How to Create Your First Digital Product Passport

Introduction: From Concept to Live Passport

You have read about Digital Product Passports, you understand the regulatory requirements, and you know your products will need them. Now comes the practical question: how do you actually create one? This guide walks you through the entire process, step by step, from initial data gathering to a live, scannable Digital Product Passport on your product.

Creating your first DPP can feel overwhelming, there is product data to gather, supply chain information to collect, platforms to evaluate, QR codes to generate, and compliance requirements to satisfy. But like any complex project, it becomes manageable when broken down into clear, sequential steps.

This guide is designed for businesses creating their first Digital Product Passport. Whether you are a small manufacturer with a handful of products or a larger company starting a pilot project, these steps will help you move from concept to a live, functioning passport efficiently and correctly.

Step 1: Understand Your Requirements

Before you start entering data or evaluating platforms, take time to understand exactly what your Digital Product Passport needs to contain and what standards it must meet. This foundational step prevents costly rework later.

Start by identifying the regulatory framework that applies to your products. If your products fall under a specific ESPR delegated act, review the act to understand the mandatory data fields, the level of identification required (product model, batch, or serial), and the timeline for compliance. If your delegated act has not yet been published, review the general ESPR requirements in Articles 9-14 of the regulation and look at existing delegated acts (such as the battery passport requirements) for guidance on likely data expectations.

Consider your stakeholder needs beyond regulatory compliance. What information would be valuable for your consumers? What data do your B2B customers require? What information would help repair professionals service your products? What data would recyclers need at end of life? A DPP that serves multiple stakeholder needs delivers far more value than one focused solely on minimum regulatory compliance.

Document your data requirements in a structured format, a spreadsheet or requirements document that lists each data field, its source, whether it is mandatory or optional, and who needs access to it. This document will guide your data gathering efforts and platform selection.

Step 2: Audit Your Existing Product Data

Most businesses already hold a significant amount of the data that a DPP requires, it simply needs to be identified, organised, and potentially enriched. Conducting a thorough audit of your existing product data is the most efficient way to determine what you already have and what gaps need to be filled.

Begin with your product information management (PIM) system or database. What product attributes do you currently track? Typical starting points include product names and descriptions, model numbers, dimensions and weight, material composition, country of manufacture, and pricing. Map these existing data fields against your DPP requirements document from Step 1.

Next, review your compliance and regulatory files. You likely already hold data related to CE marking, safety testing, material safety data sheets (MSDS), REACH compliance declarations, and product certifications. Much of this information is directly relevant to DPP requirements and may simply need to be digitised or restructured.

Examine your supply chain documentation. Purchase orders, supplier specifications, bills of materials, and incoming quality inspection records contain valuable data about component origins, material compositions, and manufacturing processes. While this data may not be in DPP-ready format, it provides a foundation to build upon.

Common data gaps that businesses discover during audits include:

• Detailed material composition at the substance level (beyond basic categories)
• Carbon footprint data for specific products or product lines
• Upstream supply chain traceability (beyond tier-1 suppliers)
• Repairability information (spare parts availability, repair instructions)
• End-of-life handling instructions and recyclability assessments
• Substance of concern declarations from component suppliers

Step 3: Gather Data from Your Supply Chain

Your DPP will almost certainly require data that you do not hold internally, particularly about raw materials, components, and upstream manufacturing processes. Engaging your supply chain to obtain this data is often the most time-consuming step in DPP creation, which is why starting early is critical.

Begin with your tier-1 suppliers, the companies you purchase directly from. Send them a structured data request explaining what information you need, why you need it (regulatory compliance), what format you need it in, and the timeline for response. Be specific about the data fields required rather than sending a vague request for "sustainability data."

For many data points, you will need to look beyond tier-1 suppliers. Material composition and substance of concern data, for example, often originates from raw material producers who may be several tiers deep in your supply chain. Your tier-1 suppliers should be able to cascade data requests to their own suppliers, but this takes time and may require new contractual provisions.

Consider using standardised data exchange formats and frameworks. Industry-specific standards exist for material declarations (such as IPC-1752 for electronics or IMDS for automotive). Using standardised formats simplifies data collection and reduces the burden on suppliers who may be receiving similar requests from multiple customers.

Practical tips for effective supply chain data collection include:

• Start with your highest-volume or highest-risk products to build the process
• Use a standardised data request template to ensure consistency
• Set clear deadlines and follow up systematically
• Offer to share examples or templates of completed data to guide suppliers
• Consider collaborative platforms where suppliers can input data directly
• Build data requirements into future procurement contracts

Step 4: Choose Your DPP Platform

Selecting the right platform for creating and hosting your Digital Product Passports is a critical decision. The platform needs to handle data management, QR code generation, data carrier creation, content serving, access control, and regulatory compliance, and it needs to do all of this reliably for the lifetime of your products.

