Is a digital signature valid for an EPD?

Yes. Electronic signatures are legally recognized under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure the signatory demonstrates intent, consent, attribution, and retention capability.

Do I need a notarized signature?

Not typically for EPDs. Notarization is rarely required unless specified by a contracting authority or project specification.

When should I seek third-party verification?

Request verification once the draft EPD has complete data and documented assumptions; early verifier engagement can reduce cycles and identify missing documentation.

How long should supporting data be kept?

Retain raw LCI, data sources, and versioned drafts for at least 3 years post publication; procurement audits may justify a longer 7‑year retention period.

Can I use contractor-supplied LCI without verification?

You may use supplier LCI, but document provenance and data quality; unverifiable critical inputs increase verification scrutiny and risk of non-acceptance.

What if procurement requires a specific PCR?

Follow the named PCR exactly for system boundaries, impact indicators, and reporting format; deviations should be documented clearly and justified.

Draft EPD Document

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DRAFT EPD DOCUMENT

Parties and Project

This Draft EPD Document (the "Document") is entered into between Client Name: and EPD Preparer Name: .

Project Title: EPD Draft Reference No.:

Recitals

WHEREAS, Client requires preparation of an Environmental Product Declaration (EPD) draft for the product(s) identified in the Project Title for the purpose of documenting life cycle environmental information and facilitating internal and external review; and

WHEREAS, Preparer has expertise in life cycle assessment (LCA) and EPD compilation and will produce a Draft EPD in accordance with the Scope of Work specified herein; and

NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth below, the parties agree as follows.

Scope of Work

Scope Description

The Scope of Work shall include collection and review of relevant input data, life cycle inventory modeling, impact assessment, compilation of the Draft EPD report including required tables and declarations, and one round of consolidated revisions based on Client comments. Deliverables to be provided as part of this engagement include:

EPD Draft Report LCA Dataset Verification Statement (Draft)

Payment Terms

Compensation for the services described in this Document shall be:

Total Fee Payment Schedule

Late payments shall incur interest at the rate of on outstanding amounts, calculated monthly, from the date such payment was due until paid in full.

Term and Termination

This Document commences on the Start Date: and shall remain in effect until the End Date: unless earlier terminated as provided below.

Either party may terminate this Document for convenience upon days' prior written notice to the other party. Termination for cause is permitted immediately upon written notice if the other party materially breaches any obligation and fails to cure within thirty (30) days after receipt of notice describing the breach.

Confidentiality

Each party agrees that, except as required by law, it will not disclose Confidential Information of the other party to any third party without prior written consent. "Confidential Information" includes unpublished technical, commercial, and financial information, including raw data, model inputs, and internal assumptions used in preparation of the Draft EPD. Confidential Information does not include information that is or becomes publicly available through no fault of the receiving party, is already known by the receiving party at the time of disclosure, or is independently developed without use of the disclosing party's Confidential Information.

The receiving party shall use at least the same degree of care to protect Confidential Information as it uses to protect its own confidential information, but in no event less than reasonable care.

Representations, Liability and Indemnity

Preparer represents that services will be performed in a professional and workmanlike manner and in accordance with generally accepted scientific and engineering practices applicable to EPD and LCA work. EXCEPT FOR THE FOREGOING, THE SERVICES ARE PROVIDED "AS IS" AND PREPARER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED.

Each party's liability for direct damages arising out of or related to this Document shall be limited to the total fees paid by Client to Preparer under this Document during the twelve (12) months preceding the event giving rise to the claim. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, SPECIAL, OR PUNITIVE DAMAGES.

Client shall indemnify and hold harmless Preparer from third-party claims arising from Client-provided data that is inaccurate, incomplete, or misleading.

Governing Law

This Document shall be governed by and construed in accordance with the laws of the Governing State: without regard to conflict of law principles. Venue for any dispute shall be the courts located in the county specified by the parties.

Notices

Client Notice Address Preparer Notice Address

Entire Agreement and Amendment

This Document, including schedules and attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior proposals, negotiations, and understandings, whether written or oral. Any amendment or modification to this Document must be in writing and signed by authorized representatives of both parties.

Acceptance

The undersigned representatives, being duly authorized, accept the terms of this Document. Execution by electronic signature or exchange of executed counterparts by email shall be effective as original signatures.

Client:

By:

Date:

Preparer:

By:

Date:

What a Draft EPD Document Is and When It’s Used

A Draft EPD Document is a preliminary Environmental Product Declaration that summarizes a product’s life-cycle environmental impacts based on a life-cycle assessment (LCA) and a product category rule (PCR). It presents standardized indicators such as global warming potential, resource use, and waste for stakeholders including specifiers, purchasers, and regulators. The draft stage collects input data, clarifies system boundaries and assumptions, and supports third-party verification or peer review before a final EPD is published for procurement or tender processes.

Why Drafting an EPD Document Matters

A well-prepared draft EPD improves transparency, supports procurement compliance, and helps identify data gaps early. It reduces risk in bidding, informs embodied-carbon decisions, and speeds later third-party verification by documenting methodology and sources.

Core Components of a Professional Draft EPD Document

A complete draft EPD organizes technical LCA outputs and contextual details so reviewers can assess assumptions, data quality, and compliance with the applicable PCR or standard.

Product Identification

Clear product name, model numbers, manufacturer, and intended application so the declaration maps precisely to procured goods.

Functional Unit

Define the functional unit used for the LCA (e.g., 1 m2 of cladding or 1 kg of material), since results depend on this baseline.

System Boundary

Specify cradle-to-gate, cradle-to-grave, or cradle-to-cradle scope along with included life-cycle stages and cut-off rules.

