Anyone drawing up a PPWR Declaration of Conformity for the first time is usually looking for a completed example — not an empty template. The real question is not which fields exist, but what actually goes into them.
Below you will find a realistically completed sample for a typical shipping box used by an online seller. Underneath, we explain each field one by one: what belongs there, where to get the information, and the most common mistakes.
The completed sample
The following PPWR declaration of conformity sample shows a fully completed example for a shipping box in e-commerce — at original A4 size, exactly as the finished PDF looks. If you are looking for a declaration of conformity packaging template, here you get more than empty fields: concrete example entries for every item in Annex VIII.
EU DECLARATION OF CONFORMITY (PACKAGING)
IE · IrelandIn accordance with Regulation (EU) 2025/40 (PPWR), Annex VIII | Declaration number: DOC-2026-0042
No (unique identification of the packaging):
Name and address of the manufacturer and, where applicable, the manufacturer’s authorised representative:
| Manufacturer | Sample Cosmetics Ltd, 14 Industry Road, Dublin 12, Ireland |
| Authorised representative | — |
Object of the declaration (identification of the packaging allowing traceability):
| Description | Corrugated board folding box, 240 × 180 × 100 mm, with LDPE bubble wrap as protective packaging and plastic tape (polypropylene). Use: shipping cosmetics products in e-commerce. |
| Packaging type | Transport packaging |
The object of the declaration referred to point 4 is in conformity with the relevant Union harmonisation legislation:
References to the relevant harmonised standards or the common specifications used or references to the other technical specifications in relation to which conformity is declared:
Where applicable, the notified body … (name, address, number) … performed … (description of intervention) … and issued the certificate(s):
Additional information:
| Role | Manufacturer (own brand) |
| Repak membership no. | RPK-84213 |
| VAT number | IE1234567X |
| Contact | compliance@samplecosmetics.ie |
| Associated product/SKU | COS-SET-200 |
| Batch | 2026-08 |
| Signed for and on behalf of | Sample Cosmetics Ltd |
| Place and date of issue | Dublin, 18 August 2026 |
| Name, function | Anna Fisher, Managing Director |
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Declaration number (header)
An internal number you assign yourself. There is no prescribed format. All that matters is that it is unique and lets you find the document again in your records later. Many people use the year plus a running number.
Point 1 — No. (unique identification of the packaging)
This does not exist ready-made anywhere — you assign it yourself as an internal identifier for this packaging type. A descriptive code is useful so you can tell later which packaging is meant. Every different packaging needs its own declaration.
Point 2 — Name and address of the manufacturer and, where applicable, the authorised representative
The full company name as registered, with a physical address. A PO box is not enough. If your company is based outside the EU, you also need an authorised representative established in the EU — their details go in the line below.
Point 3 — Responsibility of the manufacturer
A fixed sentence from Annex VIII — it is copied word for word and not changed. There is nothing to fill in here.
Point 4 — Object of the declaration: description
The most common weak point in practice. The description must be precise enough for an authority to identify the packaging unambiguously: material, dimensions, construction, intended use. "Box" is not enough.
Point 4 — Object of the declaration: packaging type
The PPWR distinguishes four types: sales packaging (surrounds the product at the point of sale to the end consumer), grouped packaging (bundles several sales units), transport packaging (for shipping, usually not visible to the end consumer) and service packaging (filled at the point of sale, e.g. a bakery bag). The shipping box with bubble wrap and tape shown here is a typical example of transport packaging in e-commerce.
Point 5 — Union legislation and requirements met (Art. 5–12)
This is where Regulation (EU) 2025/40 itself is cited, with its Official Journal reference — under Annex VIII that is the mandatory part. Below it, the requirements already met can be listed individually; this is optional. Important: list only requirements that already apply and that your packaging actually meets. In 2026 that is, for almost all packaging, only Art. 5 (heavy metals, substance restrictions; PFAS limits only for food contact — the shipping box here has none). Art. 6 (recyclability) and Art. 10 (minimisation) apply only from 2030, the harmonised label under Art. 12 from 12 August 2028 at the earliest. Art. 7 (recycled content, from 2030) only where plastic is present, Art. 9 (compostability, from 2028) only where it is actually claimed, Art. 11 only for genuine reuse systems. Declaring a requirement as met before it applies is a statement you would have to prove if challenged.
Point 6 — Standards and specifications
Since harmonised standards under the PPWR are still largely being developed, most companies enter their actual basis of evidence here: standards used as guidance, internal test procedures, supplier declarations with dates. For food-contact packaging, also cite Regulation (EC) No 1935/2004.
Point 7 — Notified body
For packaging, the PPWR provides for the conformity assessment procedure in Annex VII: Module A, internal production control. The manufacturer carries out the assessment itself; no notified body is involved. Point 7 therefore usually reads “Not applicable”.
Point 8 — Additional information: role, registration number, contact, SKU
Voluntary traceability information. The role is legally decisive: Under Art. 3(1)(13) PPWR, the "manufacturer" is whoever places the packaging on the market under their own name or brand — even if a third party manufactures it. Anyone bringing goods in from outside the EU is usually an importer with their own obligations under Art. 18.
Point 8 — Signed for, place and date, name, function, signature
The declaration must be signed by a person authorised to sign for the company. By signing, the company assumes sole legal responsibility for conformity (Art. 39(4) PPWR). The date must not be later than the date the packaging was placed on the market.
Not part of the declaration: material breakdown
The material breakdown does not belong in the declaration of conformity but in the technical documentation under Annex VII. For this you need data from your packaging supplier: material type with recycling code and weight per component. Each component separately — box, cushioning, tape, label. For composites, a breakdown per layer.
Common mistakes
One declaration for all packaging. Every different packaging type needs its own declaration. If you ship cosmetics in three box sizes, you need three documents.
A description that is too vague. "Shipping box" without dimensions, material and construction does not meet the requirement for unambiguous identification.
Ticking every article by default. Confirming Art. 9 (compostability) when the packaging is not actually marketed as compostable means declaring something untrue.
Not keeping records. The declaration must be kept together with the technical documentation: 5 years for single-use packaging, 10 years for reusable packaging.
This sample is for general orientation only. All entries in it are fictitious. You are responsible for the accuracy of your own declaration.