Every coffee shipment into the EU must have a Due Diligence Statement (DDS) filed through TRACES NT. Skip it, and customs will block your goods.

The honest answer is, most importers underestimate the detail and time required. TRACES NT isn’t a simple upload, it’s the EU’s official record for compliance under EUDR. You have to prove, with documents and data, that your coffee isn’t linked to deforestation and meets all legal and environmental rules.

What is TRACES New Technology (NT)?

TRACES NT (New Technology) is the EU’s digital platform for submitting and tracking DDS for regulated goods like coffee. You upload your compliance documents here before your shipment leaves Vietnam. Customs officials check this system to decide if your shipment is clear or needs an audit.

TRACES NT records what you send. It doesn’t check for accuracy or completeness. If your data is wrong or missing, you’re still on the hook. That’s why getting your preparation right is non-negotiable.

What happens if you ignore this? Delays, fines, or even destroyed goods.


How TRACES NT fits into EUDR regulations

EUDR (European Union Deforestation Regulation) covers coffee imports from December 30, 2026. Under EUDR, every shipment must be proven as deforestation-free, traceable to the farm plot, and compliant with social and environmental standards. TRACES NT is the only channel for submitting your DDS and supporting documents.

If you miss a document or submit incomplete data, the system won’t stop you—but customs might. That means storage costs, investigations, or lost shipments.


Vietnam’s coffee export landscape: unique challenges for buyers

Vietnam is the world’s second-largest coffee exporter, shipping 1.87 million tons in 2024 for $8.4 billion. Most of this coffee comes from smallholder farms, not giant estates. Each farm brings its own paperwork, GPS issues, and compliance quirks.

Are you sourcing from Vietnam? Expect to collect documents from dozens or even hundreds of small suppliers, not a few big companies. That’s where most buyers get stuck.

If you think you can skip steps because “everyone else does,” you’re risking your entire shipment.

Let’s break down what you actually need to prepare.

If you want your shipment cleared, you need more than a bill of lading. The EU wants proof for every link in the chain: from soil to ship.


Legal and environmental compliance documents

Start with land-use rights. Every farm that contributed beans to your shipment must provide legal proof of ownership or lease. In Vietnam, this usually means red books (land certificates) or lease contracts, often issued at the commune level.

Environmental compliance is next. The EUDR requires evidence that no coffee in your lot was grown on land deforested after December 31, 2020. You’ll need:

• Environmental permits or certifications from Vietnamese authorities
• Satellite images or government statements confirming land status
• Documents showing compliance with local forest and land-use laws

Labor compliance is now under the microscope. The EU wants proof that no forced or child labor was involved. For large estates, you can usually get a labor audit or certification. For smallholders, gather signed declarations and, if possible, proof of local labor inspections.

If you miss a permit or a land certificate, your shipment can get flagged and stuck at port.


Farm-level traceability data requirements

EUDR’s strictest demand is traceability, right down to the plot. For each farm, you need:

• GPS coordinates (preferably in polygon format, not just a single point)
• Maps or satellite images linking each plot to your shipment
• Crop records showing the coffee’s growth and harvest cycle

Most smallholders in Vietnam don’t have GPS data. Some only know the village name. You might need to send a local surveyor or work with a traceability tech provider. If you submit only “district-level” data, customs can reject your DDS.

Ask yourself: can you trace every kilo of coffee in your shipment to a mapped plot? If not, you’re not ready for TRACES NT.


Supplier documentation and verification

Every supplier in your chain must be documented. This includes:

• Business licenses and registration documents (for exporters, cooperatives, and processors)
• Export permits issued by Vietnamese authorities
• Supplier declarations confirming compliance with EUDR and Vietnamese law

Fragmented supply chains make this step hard. If you buy from a cooperative, you’ll have one set of documents. If you source from multiple small traders, expect delays and missing paperwork.

The hardest part? Verifying that each supplier’s documents are up to date and match the shipment’s details. If the names, dates, or quantities don’t line up, your submission could be flagged for audit.


Preparing your submission package

Once you’ve gathered all documents, organize them by shipment, not just by supplier. Here’s a practical checklist:

• Scan all documents in high quality
• Translate Vietnamese documents into English or another accepted EU language
• Double-check that all dates, names, and coordinates match across files
• Label digital folders clearly: “Lot 2026-Q2 – GPS Data,” “Supplier Licenses,” etc.

TRACES NT lets you upload supporting files with each DDS. If you rush and miss a file, customs could hold your shipment for weeks.

The best importers run a pre-shipment review with their suppliers. If you’re not doing a document check before every export, you’re leaving too much to chance.

What happens if you skip a step? You’ll spend more on storage, face penalties, or even lose the shipment. The cost of missing one GPS file can be thousands of euros.

If you’re importing from Vietnam, you know the paperwork can be overwhelming. But the main issues are predictable, and you can fix them if you plan ahead.


Traceability data gaps and how to address them

Most buyers struggle with GPS data. Smallholders may not have smartphones or know how to map their land. Some only give you a village name, which isn’t enough.

The solution: work with local surveyors or use a GPS mapping service. Some tech providers now offer mobile apps designed for Vietnamese farms. These help collect and verify GPS polygons, even offline.

If you skip this and submit incomplete data, customs can block your shipment. Don’t rely on supplier promises, verify the data yourself.

What should you do if you can’t get full GPS data? Consider narrowing your supplier pool to those who can provide it, or invest in training and tools for your current network.


Managing smallholder supplier complexity

Vietnam’s coffee sector is fragmented. You might deal with dozens of smallholders, each with different paperwork standards. This slows down document collection and increases the risk of missing or mismatched data.

The best way forward is to build strong relationships with your suppliers. Set clear expectations for documentation. Offer support or incentives for timely and accurate paperwork. Some buyers now appoint a local coordinator to help smallholders gather and submit documents.

If you ignore supplier complexity, you’ll face delays and possible compliance failures.


Reducing manual due diligence burden

Manual document checks and data entry increase your risk of error. Spreadsheets get messy fast, and mistakes can cost you a shipment.

Automate where possible. Use digital tools to collect, store, and cross-check data. Some platforms now connect directly with TRACES NT, reducing double entry and human error.

But don’t trust automation blindly. Always do a final human check before submission.


Mitigating financial and reputational risks

Non-compliance is expensive. Delayed shipments mean storage fees and lost sales. Repeated errors can get your company flagged by customs, making future imports harder.

There’s also reputational risk. EU buyers and retailers want proof of clean supply chains. If you get caught with incomplete documentation or questionable sources, you can lose contracts or face public scrutiny.

The implication is clear: invest in compliance now, or pay much more later.