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GPSR complaint register: a free template for manufacturers and importers

Manufacturers and importers selling consumer products in the EU must investigate safety complaints and keep a register of them, of recalls and of corrective measures. Here is what the rules ask, and a register that covers it.

Checked against the sources on 7 October 2026

Your register

You are the

GPSR complaint register

What the GPSR asks of you

  • Offer a public channel, such as a phone number, email address or web page, for complaints and accident reports, taking into account accessibility for persons with disabilities (Art. 9(11))
  • Investigate complaints and accident reports about the safety of your products where the complainant says the product is dangerous (Art. 9(12))
  • Keep an internal register of those complaints, and of recalls and corrective measures taken to bring the product into conformity (Art. 9(12))
  • Store only the personal data needed to investigate the complaint, and keep it only as long as needed, at most five years after it was entered (Art. 9(13), 11(11))
  • If you consider a product dangerous: immediately take corrective measures (including withdrawal or recall), inform consumers, and inform the market surveillance authorities through the Safety Business Gateway (Art. 9(8))
  • Notify accidents that caused a death or serious adverse effects on a person's health and safety through the Safety Business Gateway, without undue delay, to the authorities of the Member State where it happened (Art. 20(1), 20(2))

The register

No.Date receivedComplaint, accident, recall or corrective measureHow it came inProduct, type, batch or serial numberWhat was reportedAlleged dangerous? (yes/no)Investigation: what was checked, by whom, whenOutcome: is the product dangerous?Corrective measure or recall, and dateSafety Business Gateway notification: date and referenceWho was informed, and whenPersonal data held (only what is needed)Delete personal data by (at most 5 years after entry)
1
2
3
4
5
6
7
8
9
10
11
12

Duties from Articles 9(8), 9(11) to 9(13), 11(10), 11(11) and 20 of Regulation (EU) 2023/988. The column layout is a suggestion; the regulation does not prescribe one.

Nothing you type is stored or sent.

Who needs one

Manufacturers keep the register (Article 9(12)). Importers file complaints in the manufacturer's register or in their own (Article 11(10)). Distributors pass information on; they do not keep the register.

What goes in it

Complaints and accident reports about the safety of your products where the person says the product is dangerous, plus every recall and corrective measure taken to bring a product into conformity. Keep only the personal data you need to investigate, and delete it at the latest five years after you entered it.

When the product turns out to be dangerous

Act at once: corrective measures, information to consumers, and a notification to the market surveillance authorities through the Safety Business Gateway (Article 9(8)). An accident that caused a death or serious harm to someone's health and safety must be notified there too, without undue delay (Article 20).

Need the consumer notice for a recall? Use the recall notice generator. Checking a whole listing? Use the listing check.

Sources

Free GPSR tools

GPSR guides