Supplier Declaration for Preferential Origin Template
To claim a preferential duty rate on an exported product, you often need proof that the components inside it qualify. A supplier's declaration is the standard way to get that proof, and this template makes the request easy to send and file.
Fill in
Supplier Declaration for Preferential Origin Template
Supplier's Declaration for Products Having Preferential Origin Status
I, the undersigned, declare on behalf of Silesia Metal Components Sp. z o.o., ul. Przemyslowa 8, 40-001 Katowice, Poland, that the goods described below, supplied to Midlands Hydraulics Ltd, have preferential origin status under: EU UK Trade and Cooperation Agreement.
Goods covered
Forged steel connectors, HS heading 7307, part numbers FC-100 to FC-180
Origin
Country of origin: Poland (European Union) Basis of origin: Wholly obtained or sufficiently processed in the supplier's country under the applicable product specific rule.
Validity
This declaration applies to all consignments of these goods delivered from 2026-11-01 to 2027-10-31.
Undertakings
The supplier undertakes to inform the recipient immediately if this declaration is no longer valid, to provide supporting evidence on request, and to allow verification by customs authorities. Verification contact: exportcontrol@example.com.
A false declaration may lead to penalties under the law of the supplier's country.
Signature
Place and date: Katowice, 2026-10-20
A starting point, not legal advice. Each agreement prescribes its own wording, maximum validity period and evidence rules, and some use specific annexed texts. Replace the body with the official wording where one is mandated and confirm with your customs adviser.
Find items missing origin declarations
Optional: a read-only ERP report outline for origin master data and expiry dates.
Optional. The tool and every export work without this. No spam.
How to use the template
Complete one declaration per supplier and per product group. Choose the arrangement, enter the validity dates, list the products with part numbers and a tariff heading, and describe the basis of origin. Export to PDF and ask the supplier to sign, or send the Word version to edit. File the signed copy against the supplier and item in your ERP, and set a reminder before the validity date.
Why it matters
Under free trade agreements, a finished product qualifies only when the required share of its inputs originate in the right countries or when processing rules are met. Without supplier declarations, you may not be able to prove origin, and the importer can lose the duty preference with a back-claim from customs. A long-term declaration covers repeated deliveries over a period set by the applicable rules, which reduces paperwork against one declaration per invoice.
ERP and compliance tips
Treat origin as master data: store country of origin, preferential status per agreement and declaration validity per supplier item. Run a monthly report of items whose declaration expires within sixty days. Typical failures are unsigned forms, products described too vaguely to map to part numbers, and declarations that lapse while shipments continue.
- Use part numbers in the product list, not only descriptions
- Check validity limits stated in the applicable agreement
- Keep evidence available for verification requests
- Review after any change of supplier plant or process
Frequently Asked Questions
What is a long-term supplier declaration?
It is a declaration that covers multiple deliveries of the same goods over a stated period instead of one per shipment. The allowed maximum period depends on the applicable rules, so check the agreement concerned.
Is this declaration the same as a certificate of origin?
No. A supplier declaration is an input document from your supplier. A certificate of origin or an origin statement is issued by the exporter for the final product, and may rely on supplier declarations as support.
Who is liable for a wrong declaration?
The declarant can be held responsible, and the exporter or importer who relied on it may face duty recovery. Ask for evidence, particularly for high duty products.
Do I need one per product?
One declaration can cover several products if each is clearly identified, for example by part number range and tariff heading. Split them when origin basis or validity differs.
If you want an ERP report of items with missing or expiring origin declarations, we can build one against your item and supplier data. The template is free either way.
Related Tools
EU Intra-Community Supply Evidence File Template
A per-shipment evidence record for zero-rated B2B supplies of goods to another EU member state: VAT ID check, transport proof and sign-off.
Country & TaxUK Postponed Import VAT Reconciliation Worksheet
Editable list of import entries with customs value, duty and other charges that calculates import VAT and totals for boxes 1 and 4 of the VAT return.
Supply Chain & InventoryGCC Import Landed Cost and VAT Worksheet
Per shipment line worksheet that builds CIF, duty, import VAT and landed cost for imports into UAE, Saudi Arabia, Oman, Bahrain and other Gulf markets.
Compliance & ContractsEU Declaration of Conformity (CE) Template
A single page EU declaration of conformity layout with manufacturer, product identification, directives, harmonised standards and signature.
More Compliance & Contracts tools
See all- SAP SoD Residual Risk Score Calculator
- SAP Firefighter ID Usage Review Log
- IBM i (AS/400) User Profile Access Review Worksheet
- SyteLine Security and User Access Audit Checklist
- Infor XA (MAPICS) User Access Review Worksheet
- China ERP Data Security and Compliance Assessment
- ERP Vendor Data Processing Agreement Outline
- GDPR ERP Data Migration Checklist
- EU Machinery Regulation 2023/1230 Readiness Checklist