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PPWR · sample of ready-made documents

Ready-made packaging documents
A sample of what you get.

This is what we prepare in the Guide: the declaration of conformity for you to sign, the technical documentation, a letter to your supplier that you send, and a handover sheet. Below is a shortened sample for a fictitious company.

Sample, fictitious data. The company, addresses, numbers and dimensions are invented. The structure of the documents, the Articles and the deadlines are real and checked against the text of Regulation (EU) 2025/40. The packaging manufacturer, that is you, signs and is responsible for accuracy.
Cosmetics online shopestablished in Germany12 employeesown shipping boxes with its logo (S, M, L)

1. EU declaration of conformity (Annex VIII)

The eight points required by Annex VIII, none added and none left out. A box in three sizes with the same construction and material is one packaging item: it has one declaration and counts as one item in the price list.

EU declaration of conformity for packaging

under Annex VIII of Regulation (EU) 2025/40 on packaging and packaging waste (PPWR)

1. No … (unique identification of the packaging)
UK-BOX-01
2. Name and address of the manufacturer and, where applicable, of its authorised representative
Sample Cosmetics GmbH, Musterstraße 1, 12345 Town (fictitious). Authorised representative: not applicable, the manufacturer is established in the Union.
3. This declaration of conformity is issued under the sole responsibility of the manufacturer.
The sentence is copied without change.
4. Object of the declaration (identification of the packaging allowing traceability): description of the packaging
Shipping box made of corrugated board, printed with the shop’s logo, sizes S, M and L with the same construction and material. Use: transport packaging for e-commerce. Intended for contact with food: no.
5. The object of the declaration described in point 4 is in conformity with the relevant Union harmonisation legislation
Regulation (EU) 2025/40 of the European Parliament and of the Council. No other Union harmonisation legislation applies to this packaging.
6. References to the relevant harmonised standards or common specifications
No harmonised standards under Article 36 or common specifications under Article 37 were used. Minimisation assessed under EN 13428:2004 (transitional period under Article 70(1)(b)).
7. Where applicable, the notified body
Not applicable: conformity assessment under Module A (internal production control, Annex VII). The point stays in the document.
8. Additional information
Version 1.0. The declaration is updated when the material, size or print of the box changes, when the supplier issues a new declaration and after Commission acts that specify the requirements.

Signed for and on behalf of: Sample Cosmetics GmbH · Town, [date of issue] · approved by the managing director (signature)

The wording of the points is our working translation of the Czech template. The English text of Annex VIII in the Official Journal of the EU is binding.

2. Technical documentation (Annex VII, point 2)

The declaration rests on the technical documentation. For each element we show what it contains and where the input comes from. What is missing is visible at once, and the letter below requests it.

ElementWhat it contains (sample)Status
(a) a general description of the packaging and its intended useBoxes S, M and L: material, dimensions, weight, function. Transport packaging for shipments to customers in the Czech Republic and Slovakia.done
(b) conceptual design, manufacturing drawings and materials of componentsDrawings and material sheet from the box manufacturer; components: box and print.done
(c) descriptions and explanations needed to understand the drawings, diagrams and the operation of the packagingExplanations of the drawings and of how the box is folded.done
(d) a list of harmonised standards (Art. 36), common specifications (Art. 37) and other technical specificationsEN 13428:2004 for minimisation; standards under Art. 36 and specifications under Art. 37 not used.done
(e) a qualitative description of the assessments under Articles 6, 10 and 11Recyclability (Art. 6(1)) to the extent of the existing requirements until the design-for-recycling criteria apply; minimisation (Art. 10) under EN 13428:2004.done
(f) test reportsA statement from the box manufacturer that the sum of lead, cadmium, mercury and hexavalent chromium does not exceed 100 mg/kg (Art. 5(4)). Requested by the letter below.awaiting input
Analysis and assessment of the risks of non-complianceRisks by material, print and use of the box.done
PFAS in food-contact packaging (Art. 5(5))The box is not intended for contact with food.not applicable
Empty space in the shipment at most 50 % (Art. 24)Applies from 1 January 2030, or later depending on implementing acts. A calculation for typical shipments is in the documentation as preparation.outlook

You keep the declaration and the documentation for 5 years from the date the packaging is placed on the market (Art. 15(3)).

3. Letter to the supplier

We prepare the letter, you send it from your own address. It asks only for what you really need for that material.

Sample Cosmetics GmbH, Musterstraße 1, 12345 Town

Box manufacturer: Sample Packaging Ltd, Example Street 2, 54321 Village (fictitious)

Town, [date]

Subject: Request for documents for packaging UK-BOX-01 for the EU declaration of conformity under Regulation (EU) 2025/40

Dear Sir or Madam,

under Regulation (EU) 2025/40 on packaging and packaging waste (PPWR), as the manufacturer we must draw up an EU declaration of conformity for the shipping box with our logo that you produce for us in sizes S, M and L. To prepare it we need the following documents from you:

Paper and board packaging, e-commerce packaging

  • material specification: grammage, composition of layers, type of surface treatment (print, varnish),
  • information on whether the surface treatment prevents recycling in the usual paper stream,
  • a statement or test report that the sum of lead, cadmium, mercury and hexavalent chromium does not exceed 100 mg/kg (Art. 5(4)),
  • dimensional specification and input for calculating the empty-space ratio (Art. 24(1)).

Please send the documents electronically (PDF or data sheet) within 30 days. We will keep them as part of the technical documentation for the EU declaration of conformity.

Please note that you are responsible for the accuracy of the information you provide.

Thank you for your cooperation.

Kind regards

[name, position] · Sample Cosmetics GmbH

4. Handover sheet

On one page: what you receive, what you sign and send, what we have checked and what is still missing.

We hand over

  • The EU declaration of conformity for packaging UK-BOX-01 (boxes S, M and L)
  • The technical documentation under Annex VII
  • A letter to the box manufacturer, ready to send
  • A 30/60/90-day action plan

You sign

  • The declaration of conformity. It is issued under the sole responsibility of the manufacturer (point 3), and you are the manufacturer of the boxes with your logo (Art. 3(1), point 13). It is signed by a person authorised to act for the company.

You send

  • The letter to the box manufacturer, from your own address.

We have checked

  • The declaration has all 8 points of Annex VIII.
  • The technical documentation covers elements (a) to (f) of Annex VII, each with its input or a note on what is missing.
  • Your role for the packaging and the deadlines that apply to it.

Missing

  • The box manufacturer’s statement on heavy metals (Art. 5(4)). Once it arrives, we add it to the documentation at no extra charge and you sign the declaration.

From then on

  • Keep for 5 years from the date the packaging is placed on the market (Art. 15(3)).
  • A new declaration when the material, size or print changes and after new Commission acts.
  • Comments within 10 working days of delivery are incorporated in one round at no extra charge (Terms, Art. 6.2). Invoice on the day of delivery, payable within 14 days (Art. 6.1).

What it would cost

€399 excluding VAT for the first packaging item · each additional item €129

The sample company: one box in three sizes = 1 packaging item. €399 excluding VAT.

3 items: €657 in total excluding VAT10 items: €1,560 in total excluding VAT

One packaging item = one type of packaging made of the same material and with the same construction, including its components (a jar with its lid and label is one item). Sizes of the same type count as one item if the assessment does not change between them. We confirm the classification together with the price within 1 working day of receiving your packaging list.

You pay only after delivery. Your comments are incorporated at no extra charge.

You choose the number of packaging items in the order (1 to 25, more on request). We confirm the exact price within 1 working day of your packaging list. PPWR prices.

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