EUDR Coffee Roastery 2026/2027 – DDS references, bean lots & roast batches | Word/PDF/Excel

Do you buy green coffee beans from an EU importer, roast them in Sweden and sell the finished coffee? EUDR requires you to first determine your company's role in each purchasing flow. This specialized document package helps coffee roasteries track suppliers, receive DDS references when required, raw bean batches, roasting batches, business customers and any non-conformities – without incorrectly claiming that all roasters must submit their own DDS.

Important legal distinction: A roastery that imports coffee into the EU itself may be an upstream operator that must conduct due diligence and submit a DDS. A roastery that instead buys coffee that has already been placed on the EU market may be a downstream operator. The first downstream buyer must retain the received DDS reference number or declaration identifier for at least five years, while subsequent downstream operators do not automatically need to obtain and pass on such references through every link in the chain. The role is always assessed per flow and actual raw material supplier.

Which five templates are included?

1. Role assessment and application: map the purchasing route, own import or EU purchase, company size, product code and application date. Document the upstream and first or subsequent downstream role.
2. Supplier information and DDS chain: register actual supplier, bean batch, original reference or simplified declaration identifier where such should be received, as well as storage location and five-year requirement.
3. Roasting batch and purchase matching: link input lots, roasting, actual yield and finished orders. This is a recommended internal traceability routine, not a formal requirement for a specific roasting recipe sheet.
4. Non-conformity and notification: document a concrete suspicion of EUDR non-compliance, role-specific handling, relevant information to the Swedish Forest Agency and business customers, and manual block/restart.
5. Supplier termination and five-year archive: collect supplier and buyer details, evidence ID, relevant DDS information and spot check protocols. Check retention against other legal requirements.

Nine Excel tabs for the daily roastery

Overview, Business Role, Deliveries, DDS and ID, Roasting Batches, Deliveries, Risk & Block, Chain of Evidence and Sources. The workbook has 408 formulas and provides an overview of actual deliveries, roasting batches and open cases. For example, it flags when the first downstream role is marked but the relevant reference is missing – while subsequent downstream operators without such a reference do not automatically receive the same warning. If a roasted yield is specified as higher than the raw material input, a data warning is flagged; Excel does not determine legal validity or whether the coffee is deforestation-free.

What is new in EUDR 2026?

The EU Deforestation Regulation 2023/1115 was amended by (EU) 2025/2650. After the simplifications, full due diligence and DDS submission rest primarily with the first operator to place the relevant goods on the EU market or export them. Downstream operators and traders have different registration and information obligations; larger downstream companies also have special registration and control requirements.

Application date: 30 December 2026 for medium and large operators and 30 June 2027 for most micro and small operators. Earlier transitional rules for wood products are assessed separately. Coffee (green and roasted beans) under CN/HS 0901 is covered. After (EU) 2026/2102, the new scope for coffee extracts, essences and concentrates, CN 2101 11 00, will apply from 30 December 2027. Check the actual CN number before classification.

What obligation does a small coffee roastery have?

It depends on whether the roastery imports beans into the EU itself or buys them from an operator that has already placed them on the EU market, as well as size and date. The first downstream buyer must collect and retain the received DDS reference or declaration identifier. Subsequent downstream operators do not automatically need to request such a reference from their supplier, but should normally document suppliers and business customers for at least five years and act on information about suspected rule violations. Read the EU Commission's current guidance on roles and the Swedish Forest Agency's Swedish information page.

The difference compared to our broad EUDR package

The broad EUDR Due Diligence 2026/2027 is intended for general risk assessment, geolocation and DDS work. This package is based on the roastery's actual workflow: purchase of a bean batch, received reference, roasting, delivery and handling of non-conformity. It complements rather than duplicates the larger package.

Frequently asked questions

Does every Swedish coffee roastery have to submit its own DDS?

No. Own import into the EU and being an upstream operator may entail a DDS obligation. When roasting beans that have already been EUDR-processed, the roles and subsequent obligations are different.

Does a subsequent reseller link have to receive the DDS number?

Not generally. According to the EU Commission's updated role guidance, it is the first downstream buyer who must receive and retain the relevant number or identifier. Other information about suppliers and buyers may still be required.

Do we always need GPS coordinates for every roasting batch?

The full geolocation data normally belongs to upstream due diligence. The internal LOT link for the roasting batch is a practical working tool, not a separate general legal requirement to store every cultivation polygon for every roasting order.

Can Excel send a DDS or determine whether the goods are legal?

No. Excel is an internal register. Official declarations and receipts are handled through the EU's actual information system by the correct responsible operator. Manual legal review is always required.

Which languages and formats are included?

Five Swedish working documents and a Swedish guide, plus a separate English user guide. All seven are in Word and searchable PDF. The Excel workbook is in Swedish. PDF is not an interactive fillable form.

Version and limitations

Edition 1.0, 9 November 2026. AI-assisted internal legal source check of official EU legislation and regulatory guidance; no external independent legal review, certification of deforestation-free status, geolocation audit, EUIS notification or finished DDS is included. The documents are working aids and individual applicability issues must be assessed against current law.