> ## 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.

# EU Declaration of Conformity (Annex VIII)

> Generate, sign, collect, verify and version the EU Declaration of Conformity

## Overview

The **EU Declaration of Conformity (Annex VIII)** is the legally binding document that declares a packaging unit's conformity with Regulation (EU) 2025/40 (PPWR, Art. 39). It exists per packaging unit — under **Packaging → Packaging units** on the unit's detail page, in the **Declaration of Conformity** section.

**Your role decides the path:**

* **Manufacturer** (and Art. 21 cases: an importer/distributor placing on the market under its own brand or modifying the packaging) — **generate** the Declaration of Conformity themselves and sign it.
* **Importer / distributor** — **collect, verify and retain** the Declaration of Conformity issued by the manufacturer.

<Frame caption="Declaration of Conformity on the packaging unit detail page">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/polygonone/images/ppwr/dokumentation/konformitaetserklaerung-karte.png" />
</Frame>

## The status at a glance

In the packaging units overview, a badge shows the state of the Declaration of Conformity per unit:

| Badge         | Meaning                                                                              |
| ------------- | ------------------------------------------------------------------------------------ |
| **Ready**     | Issuable now as a manufacturer — all checks pass.                                    |
| **Blocked**   | Manufacturer, but the Art. 5 check is not yet satisfied (reasons in the tooltip).    |
| **In review** | A collected declaration exists and is awaiting the Annex VIII check.                 |
| **Issued**    | A verified, active Declaration of Conformity exists.                                 |
| **Collect**   | Non-manufacturer — the Declaration of Conformity is collected from the manufacturer. |

## Generating (manufacturer and Art. 21 cases)

### Readiness check

Before you can issue, all of the following conditions must be met. If one is not, the card shows the specific reason under **"Cannot issue yet — resolve the following first:"**:

| Block                                                                    | Resolution                          |
| ------------------------------------------------------------------------ | ----------------------------------- |
| Only a **manufacturer** (or own-brand importer/distributor) can generate | Check the unit's role/brand.        |
| Add **at least one component**                                           | Record the component(s).            |
| Provide **heavy-metals data ≤ 100 mg/kg** per component                  | Record values + basis of claim.     |
| Provide a **PFAS attestation** per food-contact component                | Record PFAS evidence.               |
| Add the **manufacturer's legal name and address**                        | Enter it under **Settings → PPWR**. |

<Info>
  Duties that only become outstanding for 2028 (recyclability) and 2030 (recycled content) do **not** block issuance — Polygon One never marks a future duty as outstanding. Even in the **Blocked** state, the technical documentation (Annex VII) can still be generated.
</Info>

### Issue and sign

<Steps>
  <Step title="Start generation">
    Click **"Generate Declaration of Conformity"**.
  </Step>

  <Step title="Signatory details">
    Enter the **Name of signatory** and **Function / position**, and optionally the **place**.
  </Step>

  <Step title="Choose the retention basis">
    Select **Single-use (5-year retention)** or **Reusable (10-year retention)** — this starts the retention period.
  </Step>

  <Step title="Add the signature">
    Draw the **signature** directly in the field or upload an image (tabs **Draw** / **Upload**). A drawn electronic signature is legally sufficient for an Annex VIII declaration.

    <Frame caption="Drawing the signature for the Declaration of Conformity">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/polygonone/images/ppwr/dokumentation/konformitaetserklaerung-signatur.png" />
    </Frame>
  </Step>

  <Step title="Issue the declaration">
    With **"Issue declaration"** the EU Declaration of Conformity is signed under the manufacturer's sole responsibility, the retention period is started, and an immutable data snapshot is frozen.
  </Step>
</Steps>

The issued declaration receives the status **Issued** and the provenance chip **Generated**. The PDF is generated from the frozen snapshot at any time via **"Download PDF"**.

<Warning>
  The Declaration of Conformity PDF is generated in **German** and contains the eight numbered points of the Annex VIII sample (unique identification of the packaging, name and address of the manufacturer, statement of responsibility, object, conformity with Union law, applied standards, notified body and the signature). For markets with another official language, a translation may be required.
</Warning>

## Collect, verify and retain (importer / distributor)

As an importer or distributor you do not generate the declaration yourself but upload the Declaration of Conformity received from the manufacturer.

<Steps>
  <Step title="Upload the collected declaration">
    Click **"Upload collected Declaration of Conformity"** and choose the file (PDF, PNG or JPEG, max. 10 MB). Optionally record the reference number, issue date and retention basis.
  </Step>

  <Step title="Wait for the automatic check">
    Polygon One checks the document automatically against an Annex VIII checklist.

    <Frame caption="Collected Declaration of Conformity with the automatic check">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/polygonone/images/ppwr/dokumentation/konformitaetserklaerung-eingeholt.png" />
    </Frame>
  </Step>

  <Step title="Approve">
    Review the result and approve the document so it counts as the unit's Declaration of Conformity.
  </Step>
</Steps>

The automatic check verifies:

* **Is a Declaration of Conformity** — the artifact is indeed a DoC
* **Manufacturer name and address present**
* **Packaging matches this unit**
* **Signature present**
* **Issue date is plausible**

The result counts as **Verified** only when **all** checks pass; otherwise **Needs review**. If AI verification is unavailable, the document is always put to a person for review — there is no silent approval. An approval you grant (**Approved by you**) is authoritative and is not overwritten automatically.

<Info>
  A collected declaration first lands in the **In review** state and counts as **Issued** only after verification. If a supplier has already provided a Declaration of Conformity, you can adopt it directly via **"Use as the unit's Declaration of Conformity"** without re-uploading.
</Info>

## Versions and superseding

Every issuance or collection creates a **new version**. The previously active declaration is automatically set to **Superseded**; its frozen snapshot remains unchanged and stays downloadable.

* **Generate new version** — as a manufacturer with a passing readiness check.
* **Withdraw** — sets the active declaration to **Withdrawn**; a new one can be generated afterwards.
* **Out of date** — if the unit's data changes after issuance, the card indicates this with **"Declaration of Conformity out of date"**. The signed document remains unchanged; issue a new version so it reflects the current data.

## Bulk issuance

For many packaging units at once there is bulk issuance: **sign once, issue for every eligible unit.**

<Frame caption="Issuing Declarations of Conformity for several units at once">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/polygonone/images/ppwr/dokumentation/konformitaetserklaerung-massenausstellung.png" />
</Frame>

<Steps>
  <Step title="Select units">
    In the packaging units table, select the units and open **"Issue Declarations of Conformity"**.
  </Step>

  <Step title="Sign once">
    Enter the retention basis, place, optional additional information, the signatory's name and function, and the signature — these apply to the whole batch.
  </Step>

  <Step title="Issue">
    Start with **"Issue DoC"**. Progress is shown continuously (**"{done} of {total} issued, {skipped} skipped"**).
  </Step>
</Steps>

Units that fail the readiness check or already have a Declaration of Conformity are **skipped** with a reason — e.g. "already had a DoC", "not manufacturer units", "missing manufacturer's legal name or address", "no component data yet", "missing heavy-metals or PFAS confirmation". An unverified declaration is never issued.

<Card title="Technical Documentation (Annex VII)" icon="file-lines" href="/en/ppwr/dokumentation/technische-dokumentation">
  The Annex VII documentation that the Declaration of Conformity relies on.
</Card>