PPWR Compliance Basics: Technical Documentation, Declaration of Conformity (DoC), and Material Rules

Under the Packaging and Packaging Waste Regulation (PPWR), packaging must meet clear requirements before it can be placed on the EU market. But the PPWR does more than define design or material requirements. It also demands proof. Companies must show that each packaging type meets the regulation, which means: 

• creating technical documentation, 
• issuing a Declaration of Conformity (DoC), and 
• understanding and meeting the material rules behind both. 

Without this documentation, companies cannot demonstrate compliance – even if the packaging itself meets all requirements. This makes documentation the backbone of the PPWR. It supports every other step in the regulation and allows market authorities to verify compliance in a simple, consistent way. 

PPWR technical documentation requirements

Technical documentation is a package of information that describes a packaging item and proves it meets the regulation. It must be complete, clear, and available on request. For each packaging type, companies must collect information such as materials used in the packaging, structure and components (layers, coatings, inks) or information on restricted substances. 

The PPWR does not ask for a specific format, but the documentation must allow authorities to check compliance quickly. If data is missing, outdated, or inconsistent, companies may face delays or enforcement actions. 

A common challenge is scale. Many companies use dozens or even hundreds of packaging variations. The PPWR requires documentation for each one, which means strong data management becomes essential. 

PPWR Declaration of Conformity (DoC): What companies need to know

The Declaration of Conformity (DoC) is the formal statement that confirms a packaging item meets all PPWR requirements. Even though the document itself is short, it carries significant weight: by signing it, the responsible company takes full legal responsibility for the packaging’s compliance with EU law. The DoC must clearly identify the packaging, reference the technical documentation behind it, and include the responsible company’s details, signature, and date. When packaging changes, the DoC must be updated, so it always reflects the current version.  

In practice, this means that:  

• the DoC confirms compliance and carries legal responsibility, 
• it must be supported by complete and accurate technical documentation, and 
• it must be available to authorities or partners at any time and kept for many years. 

Importers also have duties: they must ensure a valid DoC exists for any packaging they bring into the EU and keep it for 10 years after the product enters the market. Some countries may require the DoC to be translated into local languages. A complete list of required elements is available on the official EU website.  

If the documents behind the DoC are incomplete, the declaration cannot be issued reliably. This makes it impossible to demonstrate compliance under PPWR. 

PPWR packaging material rules: substance limits, food contact, and composition

The PPWR requires companies to understand what their packaging is made of and prove that it meets specific material standards. The regulation focuses on three key areas. 

1. Substance limits 
   Packaging must meet limits for heavy metals and other restricted substances. Companies must show compliance through tests or supplier certificates. Without proof, authorities assume non-compliance. 

2. Food-contact rules 
   If packaging is used for food, companies must consider additional material rules. This includes verifying the absence or limits of substances such as PFAS. Documentation must clearly state whether packaging is food-contact and how it meets the rules. For more information, consult the osapiens PFAS Guide. 

3. Material composition 
   Companies must know the exact materials used, including coatings, adhesives, or inks. This information is needed for design rules, substance checks, and recyclability assessments. 

Many companies struggle with these requirements because the necessary packaging data is often scattered across different internal teams and supplier systems. The PPWR demands a level of structure and data quality that goes well beyond previous regulatory standards.

How to prepare PPWR technical documentation

Companies should prepare the for PPWR by following six clear steps: 

1. List all packaging items: Identify each unique packaging type, including sizes and variations. 
2. Gather material and substance data: Collect full information from suppliers and verify it. 
3. Check substance limits: Make sure each packaging type meets the required thresholds. 
4. Create the technical documentation file: Store everything in a structured way that can be updated easily. 
5. Prepare the Declaration of Conformity: Link the DoC to the documentation file, so all information is connected. 
6. Maintain the documentation: Update it whenever packaging or PPWR requirements change. 

With these steps, companies can build a strong compliance base that supports future PPWR requirements. 

Manage PPWR documentation with the osapiens HUB for Product Compliance

Collecting packaging data and creating documentation can be time-consuming and complex. The osapiens HUB for Product Compliance simplifies this work. It brings all packaging information into one place, guides teams through each step, and keeps documentation connected and up to date. With clear workflows and automatic updates, companies can manage PPWR’s technical requirements with confidence and stay compliant as the regulation evolves. 

Want to dive deeper into the topic? Download the osapiens PPWR Guide now.