Start 2026 strong: review your origin documents and Supplier Declarations

Supplier Declarations can be issued for a maximum period of 24 months. For most businesses, this results in an annual or bi-annual renewal cycle often falling in January. That makes now the right moment to review your documentation and start the process on time.

Why act now?

A Supplier Declaration is a written statement from your supplier confirming the origin of the goods supplied to you. You usually request this declaration based on the products you expect to purchase in the coming year. In practice, this often means asking for one consolidated declaration, rather than collecting documents per shipment.

Your suppliers list the relevant items, confirm the applicable origin, and validate the declaration with an authorized signature or company stamp. Because you depend entirely on your suppliers for this information, early action is key. Waiting too long increases the risk of delays, especially when shipments are already packed and ready to leave.

Use official KVK templates

The Netherlands Chamber of Commerce (KVK) provides the official templates for Supplier Declarations. These templates contain the legally required EU wording and should be used exactly as issued. Doing so helps avoid questions, corrections, or delays during COO applications.

The Chamber of Commerce provides two standard formats:

• One-time Supplier Declaration (for temporary or single deliveries)
• Long-term Supplier Declaration (for repeated deliveries over a defined period)

How Pincvision supports your process

As part of our origin and export documentation services, Pincvision helps organizations keep their origin documentation structured, complete, and compliant.

Our specialists ensure that Supplier Declarations are:

• collected on time
• validated against the applicable legal requirements
• centrally managed for audits and long-term reference

To further streamline this process, we offer a Supplier Declaration Exchange Tool. This tool supports the full workflow, including:

• generating draft declarations based on product and supplier data
• sending structured requests to suppliers
• monitoring follow-up on outstanding declarations
• collecting and securely archiving all documents in one environment
• depositing Supplier Declarations with the Chamber of Commerce and managing renewals

Need support?

We’ll help you set up an efficient process, managed in one centralized tool. This gives you and your suppliers a clear, controlled, and efficient Supplier Declaration process. Fill in the form below and we'll get in touch soon.