing and offer more transparency along the supply chain.

Important: Without a valid supplier's declaration, delays, higher costs or even the rejection of preference certificates can occur, which can have both legal and economic consequences.

Difference between individual and long-term supplier's declarations

A distinction is made between the individual supplier's declaration and the long-term supplier's declaration for goods with preferential origin status.

Individual supplier's declaration:

• Valid for a specific delivery
• Reference to specific delivery date and specific quantity of goods
• for one-off or infrequent deliveries

Long-term supplier's declaration:

• for several deliveries of the same goods over a certain period of time (maximum 24 months)
• Reduced effort for regular movement of goods
• Requires regular updating and validity checks

How do you issue a supplier's declaration?

To issue the supplier's declaration, the supplier fills out an appropriate form or a commercial document (such as an invoice or delivery bill) with details of the origin of the goods, the place and date of issue, the name and position of the issuer and their signature. If a supplier's declaration is issued electronically, it is sufficient to name the person responsible; the declaration must clearly identify the goods concerned and contain the prescribed wording.

A validity period must also be specified for the long-term supplier's declaration. It can be issued retrospectively for up to twelve months.

Form for the supplier's declaration

Corresponding supplier's declarations for goods with preferential origin status are provided as pre-printed forms by platforms such as simple system - as are institutions such as the Chamber of Industry and Commerce. This allows customers to easily and legally provide the necessary information in accordance with the regulations within the European Union in 2025.

When is a long-term supplier's declaration required?

A long-term supplier's declaration (LE) is required if goods with the same rules of origin are to be supplied regularly over a longer period of time. It is valid for a maximum of 24 months and covers all deliveries in the specified period. The decisive factor is the clear indication of the start date and end date as well as the obligation to inform the recipient immediately if the origin of the goods changes during the period of validity.

Advantages of the long-term supplier's declaration

The long-term supplier's declaration offers the following advantages:

1. 1. Reduction of administrative effort for regular deliveries
   2. Valid for up to 24 months - no declaration required per delivery
   3. Simplified customs clearance and declaration of origin for customers
   4. Cost and time savings in the supply chain
   5. Planning security in international trade

How do cross-border deliveries of goods affect the supplier's declaration?

Supplier's declarations are generally used for goods movements within the EU ; for cross-border deliveries to countries outside the EU, they are only permitted in certain cases, for example within the framework of special preferential agreements or cumulation regulations, whereby the wording in the commercial document is mandatory.