How to collect plot geolocation data from timber suppliers for the EUDR

Most timber importers already collect supplier declarations, species lists, invoices, and transport papers. Under the EUDR, the missing piece is often plot geolocation data. That is where many supply chains slow down. The regulation expects importers to know where timber was harvested, in a format that can be checked against deforestation data. For mixed sourcing regions and smallholder networks, that takes planning well before the first due diligence statement goes into TRACES.

What the EUDR requires for timber geolocation

The EU Deforestation Regulation, Regulation (EU) 2023/1115, applies to timber and timber products placed on the EU market or exported from the EU. For timber operators, the main compliance date is 30 December 2026. There is no separate SME grace period for timber operators.

The regulation requires operators to collect geolocation coordinates for all plots of land where the timber was harvested. The format matters:

For plots larger than 4 hectares, the geolocation must be provided as a polygon.
For plots of 4 hectares or less, a single latitude and longitude point may be used.

Those coordinates feed into the due diligence process. Before placing timber on the EU market, the operator must submit a due diligence statement in TRACES. Supporting evidence must be retained for at least five years.

The practical issue is simple. Many timber suppliers have never had to provide plot-level harvest coordinates in a consistent digital format. Some have GIS capability. Many do not.

Start with a supplier map before requesting coordinates

We have seen importers waste time by sending generic geolocation templates to every supplier at once. The better approach is to map the supplier base first.

Separate suppliers into operational groups:

Industrial concession holders with existing GIS systems.
Sawmills buying from multiple concessions.
Community forestry groups.
Smallholder or farm forestry aggregators.
Traders with indirect sourcing.

Each group needs a different collection process. A concession operator in Brazil or Gabon may already maintain shapefiles for harvest blocks. A temperate hardwood supplier in the Balkans may only have paper compartment maps. A plantation supplier in Southeast Asia may provide estate polygons tied to harvest permits.

Once suppliers are grouped, define exactly what you need from each one. Keep the request short and operational. Suppliers respond better to concrete instructions than legal summaries.

Specify the accepted file formats early

Most geolocation problems come from format mismatches rather than missing data.

In practice, importers should define:

Accepted coordinate systems, usually WGS84 decimal degrees.
Accepted file types such as CSV, GeoJSON, KML, shapefile, or spreadsheet with coordinates.
Whether polygons must be closed.
Naming rules for plots and harvest lots.
How coordinates link to shipment references and species.

If this is left vague, suppliers send screenshots, PDF maps, handwritten GPS readings, or coordinates copied from Google Maps with no harvest reference attached.

A simple supplier instruction pack helps. One page is often enough. Include one valid example and one invalid example.

Link geolocation to harvest evidence

Coordinates alone do not prove compliance. They must connect to harvest records and product flow.

For each shipment, we normally want to trace:

Harvest plot or concession.
Harvest authorization or permit.
Species harvested.
Volume harvested.
Transport from forest to mill.
Processing records.
Export shipment and invoice.

The geolocation data should connect cleanly to that chain. If a supplier sends twenty polygons with no indication of which shipment they relate to, the data has limited value during a compliance review.

This becomes important for mixed-source sawmills. A mill may process logs from dozens of harvest areas in a month. Importers should ask suppliers how segregation works inside the mill and how plots are assigned to outgoing production batches.

Use free satellite references before escalating issues

The European Commission Joint Research Centre provides the Global Forest Cover map that supports EUDR implementation. It is the main free reference importers can use for preliminary screening.

This does not replace supplier due diligence. It does help identify obvious mismatches.

Common issues include:

Coordinates placed in urban areas or rivers.
Identical coordinates reused for unrelated harvest lots.
Polygons covering unrealistic areas.
Coordinates outside the stated concession.
Recent forest loss near the harvest area.

Country benchmarking also matters. The EU benchmarking system categorises countries according to risk. That affects the expected level of scrutiny, although operators still remain responsible for due diligence regardless of benchmark category.

Prepare for smallholder aggregation problems

Tropical timber supply chains often include small plots managed by communities or individual growers. Those are usually the hardest geolocation cases.

The challenge is scale. An exporter may buy from hundreds of plots through intermediaries. Some plots may qualify for point coordinates because they are under 4 hectares. Others may require polygons.

Importers should ask suppliers early:

Who collects the field coordinates.
Which device or app is used.
How coordinates are verified.
How duplicate plots are detected.
How updates are managed after harvesting cycles.

There is also a timing issue. If geolocation collection starts only when goods are ready for shipment, data quality drops fast. Suppliers need a process tied to harvest planning, not export documentation.

Do not ignore internal data handling

Importers sometimes focus entirely on supplier collection and forget their own systems.

Someone in the business needs responsibility for:

Checking file completeness.
Version control.
Storage and retention.
Linking plots to purchase orders.
Preparing TRACES submissions.

Five-year evidence retention sounds simple until files arrive from multiple suppliers in different formats and languages. A shared folder with inconsistent filenames becomes difficult to audit very quickly.

Many companies are moving toward a central register where each shipment has:

The supplier declaration.
Harvest evidence.
Geolocation files.
Risk assessment notes.
Risk mitigation records.
The final due diligence statement reference.

That structure helps when customs authorities or competent authorities request supporting information later.

Expect corrections and resubmissions

Very few suppliers provide clean geolocation data on the first attempt. Build that into the rollout plan.

Typical correction cycles include:

Converting coordinates into the correct format.
Replacing point data with polygons where required.
Removing duplicate plots.
Clarifying harvest dates.
Aligning plots with shipment references.

For larger import programmes, it helps to run trial submissions before the compliance deadline. Test a small number of suppliers first. That exposes gaps before the process scales across all sourcing regions.

Keep the commercial pressure realistic

Some suppliers still assume the EUDR will weaken or face major delays. Others underestimate the amount of work needed for geolocation collection.

Clear commercial communication matters. Suppliers should understand:

Incomplete geolocation data can block EU placement.
Operators must file due diligence statements before placing products on the market.
Penalties under the EUDR can include fines of at least 4% of EU turnover, confiscation of goods or revenues, and exclusion from public procurement.

At the same time, importers should avoid demanding unnecessary data outside the regulation. Overcomplicated questionnaires create resistance without improving compliance quality.

Final preparation before 2026

Most timber importers do not need perfect geospatial systems. They need repeatable collection methods, traceable records, and suppliers who understand the minimum data standard.

The companies making progress now usually follow the same sequence: map suppliers, standardise formats, test data quality, connect plots to shipment flow, then build the TRACES filing process around that structure.

If you need operational support with EUDR due diligence statement filing, supplier document handling, and geolocation checks, goEUDR provides a managed filing service for timber importers and traders.

This article provides general information only and does not constitute legal advice.