EU Textile Export Checklist

Use this checklist before exporting any textile product to the EU to ensure compliance with all labelling, chemical safety, sustainability, and customs requirements.

Product Labelling

Textile products must carry permanent, legible labels with required information.

• Permanent label attached to product (not removable)
• Fibre composition listed (exact percentages to 1% precision)
• Percentages total 100% (no rounding errors)
• Fibre names use official ATMA (Apparel and Textile Manufacturers Association) or ISO 1833 terminology (e.g., "cotton" not "natural fibre")
• Country of origin stated (where product was last substantially transformed)
• Manufacturer or responsible party name and address on label or packaging
• Language requirement met (English for UK; in local language for each EU country if direct-to-consumer; English acceptable B2B)
• Font size legible (minimum 1.5 mm for most EU countries)
• No misleading information on label (e.g., "organic" only if certified; "sustainable" only if verifiable)
• Animal origin parts disclosed (if applicable): "Contains down" / "Fur" / "Wool" / "Silk" / "Leather"
• Non-textile parts of animal origin disclosed separately if present
• Care instructions included (optional but recommended: wash temperature, bleach, dry method)
• If care label included, symbols must comply with ISO 3758 standard

Chemical Safety (REACH Compliance)

All textile products on the EU market must comply with REACH (Registration, Evaluation, Authorization and Restriction of Chemicals).

Restricted Substances Testing

• Azo dyes test completed (must be <30 mg/kg per REACH Annex XVII)
• Test report from ISO 17025 accredited lab
• Test method: EN 14362-1 or ISO 17234-1 or equivalent
• Formaldehyde test completed (must be <75 mg/kg per REACH Annex XVII)
• Test method: ISO 12073 or EN ISO 14184-1
• Heavy metals test completed:
  • Lead <1000 μg/m² (surface contamination)
  • Cadmium <100 μg/m²
  • Hexavalent chromium <0.5 μg/m²
• Test method: ISO 17050-1 or DIN 54231
• Phthalate test (if children's clothing or clothing with plastic components):
  • DEHP <0.1%
  • DBP <0.1%
  • BBP <0.1%
• Test method: EN 14372
• Nickel release test (if metal components, buttons, zippers, closures present):
  • Nickel release <0.2 μg/cm²/week per EN 12472
• Test method: EN 12472
• SVHC (Substances of Very High Concern) declaration signed by supplier
• Test reports are current (not older than 12 months)
• Test reports clearly identify product tested (SKU, colour, batch, sample size)

Chemical Disclosure

• Biocidal treatment disclosure (if antimicrobial, insect-repellent, or antifungal treatments applied):
  • Treatment type identified
  • Active substance name listed
  • Safety datasheet for biocidal product provided
• Supplier declares: "This product contains no prohibited substances per REACH Annex XVII"
• Sub-supplier chemical declarations obtained (spinners, dyers, finishers all declare REACH compliance)

Documentation & Storage

• All test reports stored in evidence vault (PDF + structured metadata)
• Lab accreditation certificate on file (ISO 17025)
• Lab contact information recorded (for verification)
• Test reports available for buyer audit within 48 hours
• Test reports retained for 3+ years

Sustainability Disclosures

Environmental performance data required for CSRD trickle-down and DPP readiness.

Environmental Data Collection

• Energy consumption measured and documented:
  • kWh per kg of product (or per batch with known weight)
  • Energy source breakdown (% renewable vs. fossil)
  • Measurement method documented (meter readings, invoices, calculations)
  • Data source: actual measurements or industry database?
• Water consumption measured:
  • Litres per kg product
  • Water source identified (municipal, groundwater, recycled)
  • Measurement method: meter readings or calculation
• Wastewater treatment documented:
  • Treatment type (biological, chemical, physical)
  • Discharge point (municipal, water body, reuse)
  • COD/BOD test results if available (if discharging to environment)
• GHG emissions calculated:
  • Scope 1 (direct combustion)
  • Scope 2 (purchased electricity)
  • Scope 3 (optional but increasingly expected: raw material, transportation)
  • Calculation method: ISO 14064-2 or equivalent
  • kg CO2e per kg product
• Waste management data provided:
  • Solid waste (% recycled, % landfill, % incinerated)
  • Chemical waste (disposal method documented)
  • Trim/scrap waste (% reused internally, % sold as secondary material)

