How long are EN 15804 EPDs usually valid, and why should coverage align to publication date?

Five years is the common validity period under major program operators. If maintenance coverage begins at contract signature instead of publication, you can lose months of support you’ll need later when renewals and bids peak (EPD International GPI, 2024; IBU, 2024).

What should a contract include to define a minor change for EPD maintenance?

Use measurable triggers and examples. For instance, supplier change with identical specs might be minor, while energy mix shifts at a plant are major. Mirror the program operator requirement to re‑verify when declared results change materially (EPD International GPI, 2024).

Which fees often surprise teams during EPD maintenance?

Common surprises include program operator listing fees, third‑party verifier hours, translation costs, and extra charges for new variants or plants. Separate pass‑throughs from service time and cap unapproved update buckets.

EPD maintenance clauses to nail before you sign

Start the clock at publication, not contract

Most EN 15804 EPDs carry five‑year validity. That window matters only if your coverage starts when the EPD is published, not when a services contract was signed months earlier (EPD International GPI, 2024; IBU, 2024). Ask for language that anchors maintenance to the publication date and that prorates if publication slips for reasons outside your control.

Clarify whether the coverage extends through the full validity term or only part of it. If you publish a family of EPDs across a year, make sure the last one enjoys the same maintenance horizon.

Define “minor change” in writing

“Minor” is a business risk, not a vibe. Require a defintion that ties to measurable triggers and examples. For instance, supplier swaps within the same geography and identical specs might be minor, while fuel switching at a plant is not.

Reference the program operator’s rules that require fresh verification when declared results change materially, and mirror that logic in your contract so surprises are rare (EPD International GPI, 2024).

Pre‑approve a triage and SLA

Not all updates are equal. Set a triage ladder like metadata corrections, small dataset adjustments, and full recalculations, each with a target turnaround and who approves it. Put business‑hour response times and a named escalation path in the order form.

Require a standing release calendar so you can time updates to bids and catalog refreshes. A simple rhythm beats scramble mode every time.

Map the fee landscape so nothing hides

Ask for a one‑page fee map that separates pass‑throughs from service time. Pass‑throughs often include program‑operator listing fees, third‑party verifier time, and translations. Service time may include new modeling, variant setup, or portfolio re‑allocation.

Ban “per incident” maintenance charges without a scope label. If a provider uses update “buckets,” cap how many can be billed in a quarter without your written approval.

Plan for PCR or standard changes mid‑contract

PCRs and program instructions evolve. Require a clause that spells out who pays if a rule change before your renewal forces additional work. Secure at least one no‑cost scoping session to assess impact and a written change order before extra work begins.

If a PCR sunsets before your EPD’s end date, confirm you can keep the document live until renewal, per operator policy, then upgrade at renewal rather than mid‑stream unless you choose otherwise.

Cover product families, plants, and variants

Write down what counts as the “same product” for maintenance. Typical pitfalls include new SKUs with the same formulation, second plants with identical equipment, or a coating color that changes mass fraction.

State whether adding a plant with matching BOM, energy, and yields is a maintenance update or a new EPD. If a new EPD is required, negotiate reduced effort by re‑using the baseline model.

Separate corrections from updates

Human typos happen. Require no‑fee corrections for clerical errors like GTINs, photos, or contact info, with a fast republish path. Data changes that alter results should follow the triage and pricing rules you already set.

Ask for a public change log on each EPD page so specifiers see what changed and when. It builds trust and keeps sales aligned.

Demand model and data portability

Put it on paper that you own the LCA model and can export it in a standard format if you ever switch providers. Include foreground data collection templates, data quality scores, and assumptions. Portability reduces switching friction and keeps leverage on your side.

Align publication timing and renewal reminders

Require the provider to hold and release on your schedule so product launches and bids stay coordinated. Ask for automated reminders six months before each EPD’s validity end date, plus a renewal plan that outlines data needs and timeline against that date. Most programs expect updates or renewals at five years, so work backward and avoid last‑minute sprints (EPD International GPI, 2024).

Your pre‑signature checklist

Coverage start anchored to publication date, with prorating rules.
Written, measurable definition of “minor change,” plus examples and non‑examples.
Triage categories and response SLAs with escalation contacts.
One‑page fee map that separates pass‑throughs from service time, with quarterly caps.
PCR and program rule change clause with no‑cost impact scoping.
Clear family, plant, and variant rules, including reuse of baseline models.
No‑fee corrections for clerical errors and a public change log.
Model and data portability in a standard export format.
Scheduled releases tied to commercial milestones.
Automated renewal reminders starting six months before validity end.

Why this protects revenue

When maintenance terms are crisp, EPDs stay publish‑ready for bids that land without warning. Sales avoids the awkward pause where a specifier asks for a current document and the team stalls. The right contract keeps attention on product value, not paperwork drama, which is exactly where you want it.