When evaluating DPP platforms, consider the following criteria. Standards compliance is paramount, the platform should support GS1 Digital Link identifiers, generate standards-compliant QR codes, and serve data in both human-readable (HTML) and machine-readable (JSON-LD) formats.

Data flexibility matters because ESPR delegated acts are still being developed and requirements will evolve. Choose a platform with flexible data schemas that can adapt to new requirements without requiring a complete rebuild. Avoid platforms with rigid, hard-coded data models that cannot accommodate changes.

Integration capabilities determine how smoothly the platform fits into your existing technology landscape. Look for APIs that connect with your product information management (PIM) system, ERP, and supply chain management tools. The ability to import data via CSV or API reduces manual data entry and improves data quality.

Consider scalability, reliability, and long-term viability. DPPs must remain accessible for years, potentially decades for durable goods. Choose a platform provider with a credible long-term business model and data portability guarantees. You should be able to export your data if you ever need to switch providers.

MyProductPassport is designed specifically for ESPR compliance and offers all of these capabilities out of the box, GS1 Digital Link support, flexible data entry, QR code generation, multi-format content delivery, and CSV import for bulk operations.

Step 5: Enter Your Product Data

With your requirements defined, data gathered, and platform selected, it is time to start entering product data. This step transforms raw data into structured, DPP-ready information.

Start with a single product, your pilot. Choose a product that is representative of your range but relatively straightforward. Creating one complete DPP first allows you to work through the process, identify challenges, and refine your approach before scaling to your full product catalogue.

Enter the product identification data first: product name, model identifier, GTIN, batch or serial number, manufacturer name and address, and manufacturing facility. This data is the foundation that everything else builds upon.

Add material composition data next. Be as specific and accurate as possible, list materials with their percentages, identify recycled content, and flag any substances of concern. If exact percentages are not available for all materials, provide the best available data and document any assumptions or estimates.

Enter environmental data, including carbon footprint figures (if available), energy efficiency ratings, and water consumption data. If you do not yet have product-specific environmental data, note this as a gap to address. Many businesses start with industry-average data and progressively improve to product-specific figures.

Complete the circularity information: expected product lifespan, repair instructions, spare parts availability, disassembly instructions, and end-of-life handling guidance. This information is particularly valuable for consumers and recyclers and is a core focus of the ESPR.

Finally, add compliance and documentation data: CE marking information, conformity assessment results, safety test reports, and any relevant certifications. Upload supporting documents where the platform allows.

Step 6: Generate Your QR Code

Once your product data is entered, the next step is generating the QR code that will serve as the physical link between your product and its Digital Product Passport.

If your platform supports GS1 Digital Link (as it should), the QR code generation process is typically straightforward. The platform constructs a GS1 Digital Link URI using your product's GTIN and any qualifiers (batch or serial number), then encodes this URI into a QR code following ISO/IEC 18004 standards.

Review the generated QR code carefully before printing. Verify that the encoded URI is correct by decoding the QR code with a scanning app. Confirm that the URI resolves to the correct DPP content. Check the QR code size against GS1 recommendations and your packaging constraints.

For best practices on QR code design and placement, consider the following. The QR code must be placed where consumers, authorities, and other stakeholders can easily access it, typically on the product itself, its packaging, or an attached label. It must be large enough to scan reliably (minimum 15mm x 15mm for most applications) and printed with sufficient contrast (dark on light background).

Download the QR code in the highest resolution available. For packaging artwork, you will typically need a vector format (SVG or EPS) that can be scaled without quality loss. For digital use or label printing, high-resolution PNG or PDF formats are appropriate.

Step 7: Test Your Digital Product Passport

Testing is a crucial step that is too often rushed or skipped. A thorough testing process ensures that your DPP works correctly for all intended users and use cases before you go live.

Start with basic functionality testing. Scan the QR code with multiple smartphone models (both iOS and Android) to verify that it scans correctly and directs to the right content. Test in different lighting conditions, at different angles, and at different distances. If the QR code will be printed on packaging, print a sample and test the printed code, printer quality and material surface can affect scannability.

Test the consumer experience. Have someone unfamiliar with the DPP scan the code and navigate the content. Can they find the information they need? Is the page layout clear and readable on a mobile device? Does the content load quickly? First impressions matter, a well-designed consumer experience builds trust and engagement.

Test the machine-readable interface. If your DPP serves structured data via API (JSON-LD or JSON), test these endpoints with appropriate tools. Verify that the data structure matches the expected schema, that all required fields are present, and that the data values are accurate.

