ESPD XML Format

The ESPD XML Format is the technical backbone of the European Single Procurement Document (ESPD) system. It defines a common data structure that allows ESPD Requests and ESPD Responses to be generated, exchanged, and validated by different national e-procurement systems without requiring manual reformatting. The format is based on the OASIS Universal Business Language (UBL) standard and governed by specifications maintained by the European Commission's DG GROW.

What is the ESPD XML Format?

The ESPD XML schema defines a hierarchical document structure with specific elements for each component of the qualification process.

Document metadata. Each XML file carries a unique document identifier, the issuing party (contracting authority or supplier), the procedure reference, the applicable directive, and the date of issue. This metadata ensures that an ESPD Response can be unambiguously matched to the correct ESPD Request when processed by a national platform.

Criterion structures. The core of the schema is a standardised taxonomy of procurement criteria (exclusion grounds and selection criteria), each identified by a unique code defined in the EU's e-Certis classification. Criterion codes ensure that a criterion labelled "mandatory exclusion: conviction for corruption" means the same thing whether issued by a Finnish or a Portuguese contracting authority.

Evidence and response elements. For each criterion, the schema defines typed response fields: yes/no indicators, numeric values (for turnover thresholds), date ranges (for reference contracts), and free-text descriptions (for remediation statements). References to certificates and attestations that will be provided later are encoded as evidence elements.

Version control. The European Commission releases versioned schemas. Version 2 of the ESPD (introduced in 2019 and updated in subsequent releases) is the current standard. National platforms must align with the published schema version, though a transition period allowed earlier versions to circulate simultaneously.

The European Commission's online ESPD service generates valid XML from a browser-based form interface, making the format accessible to suppliers who do not have dedicated procurement software. Many commercial e-procurement platforms also export and import the ESPD XML natively.

Why the ESPD XML Format matters for bidders

For suppliers bidding cross-border, the standardised format means that a response prepared once can be imported into multiple national platforms without re-keying data. If your ESPD software exports a valid UBL XML file, it should be accepted by any compliant national portal in the EU.

Procurement software teams should note that the schema uses eCertis criterion codes as reference identifiers. When building integrations, mapping your internal qualification database to the eCertis taxonomy ensures that XML output aligns with what contracting authorities expect.

Example

A Dutch IT services company uses procurement management software that maintains a current ESPD profile. When responding to a Czech public sector call, it exports its ESPD profile as a version 2 XML file, imports the Czech authority's ESPD Request XML into the same tool, merges the two to produce a complete ESPD Response, and uploads the resulting XML to the Czech national e-procurement portal. No manual re-entry of company data is required.

Frequently Asked Questions

Where can I find the official ESPD XML schema?

The schema and documentation are maintained by the European Commission on the Joinup platform. The European Commission's ESPD service (available at the EC's e-procurement website) provides a tool for generating and validating XML files against the current schema version.

Are there differences between national implementations of the ESPD XML?

The core schema is standardised, but national platforms sometimes add mandatory national extensions or require additional metadata fields. Before submitting to an unfamiliar national portal, check whether it publishes guidance on any national ESPD extensions and validate your XML against the platform's stated schema version.

What if a portal only accepts PDF, not XML?

Some smaller or below-threshold portals accept ESPD Responses as PDF rather than XML. You can generate a print-ready PDF from the European Commission's ESPD service. However, PDF responses lose the machine-readability benefits; this is typically a workaround for platforms that have not yet implemented full ESPD tooling.