Traceability & Supply Chain

• Fibre origin documented:
  • Spinning mill identified (for virgin fibre)
  • Recycled material supplier identified (with GRS TC if claiming recycled)
  • Percentage of recycled content stated (with TC percentage match)
• Deforestation-free declaration signed:
  • If product contains viscose, modal, cupro, or other man-made cellulosic fibres
  • If product contains rubber or cork
  • Declaration states: "This product is deforestation-free per EUDR standards"
• Supplier list (Tier 1-3) documented:
  • Facility names
  • Facility locations (country, state/region)
  • Process type (spinning, weaving, dyeing, finishing, garmenting)
  • Address for audit purposes
• Traceability mapping complete:
  • From raw material → final product
  • All process steps identified
  • Facility entry/exit points clear (batch continuity verified)

Certification & Standards

• Certifications obtained for sustainability claims:
  • GRS (Global Recycled Standard) - if claiming recycled content
  • GOTS (Global Organic Textile Standard) - if claiming organic
  • OEKO-TEX - if claiming non-toxic production
  • FSC/PEFC - if claiming responsible wood-based fibre sourcing
  • ISO 14001 - if claiming environmental management
• Certification scope verified (covers your facility and products)
• Certification expiry date checked (valid for export date)

DPP Readiness

Prepare data for Digital Product Passport (ESPR requirement, phased 2026-2030).

• Fibre composition exact percentage (to 1% precision):
  • Lab test confirmation of composition
  • Match with declared label composition
  • Test report on file
• Recycled content evidence:
  • Percentage stated
  • GRS Transaction Certificate obtained (matching % and batch)
  • TC stored in evidence vault with link to product batch
• Hazardous substances disclosure:
  • SVHC declaration signed and dated
  • Restricted substances test results stored
  • Presence/absence of SVHC clearly stated
  • Test report links available in DPP data
• Traceability mapping structured:
  • Facility list (Tier 1-3) in standard format (JSON or CSV)
  • Each facility has: name, GLN (if available), location, role
  • Traceability events documented (material received, process applied, output produced)
  • Batch linking: Which input batches created this product batch?
• Environmental footprint data structured:
  • Energy, water, GHG, waste per product unit (not facility-level)
  • Calculation method stated (measured vs. database vs. LCA)
  • Third-party verification (auditor or certifier sign-off)
• Care and maintenance instructions documented:
  • Standard ISO 3758 care symbols (wash, bleach, dry, iron)
  • Translated to relevant languages (English minimum)
  • Any special care requirements noted
• Repairability information (if applicable):
  • Are spare parts available? (buttons, zippers, straps)
  • Does manufacturer offer repair service?
  • How long is the product designed to last?
• Digital readiness:
  • GS1 GTIN assigned to product
  • Batch ID assigned and consistent
  • Canonical product model created (JSON structure)
  • Evidence vault links functional
  • DPP payload generator tested (can produce EU schema output)

Green Claims Compliance

Environmental claims must be substantiated; vague claims are illegal (enforcement 2026+).

• All sustainability claims on product/packaging have supporting evidence:
  • "Organic" → GOTS or equivalent certification
  • "Recycled" → GRS TC or equivalent
  • "Sustainable" → Specific metrics (e.g., "30% energy reduction vs. baseline")
  • "Carbon-neutral" → Third-party verified calculation
  • "Water-efficient" → Specific data (e.g., "40 litres per kg vs. industry average 80")
• No misleading claims on label or marketing:
  • Avoid vague terms without data backup
  • Avoid greenwashing (e.g., "eco-friendly" without proof)
  • Use specific, quantifiable claims only
• Third-party verification where possible:
  • Certification body confirms claim (GRS, GOTS, OEKO-TEX, etc.)
  • If no third-party cert, provide test report or audit (auditor confirms claim)
• Claim substantiation documentation retained:
  • For each claim, keep supporting evidence
  • Available for buyer audit and regulator inspection
  • Retention period: 3-5 years minimum

Labour & Social Practices

Due diligence requirements (CSDDD, forced labour ban, buyer expectations).

• Social audit completed (SA8000, SMETA, or equivalent):
  • Audit conducted by accredited third party
  • Audit report current (within 12-24 months)
  • Report covers: wages, working hours, freedom of association, child labour, forced labour
• Corrective actions implemented (if audit found issues):
  • Findings documented
  • Corrective action plan with timeline
  • Follow-up audit scheduled to confirm closure
• Labour practices documented:
  • Fair wages (at least minimum wage, preferably living wage)
  • Working hours (maximum 48 hours/week, overtime compensated)
  • Health & safety systems (accident prevention, PPE, medical facilities)
  • Grievance mechanism (workers can report issues safely)
  • No forced labour (freedom of movement, ability to leave employment)
• Sub-supplier audits (if applicable):
  • Top suppliers socially audited or risk-assessed
  • Any forced labour red flags investigated

Customs & Export Documentation

Official documents required for shipment to EU.

