LTSD checklist: onboarding to renewals
Standardize supplier declaration intake, controls, and renewal cadence.
A long-term supplier declaration (LTSD) accelerates preferential origin claims, but only when governance is watertight. Use this checklist to standardise intake, monitoring and renewals across your supplier base.
1. Intake and risk review
- Segmentation. Determine which suppliers fall in scope (HS code, value, origin country).
- Data collection. Request technical datasheets, process descriptions and certificates upfront.
- Risk analysis. Score complexity (multi-tier, third countries) and plan required controls.
2. LTSD request workflow
- Application form. Provide a structured intake form covering REX status, product codes and annual volumes.
- Document upload. Capture supporting evidence such as PSR calculations, statements on origin and process flows.
- Automated validation. Check completeness, expiry dates and deltas versus historical dossiers.
3. Internal review and approval
- Four-eyes principle. Compliance validates the submission; supply chain confirms operational details.
- PSR alignment. Verify that the claimed PSR applies to the HS code and trade lane.
- Recordkeeping. Archive the full dossier in PSRA with diffs and audit logs.
4. Monitoring and alerts
| Check | Frequency | Automation |
|---|---|---|
| Expiry dates | Daily | Scheduler with email + dashboard widgets |
| Volume variances | Weekly | Compare planned versus shipped volumes |
| HS/PSR changes | Monthly | ROSA sync and notifications |
5. Renewal and re-attestation
- Pre-expiry reminders. Notify suppliers 60/30/7 days before the LTSD expires.
- Change confirmation. Ask for explicit confirmation of any process or component changes.
- Archive management. Mark expired LTSDs while retaining them for audits.
6. Integrate with CBAM and preferential origin
LTSD data feeds CBAM emission reporting and preference analysis. Connecting the workflows ensures single data capture and consistent reporting.
Next step
Download the LTSD toolkit to receive:
- A fillable supplier declaration template (NL/EN).
- A step-by-step intake and validation checklist.
- Guidance on connecting LTSD data to CBAM reporting.
Related articles
- LTSD management: from manual to automated in 3 steps: Transform long-term supplier declaration management from error-prone manual processes to a streamlined automated workflow with measurable ROI.
- Supplier risk management: from spreadsheet to system: Why spreadsheets fall short for supplier risk management and how to implement a systematic approach that scales with your organisation.
- LTSD renewal governance: build one cadence instead of chasing suppliers: Design LTSD renewals as a control lane with expiry signals, supplier segmentation, and explicit approvals.
Related downloads
- From LTSD to audit-ready origin dossiers: Step-by-step playbook for transforming long-term supplier declarations into defensible, audit-ready origin dossiers.
- Vendor risk checklist: Security, data residency, explainability, and CBAM readiness checks.
- Supplier onboarding walkthrough and audit trail kit: Portal walkthrough and audit templates to accelerate supplier activation.
Related definitions
- LTSD: An LTSD is a long-term supplier declaration supporting origin claims across multiple shipments.
- LTSD: An LTSD is a long-term supplier declaration supporting origin claims across multiple shipments.
- BOM: A BOM is the bill of materials: the structured composition of a product.
- Audit trail: An audit trail records who did what, based on which source data, and with what decision logic.