Docs/Templates

Supplier request templates

Copy, adapt and send. These templates are written to get a response — short, specific, and easy for the supplier to act on.

Why this matters

Suppliers respond to clear, specific, well-timed requests. Long PDFs and generic emails get ignored. The templates below are based on what actually works in SME supply chains.

Who is concerned?

Procurement, supply chain and compliance teams.
Anyone owning supplier outreach for CBAM, PCF or scope 3 programs.

Key operational implications

Use the same template across a tier of suppliers — consistency matters.
Always include a deadline, scope, and the right contact.
Plan reminders before the first email goes out.

Common mistakes

Sending without a deadline

Without a date, the request goes to the bottom of the inbox forever.

Asking generic ESG questions

Suppliers don't know what to do with 'send us your ESG data'. Be specific.

Template 1 — Initial outreach

Subject: New EU compliance requirement — short data request from [Your Company]

Hi [name],

Because of new EU rules (CBAM), we need a small set of data points
for the products you supply us. It should take you 15-20 minutes.

Could you share, by [date]:
- The production installation address
- Direct emissions per ton of [product] (tCO2e/t)
- The methodology you used

If easier, I can send a 1-page form. Happy to jump on a 15-min call.

Thanks,
[name]

Template 2 — Structured data request

Subject: Emissions data form — [Product] — please return by [date]

Hi [name],

Please complete the attached form (1 page) for the [product]
supplied under PO [reference]. We need:

1. Installation: [address]
2. Direct emissions: [tCO2e/t]
3. Indirect emissions (electricity): [tCO2e/t]
4. Reporting period: [from – to]
5. Methodology / standard: [e.g. ISO 14067, EU CBAM rules]
6. Signed by: [name, role]

Return by [date] to [email].

Thanks,
[name]

Template 3 — Reminder

Subject: Reminder — emissions data for [Product] — needed by [date]

Hi [name],

Quick reminder on the emissions data request below. We need it
by [date] to file our quarterly CBAM declaration.

If the right contact is someone else on your side, could you forward?

Thanks,
[name]

Template 4 — Escalation

Subject: Escalation — missing emissions data — [Product]

Hi [account manager / commercial contact],

We've been unable to obtain emissions data needed for our EU
CBAM declaration. Without this, we'll have to use default values
(higher reported emissions) and may need to revisit sourcing
for the next cycle.

Could you help us reach the right person on your team?

Thanks,
[name]

What companies should do next

Pick the template that matches your need.
Adapt to your tone and add your specifics.
Send via a tracked workflow, not a personal inbox.

Mission17 can help with

Operational support

Pre-built templates per regulation, ready to send.
Tracking, reminders and escalation built in.
Responses stored with provenance and version history.

How to request supplier emissions

Evidence checklists

Get operational

Find out exactly which EU sustainability rules apply to your company — in 6 minutes.

No legal jargon. No long report. A clear, prioritized list of what to do next.

Run applicability check Back to all docs