8. How to Get an EPD for Your Product: The Complete Process

Creating an EPD isn’t a single action. It’s a process involving data collection, LCA modelling, documentation, verification, and publication. Understanding the complete workflow helps you plan realistic timelines, allocate appropriate resources, and avoid common pitfalls that delay or derail EPD projects.

The process typically takes three to six months for first-time EPDs, though rushed projects might compress to two months and complex products could extend beyond six. Subsequent EPD updates are faster, often completing in one to three months, because data systems and processes are established.

This guide walks through the actual steps, in order, with realistic expectations about what each requires. Whether you’re creating your first EPD or establishing a programme for multiple products, understanding the complete process helps you succeed rather than getting stuck halfway through.

Step 1: Confirm You Need an EPD#

Before investing resources, verify that an EPD is actually necessary. Check whether your business needs an EPD based on regulatory requirements, customer demands, green building certification needs, or competitive dynamics.

Also verify the timing. If you’re about to change product formulation, redesign manufacturing processes, or shift supply chains, wait until changes stabilise. EPDs must be updated when products change significantly, so creating an EPD just before major changes wastes resources.

If regulatory deadlines or customer requirements are distant and you lack internal data infrastructure, preliminary LCA or carbon footprinting might be more appropriate initially. Build data systems and improve performance before creating public EPDs.

Step 2: Choose Your Programme Operator#

Every EPD exists within a programme run by a programme operator. Choosing the right programme affects costs, timelines, credibility, and market acceptance.

Research available programmes relevant to your product and markets. Major international programmes include EPD International (The International EPD System), IBU in Germany, EPD Norge in Norway, UL Environment in North America, and others. Sector-specific programmes exist for certain industries.

Check programme recognition in your target markets. If you’re targeting LEED projects, verify the programme is recognised. If European construction regulations apply, ensure the programme follows ISO 14025 and accepts EN 15804.

Compare fee structures. Registration fees, annual fees, and verification costs vary between programmes. Some charge per product, others offer multi-product packages. Factor in total costs for your planned EPD portfolio.

Assess PCR availability. Search the programme’s registry for Product Category Rules matching your product. Using existing PCRs is vastly faster and cheaper than developing new ones. If multiple programmes have suitable PCRs, choose based on other factors. If none exist, ask which programme might support PCR development for your category.

Consider language and support. Some programmes operate in specific languages or provide better support in certain regions. If you need guidance through the process, programmes with responsive support and clear documentation help.

Most manufacturers choose EPD International for global reach, regional programmes for local markets, or sector-specific programmes where available. The choice isn’t permanent but switching programmes later requires creating new EPDs under new rules.

Step 3: Understand the PCR Requirements#

The PCR defines exactly what your EPD must include. Download and read the relevant PCR carefully before starting data collection.

The PCR specifies:

• Functional or declared unit: What quantity and basis you’ll report results against
• System boundaries: Which life cycle modules must be included
• Required impact categories: Which environmental indicators you must calculate
• Data quality requirements: Primary data expectations, database versions, cut-off criteria
• Allocation rules: How to handle co-products and recycling
• Scenarios: What assumptions to make for transport, installation, use, and end-of-life

Understanding these requirements before collecting data prevents discovering midway through that you lack necessary information. PCRs can be 30-50 pages of technical specifications. Read them thoroughly or work with consultants who know them well.

If suitable PCRs don’t exist, you face a choice: wait for someone to develop one, invest in developing one yourself (expensive and time-consuming), or choose a broader PCR that might apply (some programmes have generic PCRs for products without specific rules).

Step 4: Assess Your Data Availability#

Successful EPDs require detailed data. Before committing to the project, honestly assess what data you have, what you can obtain, and what gaps exist.

Manufacturing data you need:

• Energy consumption by type (electricity, natural gas, fuel oil, etc.) per unit of production
• Material inputs with quantities and specifications
• Water consumption
• Waste generation and treatment
• Transport of materials to your facility (distances, modes, load factors)
• Packaging materials and quantities
• Direct process emissions if relevant (e.g., CO₂ from chemical reactions)

Supply chain data you need:

• Detailed specifications of purchased materials and components
• Ideally supplier EPDs or environmental data for key inputs
• At minimum, enough information to select appropriate database values
• Transport from suppliers to your facility

Use and end-of-life data you need:

• Product lifespan under typical conditions
• Maintenance requirements and materials
• Energy or water consumption during use (if relevant)
• Realistic end-of-life scenarios with disposal or recycling rates

Most manufacturers have reasonable manufacturing data if they track production for cost purposes. Supply chain data is usually the biggest challenge. Suppliers may be reluctant to share detailed information. Database selections require judgment when specific supplier data is unavailable.

