The forms consist of three sections available in the My forms, as well as the option to attach a TC in the My documents tab.

Step 1: Confirm the transaction completed with your buyer (item sold)
Step 2: Describe your involvement in the production of the sold item
Step 3: Declare the transactions completed with your providers (items purchased)

💡 Please note: fields without an asterisk (*) are optional. You may leave them blank if the information is not available.

Step 1 - Your buyer’s declaration 📝

Objective: verify the accuracy of your buyer’s declaration (brand or downstream supplier) regarding the item you sold.

The form is divided into two sections:

Left side: the information your buyer has already declared about this order.
Right side: your section to fill in — complete any missing information and correct anything that may be inaccurate.

Fields to fill in:

Already declared this item If you have previously filled in a form for the same sold article — meaning the sold product, your involvement, and your sourcing are identical to a past declaration — you can select it directly from your catalogue. If this is your first time filling in a form for this article, select Create a new item. → To learn more about the catalogue, please refer to this article.
Item name You can rename the sold article using your own internal naming convention. This name will appear in your catalogue if you reuse this declaration for another sold article in the future. Make sure it is clear and meaningful to you.
Category Select the category of the article sold to your buyer.
Composition Enter the full composition of the article sold to your buyer. If you know the origin of the raw material, please specify it:
- Harvesting — for plant-based materials
- Breeding / Capture — for animal-derived materials
- Recycling — for recycled materials
- Polymer synthesis — for synthetic materials
- Mining — for metals or stones
Purchase order (PO) Enter the PO number you received from your buyer.
Certification Indicate whether you sold this article with a certificate specific to this production (e.g. a Transaction Certificate). You will then be asked to upload the corresponding TC.
Sold quantity Enter the quantity sold to your buyer.
Shipping method Select the mode of transport used to ship the articles to your buyer.

Step 2 - Your involvement 🏭

Objectif : understand the action you taken and any potential subcontracting on the item you sold.

In this section, you should only declare the production steps that are either:

carried out internally within your own facility, or
outsourced to a subcontractor on your company's behalf (e.g. confection, dyeing, embroidery…)

💡 Please note: do not declare production steps that were handled upstream by your supplier and are not under your company's responsibility.

What is a subcontractor?

A subcontractor is a factory that performed a specific production step, and to whom you supplied all the necessary items.
⚠️ If this factory sourced materials itself, declare it in Step 3 — Sourcing instead. Subcontractors are not contacted by Fairly Made, as they do not carry out any sourcing.

What type of company are you?

You are a trader If your company buys and resells articles as-is, without applying any transformation, select Trading and do not add any subcontractor.

❌ Common mistake: selecting Trading and adding a factory (e.g. a confection factory) as a subcontractor within that step.
✅ What to do instead:
- Select Trading only if your company resells the article without any transformation. No subcontractor should be added.
- If a factory carried out a production step (e.g. confection), create a dedicated step for it and list that factory as the subcontractor.
You are a converter / transformer If your company buys articles and instructs partners to transform them before reselling, list each production step with the corresponding subcontractor and indicate the % of the production carried out in-house.

You are a production factory If your company carries out production steps internally, declare each step and specify how production is split between your own facility and any subcontractors (if part or all of the production is outsourced).

Useful tips:

Technical information is optional but very useful to ensure the environmental impact of the products is calculated using real data, so please provide it whenever possible.
If you carried out several steps internally for this same item, you can click Add a process and fill in the section again.

If you have created too many production steps compared to what you actually completed, click the trash icon in the top right corner to delete the step.

Step 3 - Your sourcing 🧶

Objective: identify all purchased items that were necessary for the manufacture of the item you sold and the associated suppliers.

❌ Common mistake: declaring your own company as a supplier in this section.

If you do so, you will receive an additional form to fill in for this article.

✅ What to declare here: only the suppliers from whom your company directly purchased materials or components.

If your company carried out several production steps internally, these must be declared in Step 2 — My Involvement, not here.

