Docs/Operational guide

How to request supplier emissions

Supplier emissions are the hardest data to collect — and the most important. The single biggest predictor of success is not the technical request, but how you segment suppliers, sequence outreach, and make it easy to respond.

Why this matters

Most supplier data programs stall not because suppliers refuse, but because the request is too broad, too technical, or too late. A focused request to the right contact gets a response. A 12-page questionnaire to a generic inbox does not.

Who is concerned?

Procurement and supply chain leads.
Sustainability or compliance owners running CBAM, PCF or scope 3 programs.
Operations teams responsible for product data and traceability.

Key operational implications

You need a prioritized supplier list — not all suppliers at once.
Each request needs the right contact, not just the sales rep.
Requests should be specific to the data you actually need.
Reminders and escalation paths must be planned upfront.
Responses must be stored with provenance, not pasted into spreadsheets.

Common mistakes

Asking everyone for everything

Broad blasts get low response rates. Start with top suppliers by spend and emissions intensity.

Sending PDFs and free-form questionnaires

Suppliers fill them inconsistently. Use a structured form with clear fields.

No follow-up plan

Most responses come after the second or third reminder, not the first email.

Accepting any number

A number without methodology is not evidence — it's a placeholder.

Recommended workflow

Pull supplier list from ERP and rank by spend × emissions intensity.
Identify the right contact per Tier A supplier.
Send a structured, regulation-specific request.
Track responses centrally — never in personal inboxes.
Validate, store and version every response with source files.
Re-request annually or when sourcing changes.

What good supplier evidence looks like

Tied to a specific production installation, not just a company.
Includes the methodology and standard used (e.g. ISO 14067, GHG Protocol).
Specifies the reporting period.
Comes with a signed letter or attached source document.
Within plausible ranges for the material and process.

Sample outreach email

Subject: Emissions data request — [Product / CN code] — response by [date]

Hi [name],

As part of our EU compliance program (CBAM), we need installation-level
emissions data for the [product] you supply us under PO [reference].

Could you share, by [date]:
1. Direct emissions per ton (tCO2e/t)
2. The production installation address
3. The methodology and standard used
4. The reporting period

A short PDF or signed letter is fine — we don't need a full report.
If you'd like, I can send a 1-page form to make this easier.

Thanks,
[name]

What companies should do next

Segment suppliers into Tier A / B / C by impact and strategic importance.
Identify the right contact for each Tier A supplier (sustainability, quality or production).
Send a structured request with clear scope, units and deadline.
Set automated reminders at day 7 and day 14.
Validate received data against expected ranges before storing it.