Where do I get the data for the battery passport?
The good news: much of it is already in-house. Here you can see for each item which department usually has it, which document it is in and what you need to ask suppliers.
Who has what? The table for your project.
| Item | Who usually has it | Where it is |
|---|---|---|
| Manufacturer and address | Product management | Commercial register, legal notice |
| Model, category, weight | Product management | Technical data sheet |
| Serial number, batch, date, plant | Production | ERP or MES, exported as CSV |
| Chemistry, rated capacity, voltage | Engineering | Cell data sheet |
| Power and temperature range | Engineering | Technical data sheet |
| Cycles and expected lifetime | Engineering | Laboratory test report |
| Hazardous substances | Quality | Safety data sheet |
| Cathode, anode, electrolyte | Cell manufacturer | Supplier declaration |
| Critical raw materials, recycled content | Purchasing | Supplier declaration |
| Carbon footprint | Sustainability team or external consultant | Life cycle assessment (LCA) |
| Safety and transport | Quality | UN 38.3 test summary |
| Conformity and CE | Quality | EU declaration of conformity |
| Dismantling and spare parts | Service | Service manual, spare parts list |
| State of health in operation | Engineering | Battery management system |
Typical assignment as a starting point. It may differ in your company. Which item is mandatory for your category is set by Annex XIII.
How to get the data step by step
- Draw up a list Take the table above and note for each battery model what you already have. After half a day that is usually a good half.
- Name one person Someone has to bring the data together, otherwise it stays in email chains. Quality management or purchasing often fits.
- Ask suppliers early Expect weeks, not days. Ask only for the values you really need, and state the unit, deadline and reason.
- Write it into contracts For new orders, make data delivery a requirement. That works better than any reminder.
- Keep the evidence File the source document for each value. In a market surveillance check you must be able to prove it.
Template: request to your supplier
Copy, adapt, send. If you are writing outside Europe, switch the language at the top of this page and use the translated version.
Subject: Data for the digital battery passport – model [model]
Dear [name],
from 18 February 2027 our battery needs a digital passport under Regulation (EU) 2023/1542. For this we need the following data on your product [product]:
[item, unit] – please with evidence, for example a data sheet or test report.
Please send us the data by [date]. We show confidential details only to authorised parties, as Annex XIII provides.
Thank you and kind regards
What if a value is missing?
- Value not yet mandatory? Leave it open. For carbon footprint, for example, the date depends on the category and further legal acts.
- Supplier not responding? Escalate through purchasing and send the request in English or the local language.
- No test report? Have the value measured in a lab rather than estimating it. Estimated values do not stand up to inspection.
- Second source possible? Check whether another supplier can provide the data before the issue blocks your production start.
Which data do I already have as a battery maker?
Usually all master data, performance values from the data sheet, serial numbers from production and conformity documents. What is usually missing is material data from the supply chain.
Does my supplier have to give me the data?
There is not always a direct legal duty to supply data to you. That is why the clause in the supply contract matters so much. If in doubt, have it reviewed legally.
How long does collecting the data take?
That depends on your supply chain. Internal data often comes together in days; material data from suppliers usually takes weeks. So plan well before the deadline.
Find out in two minutes what applies to you.
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