Step 3 is exclusively dedicated to identifying your external suppliers.

Already declared this information / Declare for the first time
- If you are declaring this purchased component for the first time, select Declare for the first time.
- If this component has already been declared in a previous form and was sourced from the same supplier order, you can reuse it by selecting Already declared this information and picking it from your catalogue.
⚠️ Before reusing a catalogue item, make sure the component belongs to the exact same order placed with the previously declared supplier. Selecting it will pre-fill all fields with the information from your previous declaration.
→ To learn more about reusing data from your catalogue, please click here.

Declare the component category required to manufacture the item you sold, as well as a precise name/description of the article. This name/description should be easily recognisable by the associated supplier.

Declare the name of the supplier who sold you the item and the main process they carried out in-house.
If your supplier is a trader, please select Trading.
Indicate the composition of the item you purchased. If you know the origin of the raw material, please specify it:
- Harvesting — for plant-based materials
- Breeding / Capture — for animal-derived materials
- Recycling — for recycled materials
- Polymer synthesis — for synthetic materials
- Mining — for metals or stones
Certification Indicate whether you purchased this article with a certificate specific to this production (e.g. a Transaction Certificate).

Please provide the transaction details for this item. This will enable the supplier to more easily identify the order you placed with them (PO, date, quantity, shipping, etc.).

If several different items were required to manufacture the item you sold, you can click Add a sourced component to create one section per purchased item.

Same item, same supplier — If you purchased several identical items from the same supplier (same reference, composition, and supplier), create only one component. Example: multiple identical buttons from the same supplier → one "buttons" component.

Same item, multiple suppliers — If the same component was sourced from different suppliers, create one component per supplier using Add a sourced component. Example: buttons from Supplier A and Supplier B → two "buttons" components.

Submitting your form ✅

As you complete each section, a green checkmark will appear next to it, confirming that all required fields have been filled in.

Once all 3 sections are complete, the Submit my answers button will appear. Click it to validate your form — you're done! 🎉

Transaction Certificates (if applicable) 📃

If you declare that a material is certified in the form you filled out, you will receive a notification asking you to upload a TC - the notification appears in My forms tab.

The TC must be uploaded to the platform within a maximum of 6 months after your form validation date in My documents tab.

You will find all the instructions for downloading transaction certificates in the corresponding article.

Use cases

🏭 Example — Production factory

You are a sewing unit. You produced a dress made of a woven fabric and a lining. 70% of sewing was done in-house, 30% outsourced. Printing was fully outsourced.

Step 1 — Sold article → Fill in all information about the dress sold to your buyer (PO, composition, sold quantity…)

Step 2 — My involvement Create one step per production process. For each step, specify the share of production done in-house vs outsourced, and name the subcontractor if applicable.

Create a Product manufacturing step → [subcontractor name], 70% in-house
Create a Printing step → [subcontractor name], 0% in-house

Step 3 — My sourcing Declare all materials and components purchased from your suppliers.

Create a Main fabric (woven) component → add your fabric supplier's information and transaction details
Create a Lining component → add your lining supplier's information and transaction details

🔀 Example — Trader

You purchase a finished leather shoe from a manufacturer and resell it to your buyer with no transformation. Your shoe manufacturer is responsible for their own sourcing.

Step 1 — Sold article: fill in all information about the leather shoe sold to your buyer (PO, composition, quantity…)

Step 2 — My involvement: select Trading only. No subcontractor to add.

Step 3 — My sourcing: create a Formal Shoe item and fill in your shoe manufacturer's information and transaction details.

🔄 Example — Transformer / converter:

You purchase a greige fabric and coordinate its transformation through subcontractors following your instructions — dyeing, embroidery — before selling the finished fabric to your buyer. No production is carried out in-house.

Step 1 — Sold article: fill in all information about the dyed and embroidered fabric sold to your buyer (PO, composition, quantity…)

Step 2 — My involvement: create one step per production process outsourced to your subcontractors: