Introduction

Quoting a simple deck or oak stairs and suddenly the merchant asks for “origin evidence” and a due‑diligence statement? That’s the EU Deforestation Regulation (EUDR) changing how timber moves. Why it matters: your jobs can slow down if documentation isn’t clear, and clients will look to you for answers. Here’s what’s changing, the impact on small residential work, and a practical way to keep jobs flowing while keeping your paperwork clean.

Table of Contents

• Key Takeaways
• What’s Changing With EUDR And Timber
• How It Impacts Small Residential Jobs
• Sourcing And Documentation That Won’t Bite You
• Pricing, Lead Times And Client Communication
• Practical Substitutions Without Compromising Quality
• Actions To Take This Quarter
• Frequently Asked Questions
• Conclusion

Key Takeaways

• EUDR pushes timber traceability from late 2024 into 2025; expect 1–2 extra docs per timber order as merchants tighten due diligence.
• Small jobs feel the admin first. In general, budget 20–40 minutes per job to collect and file origin details if you’re not prepared.
• Lead times commonly stretch by 5–10 working days when suppliers validate origins; local species and composites often avoid delays.
• Certification helps, but EUDR needs plot‑level origin info. Keep records for around 5 years to align with regulatory expectations.
• Put origin notes and alternates directly in proposals to cut back‑and‑forth and keep approvals within 24–48 hours.

What’s Changing With EUDR And Timber

Many contractors are hearing new phrases at the counter: “due diligence statement”, “geolocation”, “risk category”. The gist: EUDR requires timber and some wood‑based products to be deforestation‑free and legally produced, with traceability strong enough to point to where the wood was grown.

The Problem

• You quote like normal, but once you’re ready to order, the merchant needs product‑level origin info.
• If the supplier can’t prove origin, stock gets held or re‑labelled, which can stall your start date.
• Certification (FSC/PEFC) is useful, but EUDR goes beyond chain‑of‑custody and asks for more granular origin evidence.

In general, these checks have rolled in from late 2024 and tighten through 2025, adding 1–2 documents per timber order compared with last year.

The Solution

• Prioritise suppliers who can issue a “due diligence statement” with product codes that match your delivery notes.
• Where practical, favour species and products with clear, low‑risk origins (e.g., European larch, Douglas fir, EU‑made MDF) when tropicals look uncertain.
• Capture exact SKUs and any origin notes directly in your proposal so procurement matches what was agreed.

Real‑World Example

Decking refurb, 28 m². Original spec: tropical hardwood, 6–8 week lead time with unclear origin notes. Switch to thermally modified ash from an EU mill with origin docs supplied at order. Outcome: the merchant turned the order in 7 working days and provided a due diligence statement attached to the delivery. Admin saved: roughly 1 hour chasing.

How It Impacts Small Residential Jobs

On small works, admin creep hurts the most because there’s less float in the programme.

The Problem

• One‑day stair refurb or a 2‑day fence job now needs paperwork you didn’t budget.
• Clients ask, “Is this compliant?” even when you’re using standard stock.
• If paperwork is missing, you burn time calling merchants, then explaining delays to the homeowner.

Commonly, contractors report 20–40 minutes of extra admin per timber‑touching job when documentation isn’t captured upfront.

The Solution

• Build a lightweight checklist: supplier, SKU, species, country/region of harvest, due diligence statement ref, delivery note photo.
• Put a one‑line “Origin & Compliance Note” in every proposal so your office has what it needs to order without calling you back.
• For client‑supplied materials, include a clear assumption that the client provides compliant documentation before start.

With Donizo, you can speak the spec and the origin note on site, auto‑generate a branded PDF proposal, get an e‑signature, and move straight to invoice when it’s accepted—no re‑typing.

Real‑World Example

Internal oak treads, 12 pieces. Proposal included: “European oak treads; supplier to provide EUDR due diligence statement; batch label captured at delivery.” Client signed same‑day via e‑signature. Material order placed next morning with all refs included—no extra calls.

Sourcing And Documentation That Won’t Bite You

If you standardise what you ask for, suppliers respond faster and your files stay audit‑ready.

The Problem

• Documentation requests vary by product and supplier.
• Teams don’t know what to keep on file or for how long.
• Missing batch info leads to rework in the office.

Regulators expect records retained for about 5 years under EUDR‑style rules, which is longer than many small teams keep job files.

The Solution

Ask for a consistent pack and file it with the job:

• Supplier due diligence statement reference and product codes
• Species and country/region of harvest
• Delivery note and pallet/batch label photos
• Any certification (FSC/PEFC) as supporting evidence

Commonly, a clear request including “please include batch label photo” shaves 1–2 days off waiting around for missing details.

