Duplicate origin certificates: procedure and conditions
How to request duplicate origin certificates when originals are lost, stolen, or destroyed.
A duplicate origin certificate is an officially issued second copy that replaces the original certificate when it has been lost, stolen, or destroyed. The duplicate has the same legal value as the original, provided it is correctly issued and marked. The provisions for duplicates apply to EUR.1 certificates, Form A, and other origin certificates alike.
When can a duplicate be requested?
A duplicate may be requested in the following cases:
- Loss — the original certificate was lost during shipping or storage
- Theft — the certificate was stolen
- Destruction — the certificate was damaged or destroyed (e.g. by water damage or fire)
- Illegibility — the original is damaged to the extent that it is no longer legible
A duplicate may not be requested to correct a substantive error in the original. A new certificate is required for that purpose.
Procedure
The procedure for obtaining a duplicate follows these steps:
- The exporter or their authorised representative submits a written request to the customs office that issued the original
- The request includes the reason for the application and, if available, the number of the original certificate
- Customs verifies the data in the register and the original application
- Upon approval, a duplicate is issued with the mandatory marking
- The duplicate bears the date of issuance of the original
Marking
Every duplicate must be clearly marked as such. The following notation is mandatory:
"DUPLICATE" / "DUPLICATA"
This marking is placed in box 7 of the EUR.1 or the corresponding field on other certificates. Without this marking, the importing customs authority may refuse the certificate.
Validity period
| Aspect | Original | Duplicate |
|---|---|---|
| Validity start date | Date of issuance of original | Date of issuance of original (not date of duplicate) |
| Validity period | Per trade agreement (4-12 months) | Same as original |
| Extendable | No | No |
| Usable after original expired | N/A | No, unless still within the original validity period |
The duplicate inherits the validity period of the original. If the original has already expired at the time the duplicate is issued, the duplicate cannot be used for preferential import.
Differences from the original
Although the duplicate has the same legal value as the original, there are important differences:
- The duplicate bears the marking "DUPLICATE"
- The duplicate states the date of issuance of the original, not its own issuance date
- Importing customs may carry out additional verification upon receipt of a duplicate
- Some customs authorities require a written statement explaining the reason for the loss
Key considerations
- Report the loss of a certificate to customs as soon as possible
- Always keep a copy of every issued origin certificate as a backup
- Inform the importer when a duplicate is being sent instead of the original
- Consider digital archiving to reduce the risk of loss
Related articles
- EUR-1 certificate: standard and simplified procedures: Complete guide to EUR-1 certificates including when simplified procedures apply and how to use them.
- EUR-MED certificate: applications in the Pan-Euro-Mediterranean zone: How the EUR-MED certificate enables diagonal cumulation across the Pan-Euro-Mediterranean network.
- Form A: certificate of origin in the GSP system: How Form A certificates work within the Generalized System of Preferences for developing country exports.
Related downloads
- Whitepaper: Preferentiele oorsprong zonder risico: ROSA, BOI, and REX guidance with checklist templates for first audit sprint.
- AI-driven origin classification with explainability: How explainable AI improves origin classification accuracy, reduces disputes, and satisfies EU AI Act transparency requirements.
- Comparison: manual origin workflows vs PSRA: Showcase traceability and workflow speed-up versus spreadsheet process.
Related definitions
- EUR-1 certificate: The EUR-1 certificate (movement certificate) is the standard proof of preferential origin for exports to countries with a bilateral EU trade agreement.
- EUR-MED certificate: The EUR-MED certificate is the movement certificate variant enabling diagonal cumulation within the PEM zone and indicating whether cumulation was applied.
- Certificate of origin (Form A): Form A is the certificate of origin issued by developing countries as proof of preferential origin under the GSP (Generalized System of Preferences).
- Preferential origin: Preferential origin determines whether goods qualify for preferential treatment under a trade agreement.