If data gaps are substantial, consider what you can obtain within reasonable timeframes. Missing 20% of material inputs by mass is problematic. Estimating transport distances within 50 km is acceptable.

Step 5: Collect and Organise Your Data#

With the PCR requirements understood and data availability assessed, systematic data collection begins.

Create a data collection template matching the PCR requirements. Organise by life cycle stage (production, transport, use, end-of-life) and by input type (materials, energy, transport, waste).

Engage your team. Production managers know manufacturing data. Procurement knows supplier information. Quality teams have product specifications. R&D understands use stage performance. Multiple people contribute information.

Document data sources. Record where each value comes from: measured data, supplier information, company records, industry averages, or database defaults. Verification requires documentation proving data quality and appropriateness.

Define your reporting period. Most EPDs use annual average data. If production varies seasonally, annual data averages out variations. If you recently changed processes, decide whether to report current practice or historical average.

Identify data quality issues early. If supplier data is unavailable, can you use information modules from their EPDs? If not, which databases will you use? If transport distances are uncertain, what reasonable assumptions will you make?

Good data organisation saves enormous time during LCA modelling. Create spreadsheets with clear structures, units, and documentation. Future EPD updates will reuse these systems.

Step 6: Conduct the Life Cycle Assessment#

With data collected, LCA modelling begins. This is highly technical work requiring expertise in LCA methodology and software.

Software selection: Most EPD-level LCA uses specialised software like openLCA, GaBi, SimaPro, or Umberto. These tools contain databases with thousands of background processes (energy production, transport, material production) and implement impact assessment methods.

Model structure: Build the LCA model following the PCR structure. Create processes for each life cycle stage. Link them with material and energy flows. Connect to database processes for background data.

Impact assessment: Calculate impacts using the methods specified in the PCR. EN 15804 mandates specific characterisation factors from the European Commission. Other standards specify different methods. Use the correct ones.

Quality checking: LCA models are complex. Small errors compound. Common problems include:

• Unit conversion errors (confusing kg and tonnes, MJ and kWh)
• Wrong database selections (using European electricity when manufacturing occurs in Asia)
• Allocation mistakes (incorrectly dividing impacts between co-products)
• Missing processes (forgetting packaging or waste treatment)
• Wrong impact assessment methods

Systematic checking against PCR requirements catches errors. Peer review by another LCA practitioner finds mistakes you miss.

Scenario modelling: For life cycle stages beyond your direct control (transport to site, installation, use, end-of-life), model scenarios required by the PCR or representing realistic conditions. Document assumptions clearly.

Many manufacturers work with consultants for this stage. LCA expertise and software licenses represent substantial investment. For single EPDs, consultants are often more cost-effective than developing internal capability. For ongoing EPD programmes, internal capability makes sense.

Step 7: Prepare the EPD Document#

The LCA results feed into the EPD document following the programme operator’s template. Most programmes provide standard formats ensuring consistency.

Document structure typically includes:

• Product identification and description
• PCR and standards references
• System boundaries and methodology summary
• Life cycle module results in standardised tables
• Impact category results
• Resource use and waste indicators
• Scenarios and additional technical information
• References and data quality statements
• Verification information

Follow the template precisely. Programme operators check that EPDs include all required sections. Missing elements delay approval.

Write clearly but concisely. EPDs are technical documents but they should be understandable to technical audiences. Avoid jargon where plain language works. Explain non-standard aspects clearly.

Document data quality. State what percentage of impacts comes from primary data versus database defaults. Identify major assumptions. Describe allocation approaches. Transparency about limitations is better than appearing to hide them.

Include technical product information. Beyond environmental data, EPDs should help users understand the product’s technical performance, composition, and relevant characteristics for building assessment.

Most programmes review draft EPDs before verification. This preliminary review catches formatting problems, missing sections, or obvious methodology issues. Fixing problems at draft stage is easier than during verification.

Step 8: Undergo Verification#

Independent verification is mandatory for ISO 14025 EPDs. An accredited verifier checks that your LCA follows the PCR and standards, that data quality is adequate, and that the EPD document accurately represents the underlying work.

Choose your verifier. The programme operator usually maintains a list of approved verifiers. Some manufacturers engage verifiers early for guidance. Others wait until the EPD is ready. Early engagement can prevent problems but adds to timeline.

Submit documentation. Verifiers need more than the EPD document. They require:

• Complete LCA model or detailed calculations
• Data sources and quality documentation
• PCR compliance matrix showing how you addressed each requirement
• Database documentation
• Impact assessment method documentation

Incomplete documentation extends verification timelines. Prepare comprehensive packages.

Respond to verifier questions. Verifiers will raise questions, request clarifications, or identify issues requiring correction. Response speed affects timeline. Allocating time for verification interactions prevents bottlenecks.

