Excellent first step. A valid EORI number confirms your supplier is registered with EU customs, which is a mandatory requirement for all EU exporters. However, this is just the starting point for due diligence.

The next phase involves vetting your supplier's compliance capabilities and securing the correct documentation to ensure a smooth customs process and to legally claim any preferential duty rates.

Summary

After validating the EORI, you must vet your supplier's ability to provide correct origin documentation and request a complete set of commercial, transport, and origin-related documents before the first shipment. Failure to do so can lead to customs delays, unexpected duties, and potential penalties.

Key Details

Beyond the EORI number, your pre-shipment checks should focus on two areas:

Supplier Compliance Vetting:
- Origin Competence: Does the supplier understand the rules of origin for your specific product under any applicable Free Trade Agreement (FTA)? Are they the manufacturer or just a distributor? If they are a distributor, they must hold a valid Supplier's Declaration from the original producer to support any origin claim they make to you.
- REX System Registration: If you are importing into a country that benefits from the EU's Generalised Scheme of Preferences (GSP), your EU supplier must be registered in the REX (Registered Exporter) system to issue a Statement on Origin for re-export purposes.
- Sanctions Screening: An EORI number does not guarantee the company, its directors, or its bank are free from international sanctions. This must be checked separately.
Document Collection:
- The goal is to have a complete and accurate document set before the goods are dispatched. The commercial invoice is for valuation and identification, while origin documents are for claiming preferential tariffs. These are separate and equally critical functions.

Compliance Risks

Invalid Origin Claims: A supplier may issue a statement on origin without holding the necessary underlying proof (like a supplier's declaration). During a customs audit, if the claim is proven false, you (the importer) could be liable for back-duties and fines. Customs authorities can perform subsequent verifications of these declarations, as noted in the Pan-Euro-Med rules of origin.
Incomplete Commercial Invoice: Missing key data fields like the Incoterm, currency, or a clear goods description is a common cause of customs holds and valuation queries.
Transaction with Sanctioned Entities: Proceeding with a shipment without screening all parties can lead to severe legal and financial penalties.

Required Documents

Before the first shipment, you should request and review drafts of the following:

Commercial Invoice: Must contain:
- Supplier's and your full name, address, and EORI/VAT/Tax ID numbers.
- Invoice number and date.
- Detailed, unambiguous description of the goods.
- HS Code for each item.
- Quantity, unit price, and total price.
- Currency of settlement.
- Incoterms® rule (e.g., EXW, FOB, DDP).
- Country of origin for the goods.
Packing List: Details the contents, weight, and dimensions of each package.
Transport Document (Draft): Such as a Bill of Lading (B/L) for sea freight or Air Waybill (AWB) for air freight.
Proof of Origin: This is critical for preferential duty rates and depends on the trade agreement between the EU and your country. Ask your supplier which of these they can provide:
- Statement on Origin: A specific text block on the invoice or other commercial document. This is used for most modern FTAs (e.g., EU-UK, EU-Canada).
- Movement Certificate (EUR.1 or EUR-MED): A physical certificate used in the Pan-Euro-Mediterranean (PEM) zone.
- Supplier's Declaration: This is the key document your supplier uses to prove the origin of the goods they are selling you. You should ask for a copy of this declaration, especially if your supplier is not the manufacturer. For ongoing shipments, a Long-Term Supplier's Declaration (LTSD) is more efficient. Per EU regulations, suppliers must keep records related to these declarations for at least three years.

Cost Saving Opportunities

Free Trade Agreements (FTAs): The primary cost-saving opportunity is leveraging an FTA between the EU and your country. Securing the correct proof of origin (e.g., a Statement on Origin) from your supplier is the only way to qualify for the lower or zero-duty rates available under an agreement.
Long-Term Supplier's Declaration (LTSD): For regular shipments of the same product over a period of up to two years, an LTSD saves significant administrative effort. It covers multiple shipments, so your supplier doesn't have to issue a separate declaration for every order.

Recommended Next Steps

Screen your supplier's full legal name and address using the Dutifi Sanctions Screener.
Once you have a draft, use the Dutifi Invoice Auditor to check the commercial invoice for compliance gaps.
Use the Dutifi FTA & Origin Lookup to determine if an agreement covers your trade route and to understand the specific rule of origin your supplier must meet.

I have confirmed that my EU supplier's EORI number is valid. What should I check about them next, and which documents should I ask them for before the first shipment?