Selling Cosmetics into the EU? Here's What Buyers Will Ask For Under Regulation 1223/2009

Buyers in the EU cosmetics market rarely take a supplier's word for it. Before they place an order, most will ask for paperwork that proves your product meets [EU Cosmetics Regulation 1223/2009](/regulations/eu-cosmetics-1223-2009). If you can't produce it quickly, the deal slows down or goes to a competitor who can.

Here's what typically lands in your inbox, and what you need to have ready.

**A Cosmetic Product Safety Report (CPSR).** This has to be prepared by a qualified safety assessor, not written in-house by your own team. It's one of the core documents buyers check for first, since it's the basis for demonstrating the product has been assessed for safety.

**A Product Information File (PIF).** This pulls together the safety report, manufacturing information, and other technical detail into one file. Buyers or their compliance teams may ask to see it directly, or ask you to confirm it exists and is up to date.

**Proof of CPNP notification.** Products have to be notified through the EU Cosmetic Products Notification Portal before they're placed on the market. Buyers will want confirmation this has been done, since it's a legal requirement under EU Cosmetics Regulation 1223/2009, not an optional step.

**A full INCI ingredient list.** Buyers need this for their own labeling and for checking your formulation against restricted substances. Under the regulation, parabens (methylparaben and ethylparaben combined) are capped at 8000 ppm, formaldehyde at 2000 ppm, and hydroquinone and mercury compounds are banned outright. If your ingredient list doesn't clearly show you're within these limits, expect follow-up questions.

**A named Responsible Person.** The regulation requires a designated Responsible Person established in the EU. Buyers will ask who this is and expect it to be documented, not just mentioned in an email.

**A no animal testing declaration.** This is a standard request alongside the other documents and is usually one of the quicker items to have ready.

None of this is optional extra credit — it's what EU Cosmetics Regulation 1223/2009 compliance actually looks like from a buyer's side of the table. The suppliers who move fastest through procurement are the ones who have this file assembled before it's asked for, not after.

If you're preparing to sell into the EU cosmetics market, it's worth reading up on [supplier compliance](/supplier-compliance) so you know what buyers expect before the first request lands.

Complyra can help you keep this documentation organized and ready whenever a buyer asks.