Address findings. If verifiers identify problems, you must correct them before verification completes. Minor issues like typos fix quickly. Methodological problems might require recalculation. Serious data gaps might require collecting additional information.

Verification typically takes two to six weeks depending on verifier workload, documentation completeness, and issue resolution speed. Plan accordingly.

Step 9: Register and Publish#

Once verified, the EPD gets registered with the programme operator and published in their registry.

Registration submission includes the verified EPD document, verification statement, and any additional programme operator requirements. Most programmes review for completeness and compliance with their requirements.

Registration fees vary by programme. Some charge annual fees for listed EPDs. Others charge one-time registration fees. Budget appropriately.

Publication in the registry makes your EPD publicly available and searchable. This is the point where architects, engineers, and procurement managers can find your EPD and use it.

Most programme operators provide a registration number and official publication date. The EPD is typically valid for five years from publication.

Step 10: Use and Maintain Your EPD#

Creating an EPD isn’t the end. Using it effectively and maintaining it over time ensures value.

Make the EPD accessible. Beyond the programme operator’s registry, put the EPD on your website, provide it to distributors, and ensure sales teams know it exists. EPDs only create value when relevant audiences can access them.

Train your team on what the EPD shows, how to discuss it with customers, and when to mention it. Many manufacturers create summary documents or infographics translating technical EPD content for marketing use.

Monitor validity. EPDs expire after five years. Set reminders well before expiry to plan updates. If you change product formulation or manufacturing significantly before expiry, updates may be needed earlier.

Plan for updates. When validity periods approach, collect updated data reflecting current production. Updates are faster than initial creation because processes are established, but they still require LCA recalculation and verification.

Leverage the EPD for green building certification credits, customer requirements, and marketing. Reference it in tender responses. Submit it for LEED and BREEAM projects. Use it to demonstrate environmental transparency.

Common Problems and How to Avoid Them#

Underestimating data requirements. Starting EPD projects without confirming data availability causes delays. Assess data thoroughly before committing.

Ignoring PCR details. Assuming you know what the PCR requires without reading it carefully leads to missing requirements discovered during verification. Read the PCR completely.

Inadequate documentation. Collecting data without recording sources, assumptions, and quality creates verification problems. Document as you go.

Unrealistic timelines. Assuming EPD creation takes one month leads to disappointment. Plan for three to six months initially, allowing buffer for verification iterations.

Skipping internal quality checks. Submitting for verification without internal review means verifiers find problems you could have caught. Review thoroughly before verification.

Poor supply chain engagement. Waiting until you need supplier data to contact them creates delays. Engage suppliers early about data needs.

Costs and Resources#

EPD costs vary substantially based on product complexity, data availability, and whether you use consultants.

Typical cost ranges:

• Programme operator fees: £500-2,000 per EPD
• LCA consulting (if needed): £5,000-15,000 for first EPD
• Verification: £2,000-5,000
• Internal staff time: Substantial, though hard to quantify

Total first EPD costs typically range £8,000-25,000. Subsequent EPDs in the same category are cheaper because processes are established.

Internal resources needed:

• Project management: Coordinating across teams
• Technical expertise: Understanding product specifications
• Data collection: Gathering manufacturing and supply chain data
• Review and coordination: Responding to verifier questions

Small manufacturers often work entirely with consultants. Large manufacturers might develop internal LCA capability. Medium manufacturers commonly use hybrid approaches with consultants supporting internal teams.

When to Get Help#

EPD creation involves substantial technical complexity. Consider consultants when:

You lack LCA expertise. Learning LCA methodology, software, and impact assessment while creating your first EPD is ambitious. Consultants accelerate the process.

Your product is complex. Products with many materials, complex manufacturing, or unusual use patterns benefit from experienced LCA practitioners who know how to handle complexities.

You have limited time. Consultants working on EPDs full-time progress faster than internal teams juggling EPDs with regular responsibilities.

You need PCR development. If suitable PCRs don’t exist, developing them requires expertise in both LCA and stakeholder consultation. Few manufacturers have this capability internally.

You want to establish programmes. For multiple products, consultants can establish internal capability while creating initial EPDs, transferring knowledge for ongoing work.

The Journey Continues#

Creating your first EPD is challenging. Creating the second is easier. By the third, processes are established and timelines compress.

The real value emerges when EPDs integrate into business operations. Product development teams consider environmental performance early. Procurement uses supplier EPD requirements. Marketing leverages environmental transparency. Sales teams reference EPDs in customer conversations.

EPDs transform from compliance requirements into tools supporting better products, better decisions, and better customer relationships. But only if you actually complete the process and use the results effectively. Understanding the complete workflow helps you navigate from decision to publication to ongoing use.