GPSR Template: Documents and What to Enter

Searching for a "GPSR template" and hoping for a form to fill in? It is worth starting from what the regulation actually requires. This article shows which documents you need, which article each is based on and what to put in it. The field layout below is a working proposal, not an official form.

Key points at a glance

• Regulation (EU) 2023/988 specifies the content of required information and documents but does not introduce an official template. The only annex to the act is a correlation table with the repealed directives.
• The minimum content of technical documentation follows from Art. 9(2): a general description of the product and its essential characteristics relevant for assessing safety and, where relevant, a risk analysis, test results and a list of standards.
• Documentation is kept for 10 years after the product is placed on the market (Art. 9(3) for the manufacturer, Art. 11(6) for the importer).
• Some information must appear on the product or packaging and some in the sales offer (Art. 19); an internal document does not replace that.

Is there an official template for GPSR documents

The text of the Regulation contains no form to file or complete. Article 9(2) lists what the documentation must contain and other articles name the information that must appear on the product or in the offer. Article 17(2) provides that the Commission adopts detailed guidelines for economic operators, taking account of SMEs; we did not check whether or which guidelines have been published. For completeness: the articles of the Regulation contain no requirement to draw up a declaration of conformity; declarations (e.g. in connection with the CE mark) follow from specific EU rules for the given product, which must be checked separately.

Which documents are worth having

Document	Basis	What it should contain
Technical documentation with internal risk analysis	Art. 9(2), (3); importer's copy: Art. 11(6)	General description, essential characteristics relevant to safety; where relevant risk analysis and solutions, test results, list of standards or other elements from Arts. 7 and 8 (noting which parts were applied)
Product identification	Art. 9(5)	Type, batch or serial number or another visible identifying element; for small products, on the packaging or an accompanying document
Manufacturer and importer details	Art. 9(6); Art. 11(3)	Name, registered trade name or trademark, postal and electronic address, and a single contact point address if different
Responsible person details	Art. 16(3); Art. 19(b)	Name or mark and contact details with postal and electronic address; also in the offer where the manufacturer is outside the EU
Instructions and safety information	Art. 9(7); Art. 11(4); Art. 4 of the Polish act	Clear instructions and warnings in Polish (not required where the product can be used safely as intended without them)
Data for the distance-selling offer	Art. 19	Manufacturer details, responsible person details (if the manufacturer is outside the EU), product identification (including image and type), warnings and safety information
Register of complaints, accidents and corrective measures	Art. 9(11)-(13); Art. 11(9)-(11)	Public complaint channel, register of safety complaints, recalls and measures taken; personal data only as necessary and for no longer than 5 years
Procedure for a dangerous product	Art. 9(8); Art. 11(8); Art. 14	Who takes corrective action and informs consumers and authorities (Safety Business Gateway); internal product safety processes

Sample field layout for technical documentation

The list below is a working proposal based on Art. 9(2) and the safety-assessment aspects in Art. 6(1). The rules do not prescribe this layout.

1. Identification: name, model, type or batch number, photo, manufacturer and its details, importer and responsible person.
2. General description and essential characteristics: intended use, dimensions, composition and materials, packaging, assembly, installation, use and maintenance instructions (Art. 6(1)(a)).
3. Users: categories of consumers, including vulnerable ones such as children, the elderly and people with disabilities (Art. 6(1)(e)).
4. Risk analysis: possible hazards, their likelihood and consequences, solutions eliminating or reducing risk.
5. Standards and tests: list of European standards whose references are published in the Official Journal (Art. 7(1)(a)) or other elements from Art. 8; test results with the laboratory named; which parts were applied.
6. Warnings, instructions and marking: content in Polish and where placed (product, packaging, document).
7. Conclusions and upkeep: assessment of whether the product is safe, date, person responsible for updates (Art. 9(3) requires documentation to be kept up to date) and storage location.

See also Technical documentation under GPSR, GPSR on Allegro: How to Add Offer Data and GPSR Regulation 2023/988 in Brief.

Frequently asked questions

Is there an official template for GPSR technical documentation?

Regulation (EU) 2023/988 contains no official template. Article 9(2) sets the minimum content; the form is chosen by the manufacturer or importer.

Do I need a declaration of conformity to meet GPSR?

The articles of the Regulation contain no declaration-of-conformity requirement. For some products a declaration follows from specific rules (e.g. in connection with the CE mark), so check the rules for your product category.

How long should documentation be kept?

The manufacturer keeps technical documentation available to market surveillance authorities for 10 years after placing the product on the market (Art. 9(3)) and the importer keeps a copy for the same period (Art. 11(6)). Supply-chain information must be available for 6 years (Art. 15(5)).

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Legal status as of: 28 October 2026
Legal basis: Regulation (EU) 2023/988 (Arts. 3(9), 4, 6-8, 9, 10, 11, 14-17, 19, annex; as amended by Regulation (EU) 2024/2748, which only adds emergency procedures); Polish act of 7 November 2025 on supervision of general product safety (Dz.U. 2025 item 1826; Art. 4). We did not check Commission guidelines under Art. 17(2), harmonised standards or category-specific rules. This text is not legal advice.
Last review: 28 October 2026