declaration

A declaration in public procurement is a formal statement submitted to authorities, documenting that specific regulatory requirements have been met. While a self-declaration confirms a supplier's qualifications to participate in a tender, a declaration is typically directed at regulatory authorities — covering areas such as customs, environmental documentation, and waste management.

How does a declaration work?

The type of declaration required depends on the nature of the procurement. When importing goods across borders, suppliers must submit a customs declaration to the relevant customs authority. Within the EU, this is done using the Single Administrative Document (SAD), which records the goods' origin, value, and applicable duties. Customs declarations are particularly relevant in supply contracts involving goods sourced from outside the EU/EEA.

In green public procurement, the Environmental Product Declaration (EPD) has become an increasingly important tool. An EPD is a third-party verified Type III declaration under ISO 14025 that quantifies a product's environmental impact across its full life cycle. Contracting authorities can require EPDs in the requirements specification or use them as the basis for environmental award criteria.

Key declaration types in procurement

• Customs declaration: Required when importing goods into a customs territory. Documents the value, origin, and duty status of goods.
• Environmental Product Declaration (EPD): Third-party verified documentation of a product's environmental profile. Used in procurement to evidence climate footprint and environmental performance.
• Waste declaration: Required for handling hazardous waste under environmental regulations. Relevant in service contracts involving waste management.

Unlike ecolabels, an EPD does not guarantee good environmental performance — it provides objective, comparable data that allows contracting authorities to evaluate products on their merits. Tools like Cobrief can help suppliers understand which declarations and documentation requirements apply in specific tenders.

Declarations form part of the broader documentation framework in public procurement, ensuring that suppliers demonstrate regulatory compliance across customs, environmental, and waste management obligations.