What is a
self-declaration
Also known as: self-certification
A self-declaration is a document in which a supplier confirms that they meet the qualification requirements for a procurement procedure, without having to submit full documentation upfront. It serves as preliminary evidence — the complete supporting documents are only required from the supplier who wins the contract.
How does a self-declaration work?
When a contracting authority publishes a tender, they set requirements for a supplier's financial standing, capacity, and technical competence. Rather than requiring every supplier to submit extensive documentation upfront, the authority accepts a self-declaration — a form where the supplier confirms they meet the requirements and that no grounds for exclusion apply.
Only after selecting the winning supplier must the authority request updated documentation confirming what was declared. If a supplier relies on another entity's capacity, that entity must also submit a self-declaration.
Self-declarations above and below EU thresholds
EU procurement rules distinguish between procurements above and below the threshold values:
- Above EU thresholds: The ESPD (European Single Procurement Document) is mandatory under Article 59 of Directive 2014/24/EU. This standardised self-declaration form covers selection criteria, exclusion grounds, and qualification requirements across all EU/EEA member states.
- Below EU thresholds: National rules may allow self-declarations as preliminary evidence, though requirements vary between member states. In Norway, the procurement regulation (§ 8-10) allows contracting authorities to request self-declarations for procurements under the EEA thresholds.
Why do self-declarations matter?
The self-declaration principle was a key innovation of the 2014 EU procurement directives. It reduces administrative burden for both contracting authorities and suppliers, encourages SME participation by lowering barriers to entry in public tenders, and speeds up procurement by deferring documentation to the award stage. Tools like Cobrief can help suppliers identify the specific qualification requirements in a procurement, ensuring their self-declaration is accurate and complete.
By shifting the documentation burden to the award stage, self-declarations ensure that only the winning supplier invests time in gathering comprehensive evidence — making the entire tender process more efficient.