Quick Reference Table

Real‑World Example

Small builder standardised purchase orders with a “Documentation Pack” footer. Within 3 weeks, two main merchants started attaching origin PDFs by default. Office admin time per timber order dropped from roughly 35 minutes to under 10.

Pricing, Lead Times And Client Communication

You can’t control supplier paperwork, but you can control expectations and buffers.

The Problem

• Lead times stretch unpredictably when origin checks get stuck.
• Price holds can lapse while you wait for documents.
• Clients want dates you can keep.

In general, expect 5–10 working days of extra lead time when suppliers validate origins on new or mixed‑origin lines. Pricing can move during that window.

The Solution

• Quote with two options: “Preferred (clear origin)” and “Alternate (long‑lead/uncertain)”.
• Include a small material contingency line—commonly 3–5%—for compliance‑driven substitutions.
• Put a simple clause: “Lead time contingent on supplier origin validation.”
• State decision deadlines so you can order immediately after e‑signature.

With Donizo, you can send a branded proposal from site, get a legally binding e‑signature, and convert the accepted proposal to an invoice in one click—cutting the back‑and‑forth and locking orders sooner.

Real‑World Example

Fence replacement, 24 panels. Proposal showed “EU‑spruce panels (7–10 working days)” and “imported alternative (4–6 weeks)”. Client picked the faster option and signed within 24 hours. Result: start date held, and the team avoided a 4‑week slip.

Practical Substitutions Without Compromising Quality

You don’t need to accept worse outcomes to stay compliant—just pick materials that are easier to trace.

The Problem

• Tropical hardwoods look great but can be the slowest to clear origin checks.
• Some engineered products hide fibre origin behind brand labels.

The Solution

• Decks/external joinery: thermally modified softwoods or European larch/Douglas fir with known mills.
• Interior treads/trim: European oak, ash, or beech from mills that supply batch documents.
• Sheet goods: EU‑made MDF/ply with manufacturer and batch on the delivery note.
• Composites: pick brands that disclose wood fibre origin; ask for a declaration at order.

In general, local and EU‑milled options arrive within 1–2 weeks when certain tropical hardwoods sit at 6–8 weeks pending documentation, which can protect your schedule without sacrificing finish.

Real‑World Example

External steps originally spec’d in ipe were replaced with thermally modified pine from a European mill. Merchant provided origin and batch docs at pro‑forma stage. Installation happened 3 weeks earlier than the hardwood route and the client was delighted with the finish.

Actions To Take This Quarter

1. Map your top 10 timber SKUs and confirm which suppliers can issue due diligence statements on request.
2. Add an “Origin & Compliance Note” line to every proposal template.
3. Build a 1‑page documentation checklist and share it with your merchants.
4. Pre‑select two compliant alternates for each common timber spec you sell.
5. Add a small material contingency line for compliance‑driven substitutions.
6. Capture delivery note and batch label photos on arrival and file them—aim for a 5‑year archive window.

On site, speak your spec, alternates, and origin note into Donizo and send the proposal before you drive off. Clients can e‑sign immediately, and you can convert to an invoice when it’s accepted—keeping momentum while suppliers sort the paperwork.

Frequently Asked Questions

Is FSC or PEFC Certification Enough For EUDR?

Certification helps, but it isn’t a silver bullet. EUDR expects product‑level origin information (down to plot/region) and a due diligence statement from the supplier. Use FSC/PEFC as supporting evidence, not the whole file.

I Work Only In The UK. Do I Still Need To Care?

Yes. UK clients and merchants increasingly ask for origin evidence, and UK due‑diligence rules are tightening too. If your materials flow through EU supply chains or you buy imported timber, you’ll see the same documentation requests.

What Records Should I Keep And For How Long?

Keep the supplier’s due diligence statement reference, product codes, species and origin, delivery notes, and batch/pallet label photos. In general, plan to retain records for around 5 years to align with regulatory expectations.

How Do I Handle Client‑Supplied Materials?

State in your proposal that client‑supplied timber must be compliant and that work may be rescheduled if documentation isn’t provided. Ask for the supplier’s due diligence reference and keep a copy with your job file.

Are Wood‑Plastic Composites A Shortcut?

Sometimes. Composites still contain wood fibre that falls under origin rules. Pick brands that disclose fibre origin and provide a declaration; avoid “generic recycled wood” with no documentation.

Conclusion

EUDR isn’t about making life hard—it’s about traceable, legal timber. For small teams, the trick is to standardise your asks, put origin notes into proposals, and keep tidy records. Do that and you’ll avoid the 5–10 working day surprises many are seeing, protect your dates, and keep clients confident. When you capture details by voice with Donizo, send a branded PDF for e‑signature, and convert accepted proposals to invoices without re‑typing, you remove the admin drag and stay focused on delivery.