PPWR Introduction Email Template for your Suppliers

Before you send a PPWR data request through Simvia, it helps to give your suppliers a short heads-up, even the ones you've worked with for years. A quick introduction means they know why they're being asked, what to expect, and where to go if they get stuck, so the request that follows is far more likely to come back complete.

Why send this first

Suppliers aren't behind because they're unwilling, most simply haven't had PPWR explained to them in the context of what you specifically need from them. Getting ahead of that with a short, clear message costs you five minutes and saves you several rounds of follow-up later.

How to use this template

Send it before your first PPWR request in Simvia, to every packaging supplier you work with, new or existing. Fill in the bracketed fields, adjust the tone if needed, and remove anything that doesn't apply.

Here is a Word file with "The template" in English, German, Dutch, French and Spanish.

The template

Subject: Heads-up: a new packaging data request is coming your way

Hi [Supplier contact name],

As you may already know, the EU's Packaging and Packaging Waste Regulation (PPWR) comes into effect from August 2026. It requires us, as [manufacturer / distributor], to document exactly what our packaging is made of and prove it meets the new requirements.

To do that, we need some information about the packaging involved, whether that's packaging material you supply to us directly, or the packaging already around a product you sell us. This can include material composition, and depending on what you produce, PFAS or heavy metals evidence too.

We'll be sending this request through Simvia, the platform we use to manage packaging compliance data. You'll receive an email with a secure link — no account or login required to respond. The request itself has two parts: first mapping out how your packaging fits into our product hierarchy, then filling in the packaging data itself. Getting the first part right makes the second part much quicker.

Before the request lands, one thing that might help:

If you're not sure how the packaging you supply fits into our product structure, this guide explains it: Understanding your packaging structure.

If anything in the request itself is unclear once you open it, this guide walks through it step by step: How to Respond to a PPWR Packaging Data Request.

We're aiming to have this completed by [deadline]. If anything is unclear or you think part of this doesn't apply to you, just reply to this email, happy to talk it through.

Thanks in advance for your help with this.

Best regards, [Your name] [Your company]

Tips

Mention which packaging level applies to them if you already know it (sales, grouped, or transport packaging), it saves them a step in the guide above.

For suppliers you've never sent a Simvia request to before, consider a short call instead of or alongside this email, first-time recipients tend to respond faster after a personal touch.

Keep the deadline realistic. Suppliers who feel rushed are more likely to submit incomplete data just to respond in time.