• Commercial Invoice:
  • Seller and buyer identified
  • Product description (SKU, colour, size, fibre composition)
  • Quantity and unit price
  • Total invoice value
  • Terms of payment (FOB, CIF, etc.)
• Packing List:
  • Bill of lading reference
  • Product description and quantity per carton
  • Total weight (net and gross)
  • Dimensions of cartons
• Bill of Lading (B/L):
  • Issued by shipping line
  • Port of loading (Indian port)
  • Port of discharge (EU port)
  • Shipper, consignee, notify party identified
  • Container numbers and seal numbers
  • HS codes confirmed
• Export Declaration:
  • Filed via ICEGATE (Indian customs)
  • HS codes correct (6-digit + any country-specific extensions)
  • Export licence obtained (if applicable, e.g., for certain fibre types or products)
  • DGFT registration confirmed
• Certificate of Origin:
  • Generated via ICEGATE or CCI (Chamber of Commerce & Industry)
  • GSP status (if claiming preferential origin, e.g., duty benefits)
  • CoO matches B/L destination port
• HS Code Validation:
  • 6-digit HS code correct for product (verified in Indian customs database)
  • 2-digit CN code (if EU destination, verify via UK Department for Business and Trade SQLite database or EU Taric database)
  • TARIC code (for UK destination)
  • Any specific product-level requirements per HS code noted (e.g., safety testing for children's clothing)
• Test Reports on File:
  • REACH compliance test reports packaged with shipment documents (or available digitally)
  • Lab contact info and accreditation number on file
  • Exporter retains copies for 3+ years
• Sustainability Data:
  • Environmental data summary prepared for buyer (separate from customs docs)
  • Available on request within 24 hours

Pre-Export Verification Checklist

Before finalizing shipment:

• All labelling checked by quality team (no typos, correct composition %)
• Test reports reviewed: all results compliant (no borderline values)
• Expiry dates verified: certifications and test reports valid at export date
• Product batch ID assigned and linked to test reports
• Buyer notified of shipment details: invoice, B/L, expected arrival date
• Traceability documentation compiled and organized (in case of audit or recall)
• DPP data (if applicable) prepared and ready for publication post-customs
• No known compliance issues with product, process, or supplier

Common Compliance Gaps (Red Flags)

Be alert to these common issues:

• ❌ Test reports older than 12 months (REACH requires periodic re-testing)
• ❌ Test results borderline (e.g., formaldehyde at 74 mg/kg when limit is 75)
• ❌ Certifications expired or not covering your facility
• ❌ Fibre composition label doesn't match lab test result (>2% variance)
• ❌ Recycled content claimed without GRS TC
• ❌ Environmental claims without third-party verification
• ❌ Sub-supplier information missing (Tier 2/3 not identified)
• ❌ Labour audit not conducted or findings not resolved
• ❌ Export declaration filed with wrong HS code
• ❌ No evidence vault / documents scattered across emails and drives

Audit Response Timeline

If buyer or regulator audits compliance:

• Within 24 hours: Acknowledge request; gather all documentation
• Within 48 hours: Provide preliminary response (which documents available, which need follow-up)
• Within 1 week: Provide all requested documents
• Within 2 weeks: Provide detailed responses to any questions or gaps identified

Document Retention Schedule

Maintain records for:

• Test reports & lab accreditation: 3 years (per REACH requirements)
• Certifications & audit reports: Duration of validity + 1 year
• Sustainability data & calculations: 2-3 years minimum
• Traceability documentation & invoices: 3-5 years
• Supplier contracts & agreements: 3-5 years
• Corrective action records: 3-5 years

Recommended Review Frequency

• Monthly: Energy, water, waste data collection; no gaps
• Quarterly: Sustainability data summary for buyer
• 6-Monthly: Sub-supplier compliance status; supplier audit timeline
• Annually: Test report renewal timeline; certification expiry checks; social audit scheduling
• As-needed: Regulatory changes; new product introductions; supply chain changes

What Should You Do Next?

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