What source documents to request from your battery supplier

This checklist is an aid for the initial collection of source data from the battery manufacturer. It is neither a complete legal matrix of all fields nor a confirmation of compliance. The applicability of individual requirements depends on the category, the company's role and the relevant deadlines.

1. Product, role and deadline

For each model, determine the battery category, intended use, capacity and the responsible economic operator. Find out when the specific battery is placed on the market or put into service. Article 77 sets 18 February 2027 for LMT batteries, industrial batteries above 2 kWh and electric vehicle batteries. QR marking alone and a full passport are not the same thing for all categories.

2. Model and unit identity

Request the model and revision designation, the serial number structure and its link to the delivery. Ask whether a battery passport already exists, along with its identifier and who manages it. If so, first examine how it can be used. Do not create duplicate passports just because you are changing software supplier.

3. Technical and product documentation

Prepare the specification, the relevant declarations and product documents, manuals and approved technical documents. For each file, record the version, language, date, which models it applies to and the person who confirms its accuracy. A file named “manual_final_2.pdf” does not by itself tell you which revision it belongs to.

4. Supporting documents for required data

Request the necessary data on composition, origin, performance, durability or environmental parameters according to the specific scope. Distinguish between a supplied claim and a documented result. For each data point, it should be traceable what it is based on. A list of all possible fields is not proof that all of them must be filled in the same way for every battery.

5. Updates, service and access rights

The supplier should know to whom they hand over a specification change, a new document revision or a corrected value. Internally, decide who reviews and approves the change. Access to the public passport, service information and internal documents is not the same. Statutory rights to information must be preserved.

6. Delivery format and data test

Agree on a spreadsheet, a data file or an API. Test a sample for duplicate serial numbers, missing references to the model, invalid data and unavailable documents. A small sample first, then the full batch. Do not require an automated connection where a regular, checked import is sufficient for now.

A simple source data register

How to recognise a good first pilot

A pilot should validate the whole process on one model and a few units: from the data source through review to display in the passport. The result also includes a list of missing source data and rules for further updates. A demonstration of a nice QR page without traceable sources does not prove readiness for real-world operations.

What the rollout includes · Review source data with our team

Legal framework: Regulation (EU) 2023/1542, Art. 13, 77, 78 and Annex XIII. This text does not replace an individual legal assessment.