Inventory Data & Sources

List datasets, databases, and dates used for unit processes, plus data quality assessments and any proxy or estimated inputs.

Impact Results

Present normalized impact indicator tables (e.g., GWP, ODP, AP, EP) and format units consistently for comparison.

Assumptions & Limitations

Document allocation rules, end-of-life scenarios, temporal and geographic applicability, and any known uncertainties.

Step-by-Step: Preparing the Draft EPD Document

Follow these sequential steps to compile, review, and route a draft EPD for internal approval and external verification.

01

Collect Data: Gather bills of materials, supplier LCI, and manufacturing process details.
02

Set Scope: Define functional unit, geographical and temporal boundaries for the LCA study.
03

Run LCA: Calculate impact indicators using a recognized LCA tool and documented datasets.
04

Prepare Draft: Assemble the draft EPD with results, assumptions, and data-source tables.

How the Draft Moves from Internal Draft to Verified EPD

A typical flow routes the draft through technical review, quality checks, and third-party verification before final publication.

Internal Review: Technical team confirms data and assumptions for completeness.
Quality Assurance: QA checks for unit consistency, missing values, and documentation gaps.
Third-Party Verification: External verifier reviews methodology and data against the applicable PCR.
Publication: Finalize and publish the verified EPD for procurement use and marketing.

Configuring an Online EPD Review Workflow

Set up digital routing and fields to minimize rework and ensure an auditable review trail during the draft stage.

Field	Configuration
Mandatory Product Fields	Require product name, manufacturer, and functional unit before submission.
Document Attachments	Allow PDF, DOCX, and CSV uploads; limit file size as needed.
Reviewer Sequence	Assign technical reviewer first, then QA, then verifier access.
Authentication	Enable email or SMS signer verification for traceable approvals.

Digital Tools and Technical Requirements

Ensure the chosen platform can capture signer IP, timestamps, and offer role-based access to protect data integrity.

Integrations: Salesforce, NetSuite, Microsoft 365
Formats: PDF, DOCX, CSV
Security: AES-256 at rest

eSignature Providers: Pricing and Feature Snapshot

Basic plan pricing and core capabilities can affect processing cost and compliance. signNow appears first for direct comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Tips to Reduce Review Cycles and Errors

Adopt standardized templates, document assumptions clearly, and use checklists to reduce clarifications during verification.

Standardize Data Templates

Use a consistent spreadsheet or template for supplier LCI submissions so units and boundaries match and manual conversion errors are avoided.

Document Assumptions Clearly

Record allocation rules, cut-off criteria, and proxy decisions inline so verifiers can understand choices without repeated clarification.

Use Version Control

Track draft versions and changes in a single system with timestamps to avoid confusion about which data set was submitted for verification.

Pre-verify Key Inputs

Run internal QA on high-impact inputs (energy, transport, recycled content) before external review to shorten verifier questions.

Common Mistakes When Preparing a Draft EPD

Mixing units or functional units across datasets, which causes inconsistent impact calculations and reviewer rework.
Failing to document data vintage and source, leaving verifiers unable to confirm dataset applicability.
Using incomplete system boundaries that omit upstream or downstream processes and understate impacts.
Not maintaining a clear audit trail for edits, which complicates dispute resolution and procurement questions.

Key Risks If the Draft EPD Is Incorrect or Misleading

Procurement Risk: Possible disqualification

Contract Delay: Negotiations or retendering

Reputational Harm: Loss of buyer trust

Verification Failure: Extra cost to rework

Financial Exposure: Claims or penalties

Data Inaccuracy: Invalid comparisons

Illustrative Use Cases for a Draft EPD

Two short scenarios show how different organizations use a draft EPD to prepare for procurement or internal decision-making.

Manufacturer Review

A manufacturer compiles supplier LCI and produces a draft EPD for internal QA

One week internal review
The draft identifies two data gaps that were resolved before third-party verification, reducing verification queries and shortening time to publication.

Public Works Bid

A contractor submits a draft EPD with a tender as evidence of embodied-carbon performance

10‑day procurement review
The draft EPD clarified system boundaries and allowed the procurement team to compare bids consistently, avoiding a bid re-submission cycle.

Who Typically Prepares or Reviews a Draft EPD

Coordinate responsibilities early and maintain clear sign-off points to reduce review cycles and ensure a defensible final EPD.

LCA Practitioners and Consultants: Prepare the life-cycle model and document assumptions for technical review.
Product and Compliance Managers: Align the EPD content with marketing, claims, and procurement requirements.
Procurement Specialists: Evaluate EPDs against public or private purchasing criteria during tendering.

Frequently Asked Questions About Draft EPD Documents

Answers to common questions clarify scope, signature validity, verification steps, and recordkeeping for U.S. users.

Need help? Contact support

Is a digital signature valid for an EPD?
Yes. Electronic signatures are legally recognized under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure the signatory demonstrates intent, consent, attribution, and retention capability.
Do I need a notarized signature?
Not typically for EPDs. Notarization is rarely required unless specified by a contracting authority or project specification.
When should I seek third-party verification?
Request verification once the draft EPD has complete data and documented assumptions; early verifier engagement can reduce cycles and identify missing documentation.
How long should supporting data be kept?
Retain raw LCI, data sources, and versioned drafts for at least 3 years post publication; procurement audits may justify a longer 7‑year retention period.
Can I use contractor-supplied LCI without verification?
You may use supplier LCI, but document provenance and data quality; unverifiable critical inputs increase verification scrutiny and risk of non-acceptance.
What if procurement requires a specific PCR?
Follow the named PCR exactly for system boundaries, impact indicators, and reporting format; deviations should be documented clearly and justified.

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