> ## Documentation Index
> Fetch the complete documentation index at: https://help.polygon-one.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Answering an EUDR Request

> How to answer an EUDR data request as a supplier via your invitation link — quick and with no account.

## What is this?

You have received an **invitation link** to an EUDR data request from one of your customers. For the EU Deforestation Regulation (EUDR), your customer needs evidence about the commodities in the articles you supply. Through the link you provide this information directly — step by step and in your language.

## Why is my customer asking for this?

The **EU Deforestation Regulation (EUDR)** requires companies that place certain commodities — such as wood, coffee, cocoa, rubber, soy, palm oil, or cattle — and products made from them on the EU market to carry out due diligence. They must be able to prove that the goods were produced **deforestation-free** and **legally** under the laws of the country of production.

This evidence also includes the **geographic coordinates of the production areas** where the commodity was produced. This information exists only at the very origin of the supply chain — where production takes place. That is why your customer is turning to you: they can only meet their own due-diligence obligation if you provide them with the origin data for your articles.

<Info>
  You need **no user account** and do not have to register. The link from the invitation email takes you straight to the form. The link is **valid for 30 days**. Your progress is saved continuously along the way: you can reopen the link at any time to add missing data or update your information — you don't have to do everything at once. If your customer later requests data for **additional articles**, these appear under **the same link** — you do not get a second, parallel link, and everything you have already entered stays. After roughly 90 days a fresh link is issued for security reasons; your data carries over.
</Info>

## What you should have ready

You'll be fastest if you have this information at hand:

* **Company details** — official company name, address, and country.
* The **commodity producer for each plot** — who farms or produces on that specific plot — and the **country/countries of production**.
* The **production areas** as a file (GeoJSON, CSV, or Excel) — or the option to draw them directly on the map.
* The **production period** per article (start and end).
* Any existing **certificates** (e.g. FSC, PEFC) or, for wood products, a **FLEGT license**, as a PDF.
* **Contact details for your upstream suppliers**, if you pass parts of the supply chain on.

## Done in a few steps

<Steps>
  <Step title="Open the invitation link">
    Click the link in the email. You are greeted with a short welcome from the requesting company and then see the form. You can switch the **language** at any time at the top right — German, English, French, Spanish, and Chinese are available.
  </Step>

  <Step title="Enter your company details">
    Enter your official **company name** (required) and your **address** — the address is completed automatically — and select your **country** (required). Confirm with **“Continue”**.
  </Step>

  <Step title="Provide geo data per article">
    For each article, first select the **commodity producer** and the **country of production**. Only then do the buttons for drawing and uploading become active — uploaded coordinates are checked against the selected country. If you produce in several countries, you can select **multiple countries of production**.

    For the areas you have three options: **draw on the map**, **upload a file**, or **attach a geo certificate**. Before importing a file, the **production start and end dates** must be set.

    Every plot must carry the **name of its producer** — who farms or produces on it. When importing a file, a **producer column** can supply this name per plot. Legal documents such as harvest permits or land titles are issued to the producer and can only be accepted when the plot names that producer. If you don't know the producer, forward the request to your own upstream supplier (see the "Invite sub-suppliers" step).

    Each article carries a status indicator: **“Complete”**, **“Missing geo”**, or **“Invalid plot”**. You can only finish the section once no article has missing or invalid areas left — the affected articles are named for you.
  </Step>

  <Step title="Add legal information and evidence">
    Answer the short questionnaire. It is **country-specific** and depends on the country of production and the commodity, so it is usually done quickly. Upload any existing **certificates** — matching the commodity group, you'll be offered e.g. FSC or PEFC; a recognized certificate can save you the questions it covers.

    For **wood products from FLEGT countries** you can upload a valid **FLEGT license** — it replaces the questionnaire for the affected articles. Upload certificates and legal documents as **PDF**.
  </Step>

  <Step title="Invite sub-suppliers (optional)">
    Do you source input material from an upstream supplier? Then, for each article, specify the input materials and one or more **sub-suppliers** and pass on the relevant part. For delivery you have a choice: **copy and share the link yourself** (recommended) or trigger an **automatic email**.

    Your sub-suppliers' information flows back into your request automatically. On your overview you see the **status of each hand-off** (pending, in progress, completed). With the **“Hide my supplier details”** option, your upstream suppliers stay anonymous to your customer.
  </Step>

  <Step title="Submit">
    Review your entries and submit the respective section. Any missing answers or documents are shown to you as a notice beforehand. After submitting a section, you return to the article overview.
  </Step>
</Steps>

## Fixing a request from your customer

If your customer finds a problem during review, the invitation link shows a clear task on the affected section. Open **“Review and fix”** to see **what must change**, why it was returned, and which articles, documents, or plots are affected.

If the section contains several corrections, the dialog shows them **one at a time**. Use the arrows to move between them.

One customer request can cover several articles, documents, or plots. The task summarizes that scope, so you do not need to send a separate reply for every technical finding.