Create a testing checklist that covers:

• QR code scans correctly on at least 3 different smartphone models
• URI resolves without errors (no 404s, no redirects to wrong content)
• Consumer-facing page displays correctly on mobile and desktop browsers
• All product data fields display accurate information
• Machine-readable data endpoints return valid, structured data
• Access controls work correctly (public vs. restricted data)
• Page load time is under 3 seconds on a typical mobile connection
• All internal and external links on the DPP page work correctly

Step 8: Integrate with Packaging and Production

With a tested and validated DPP, the next step is integrating QR code generation and printing into your production and packaging processes. This is where the DPP moves from a one-off project to an operational capability.

For products identified at the model level (one QR code per product model), integration is relatively simple. You generate one QR code per product and incorporate it into your packaging artwork or label design. The same QR code is printed on every unit of that product model.

For batch-level or serial-level identification, integration is more complex. Each batch or individual unit requires a unique QR code, which means you need a system that generates unique codes in real time (or in batch) and feeds them to your printing process. This typically requires integration between your DPP platform, your production management system, and your labelling or packaging equipment.

Work with your packaging suppliers and printing partners early. Share the QR code specifications, size, placement, resolution, colour requirements, and run test prints before committing to full production runs. Printing quality is critical; a QR code that scans perfectly on screen may not scan if printed with insufficient resolution or on a highly reflective surface.

Establish quality control procedures for QR code printing. Include QR code scannability checks in your production line quality assurance process. A sampling procedure (scanning a percentage of printed codes) helps catch printing issues before products leave the factory.

Step 9: Go Live and Launch

Going live with your Digital Product Passport is the culmination of all your preparation work. Here is how to ensure a smooth launch.

Before launching, do a final review of all DPP content. Verify that product data is accurate and complete, that all links work, that the visual design is professional, and that the technical infrastructure (resolver, hosting, API endpoints) is robust. Having a second pair of eyes review everything catches errors that familiarity might miss.

Coordinate the DPP launch with your product release or packaging update schedule. If you are adding QR codes to existing products, plan the transition, will you update all stock at once or gradually as new packaging runs are produced? Ensure that customer-facing teams (sales, customer service) are briefed on the DPP and can answer questions.

Consider communicating the launch to your stakeholders. A DPP demonstrates commitment to transparency and sustainability, it is worth telling your customers, B2B partners, and industry peers about it. A brief announcement on your website, social media, or in customer communications can generate positive engagement.

Monitor the launch closely in the first few days and weeks. Track QR code scan volumes to understand engagement, watch for any technical issues (slow loading, broken links, scanning failures), and collect feedback from users. Early monitoring allows you to identify and fix issues before they affect a large number of users.

Step 10: Maintain and Update Your Passport

Creating a DPP is not a one-time event, it is an ongoing responsibility. The ESPR requires that DPP data be kept accurate and up to date throughout the product's lifecycle. Establishing maintenance processes from the outset ensures long-term compliance.

Define a regular review schedule for your DPP data. At a minimum, review all active DPPs quarterly to verify that information remains accurate. Product specifications, supplier details, compliance certifications, and environmental data can all change over time. Ensure that changes are reflected promptly in the DPP.

Establish triggers for immediate updates. If a product recall is issued, the DPP should be updated to reflect this. If a supplier changes, material composition data may need to be revised. If a compliance certification expires and is renewed, the new certificate should replace the old one. Define clear processes for who is responsible for updates and how they are approved.

Plan for product lifecycle events. When a product is discontinued, the DPP should remain accessible (as required by the relevant delegated act) but may be updated to reflect the discontinuation, for example, noting that spare parts are available for a limited period. When products reach end of life, the DPP continues to serve recyclers and waste handlers with material composition and disassembly data.

Review your ESPR compliance checklist periodically to ensure that your DPP processes remain aligned with evolving regulatory requirements. As new delegated acts are published and standards are updated, your DPP system may need to accommodate additional data fields or new technical requirements.

Common Pitfalls and How to Avoid Them

Having helped many businesses create their first Digital Product Passports, we have seen common pitfalls that trip people up. Here is how to avoid them.

Pitfall one: trying to do everything at once. Resist the temptation to create DPPs for your entire product catalogue simultaneously. Start with a pilot product, learn from the experience, refine your processes, and then scale. A successful pilot builds internal confidence and stakeholder buy-in for broader rollout.

Pitfall two: underestimating supply chain data collection time. Gathering data from suppliers, particularly beyond tier one, is consistently the most time-consuming aspect of DPP creation. Start supplier engagement early and be prepared for multiple follow-ups. Some suppliers may need education about what DPPs are and why the data is needed.

Pitfall three: neglecting the consumer experience. A DPP that contains all the required data but presents it in an unappealing or confusing format f