Free Declaration of Conformity Template (2026)

Key Takeaways

* An EU Declaration of Conformity (DoC) is a legal document where you, the manufacturer, declare your product meets all relevant EU safety, health, and environmental protection requirements.

* It is mandatory for almost all products that require a CE mark, including electronics, toys, personal protective equipment (PPE), and machinery.

* The manufacturer or their EU-based Authorised Representative is legally responsible for the DoC's accuracy. For sellers importing from outside the EU, this responsibility often falls to them as the importer.

* A DoC must list the specific EU regulations and harmonised standards the product complies with. Vague references are not acceptable.

* This document is not public but must be provided to market surveillance authorities upon request. You must keep it for 10 years after the last product unit is sold.

* Failure to produce a correct and valid DoC can lead to your products being blocked from sale, recalled from customers, and significant financial penalties.

* Your DoC must be translated into the official language of the EU member state where you are selling the product.

The EU Declaration of Conformity (DoC) is the final, critical step in the CE marking process. It’s the formal, legally binding statement that your product complies with all applicable EU laws. While many sellers search for a simple declaration of conformity template to fill out, the DoC is much more than a form-filling exercise. It is a declaration of legal responsibility. Getting it wrong can have serious consequences for your ecommerce business.

Who Needs a Declaration of Conformity?

If your product falls under any of the CE marking directives or regulations, you need a Declaration of Conformity. This is a broad category of goods commonly sold online.

For example:

* Bluetooth headphones: You need a DoC showing compliance with the Radio Equipment Directive (RED) 2014/53/EU and the RoHS Directive 2011/65/EU (on hazardous substances).

* Children’s plush toys: Your DoC must reference the Toy Safety Directive 2009/48/EC.

* Sunglasses: These are considered Personal Protective Equipment (PPE), so the DoC must cite Regulation (EU) 2016/425.

The legal responsibility for creating and signing the DoC lies with the manufacturer. However, for ecommerce sellers importing products from outside the EU (e.g., from China or the US), you become the importer. In this role, you assume legal responsibility for the product's compliance, including ensuring a correct DoC exists and is available.

What to Include in Your Declaration of Conformity Template

While the exact format can vary slightly, Article 15 and Annex III of EU Decision No 768/2008/EC set out a common structure for the DoC across most product legislation. Your DoC must contain the following information.

1. Unique Product Identification: A model, type, or batch number. This must allow a direct link between the document and the specific product it covers.
2. Manufacturer's Details: Your full legal name and business address (or that of your Authorised Representative in the EU).
3. Statement of Sole Responsibility: The document must contain the exact phrase: "This declaration of conformity is issued under the sole responsibility of the manufacturer."
4. Object of the Declaration: A clear description of the product, sufficient for traceability. Including a colour image is best practice.
5. Applicable EU Legislation: List every single EU directive and regulation the product complies with. You must cite the full number and title, for example, "Directive 2014/35/EU on the harmonisation of the laws of the Member States relating to the making available on the market of electrical equipment designed for use within certain voltage limits."
6. References to Harmonised Standards: You must list the specific technical standards you used to prove compliance. These are standards published in the Official Journal of the European Union that provide a "presumption of conformity." An example would be "EN 62368-1:2020" for the safety of audio/video and IT equipment. Simply stating "complies with safety standards" is not enough.
7. Notified Body Details (If Applicable): If a third-party conformity assessment body (a Notified Body) was required for your product category (common for medical devices or high-risk PPE), you must include their name, number, and the details of the certificate they issued.
8. Signature, Date, and Place: The DoC must be signed by a senior person within your company. It must also include the date and place of issue. An unsigned document is invalid.

Common Mistakes to Avoid

Market surveillance authorities like customs officials or consumer protection agencies will review your DoC. They are trained to spot errors.

* Vague References: Failing to list the exact directives and dated versions of harmonised standards is the most common mistake.

* No Translations: The DoC must be available in the language of the country where you are selling. Selling in Germany requires a German DoC; selling in France requires a French one. This is a specific requirement under regulations like the General Product Safety Regulation (GPSR), Regulation (EU) 2023/988.

* Incorrect Signatory: The DoC must be signed by someone with the authority to bind the company to a legal declaration.

* Mismatch with Product: The model number on the DoC must exactly match the model number on the product's rating label. Any discrepancy invalidates the document.

Finding a DoC Template Download

The best source for a CE marking declaration template is the legislation itself. Most CE marking directives include an annex with a model declaration structure. For example, Annex IV of the Low Voltage Directive (2014/35/EU) provides a clear template.

Searching online for a "DoC template download" can provide a starting point, but you must never use one without adapting it precisely to your product and the specific laws it falls under. A generic DoC is a non-compliant DoC.

Your DoC is the capstone of your compliance work. It connects your product design, your risk assessments, and your technical testing into a single, legally binding document. Using a solid declaration of conformity template is a good first step, but the real work is ensuring every detail within it is accurate, specific, and defensible.

Stay Ahead of EU Compliance Changes

Delphian Compliance monitors regulations like the General Product Safety Regulation (GPSR) and dozens of CE marking directives at the legislative source and alerts you when the rules change. Join the waitlist at delphian.eu/compliance to get early access.