<Steps>
  <Step title="Read the issue and review feedback">
    Start with **“Problem”** and the review feedback for the document or plot. Then use the main button to open the affected section instead of repeating the whole request.
  </Step>

  <Step title="Make the right correction">
    For a **missing document**, upload the requested evidence. For a **rejected or expired document**, read the review feedback and upload a corrected, complete, or renewed file. For a **plot issue**, open the affected plot and correct its geometry, country of production, commodity producer, or production period. For a **questionnaire issue**, open the linked section and complete or correct the highlighted answers.
  </Step>

  <Step title="Send it back for review">
    Save and submit the corrected information. Your customer will review it, and the task remains visible until that review is complete.
  </Step>
</Steps>

<Info>
  Do not have the requested evidence, or believe the flag is incorrect? Open **“Can’t provide this?”** and briefly explain what is available. You can also ask your upstream supplier for the document or correction. A message does not resolve the task automatically; your customer reviews your response.
</Info>

## Continue and change later

You don't have to do everything in one go. Open the link again and you are greeted personally and see an overview of everything already saved — company details, geo data, questionnaire, evidence, and hand-offs are prefilled.

If your customer later asks for additions or corrections, when you open the link you'll see **the relevant notices right at the affected section** and can make targeted improvements. Your response then goes back to your customer for review.

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Which file formats can I upload for production areas?">
    **GeoJSON** (.geojson or .json), **CSV**, and **Excel** (.xlsx or .xls), up to **25 MB** per file. CSV and Excel files may contain either a **WKT geometry** or simple **point lists with one column each for longitude and latitude**. Coordinates must be given as longitude/latitude in **WGS 84** — the standard used by GPS devices and tools like Google Earth. Altitude values (3D coordinates) in your file are fine; they are ignored.
  </Accordion>

  <Accordion title="Why can't I draw or upload areas yet?">
    Select the **commodity producer** and the **country of production** first — uploaded coordinates are checked against the selected country. The buttons for drawing and uploading stay disabled until a country is set. For a file import, the **production start and end dates** must also be set.
  </Accordion>

  <Accordion title="My areas were rejected because of low “coordinate precision”.">
    Export your areas with **six or more decimal places**. Files with too few decimal places are rejected — in that case, export again at full precision or draw the areas directly on the map. You do **not** need to manually edit your file to exactly six decimal places: the EU system requires coordinates with exactly six decimal places, and we format your coordinates accordingly upon submission. Simply export with six or more decimal places and it will be fine.
  </Accordion>

  <Accordion title="I see a notice that my coordinates don't match the country.">
    Your areas must lie within the country of production selected in the form. If uploaded areas are clearly **not** within the selected country, the import is **blocked and stays locked until it is resolved**. Check whether you selected the right country — several countries are possible — and whether you uploaded the right file. Please **never** change your country of production to a country where you do not actually produce, just to get the import through. If the country and file are correct, contact our support instead.
  </Accordion>

  <Accordion title="Do I need to set production dates before importing?">
    Yes. Set the **production start and end dates** — a file can only be imported once both dates are set.
  </Accordion>

  <Accordion title="Do my areas need to be polygons, or are points enough?">
    Areas over **4 hectares** must be provided as **polygons** (an EUDR requirement). Smaller areas may be single **points** — in that case the area size in hectares must be included. Polygons must be closed and must not self-intersect; coordinates outside the valid range are rejected and never silently corrected.
  </Accordion>

  <Accordion title="My link has expired or doesn't work.">
    The invitation link is **valid for 30 days**. If it has expired, the **data you already entered stays saved** — simply ask your customer for a new link. It picks up exactly where you left off. If you have received several invitation emails from the same customer, only the **most recent** link is valid — older duplicate links are deactivated automatically; your saved data is kept in any case. A link may also stop working if the request has been **withdrawn** or **already completed**. In that case, please contact your customer or our support.
  </Accordion>

  <Accordion title="I produce in several countries — is that possible?">
    Yes. You can select **multiple countries of production** per article. If you add more countries later, they are **added** — data already entered is kept and not overwritten.
  </Accordion>

  <Accordion title="I'm a trader and don't have the area data myself.">
    Then pass the request on to your **upstream suppliers**: for each article, specify the input materials and one or more sub-suppliers and copy and share the link — or use the automatic email. Your upstream suppliers' answers flow back into your request automatically. If you wish, your upstream suppliers stay anonymous to your customer via the **“Hide my supplier details”** option.
  </Accordion>

  <Accordion title="Can I still change my entries after submitting?">
    Yes. As long as the link is valid, you can reopen and edit each section — even after submitting. If your customer asks for additions, a notice appears right at the affected section when you open the link, so you can make targeted improvements.
  </Accordion>
</AccordionGroup>

## Help

Stuck or have a question about the request? Write to us at [help@polygon-one.eu](mailto:help@polygon-one.eu) — we are happy to help.