EcoVadis assessments are built on evidence – not intentions. Having a policy in place isn’t enough to secure a strong score. What matters is whether that policy is credible, current, and backed by proof that it’s being used in practice.

This guide provides an end-to-end, practical guidance for preparing strong EcoVadis supporting documents. It’s designed for sustainability, procurement, and compliance teams looking to avoid common mistakes, streamline collaboration, and present evidence that reflects the real strength of their sustainability programs.

Why your EcoVadis documentation matters more than you think

EcoVadis assessments don’t reward intentions – they reward evidence. Submitting a policy without proof it’s being used won’t earn points. And uploading generic templates won’t show that your sustainability practices are real, recent, or relevant. –

Yet many businesses fall into this trap. They check boxes with boilerplate documents instead of demonstrating how their sustainability commitments translate into day-to-day operations. As a result, their score suffers – even if their practices are solid.

EcoVadis’s methodology is clear: your questionnaire answers only count when backed by credible documentation. That means signed policies, dated reports, verified metrics, and clear ownership. This guide cuts through the confusion and helps sustainability, procurement, and compliance teams submit documentation that stands up to scrutiny – and sets the stage for a stronger score.

Why documentation quality matters more than just policies

Having a policy in place isn’t enough to score well in an EcoVadis assessment. What matters is whether that policy is in use – and whether you can prove it.

EcoVadis evaluates companies across four sustainability themes (Environment, Labor & Human Rights, Ethics, and Sustainable Procurement) using three management pillars: Policies, Actions, and Results. Each answer in the questionnaire must be backed by concrete evidence. Without that, it won’t count.

That means stating you conduct anti-corruption training isn’t enough. You need to provide training logs, materials, or completion records. Claiming emissions reductions? Include KPI reports or third-party verification.

Strong documentation is:

• Relevant – directly linked to the question asked.
  
  
• Complete – showing the full process, not just intent.
  
  
• Credible – formally issued, dated, and traceable to your business.

Analysts check whether a document looks official (e.g. company logo, signature, date), and whether it supports your answer. High scorers typically rely on existing materials – like sustainability reports, certified management system documentation, or audit results – that clearly reflect how policies are implemented in practice.

Bottom line: robust evidence turns words into weight. Without it, your policy is just a placeholder.

What documents does EcoVadis expect? A theme-by-theme overview

EcoVadis groups its assessment into four core sustainability themes. Each theme is scored across three pillars: policies, actions, and results. To earn points, companies must submit documents that clearly support their answers under each of these pillars.

Here’s what to prepare for each theme – especially if you're operating in an office-based or service-driven industry.

Environment

The Environment theme looks for evidence that your environmental commitments are documented, implemented, and tracked.

Common documents:

• Environmental policy – A signed, dated policy covering energy use, emissions, waste, and compliance. Should include measurable targets.
  
  
• Certifications & systems – ISO 14001 certificates, EMS manuals, eco-labels, or government-issued environmental permits.
  
  
• Procedures – Operational documents like a waste management plan, energy-saving equipment log, or emergency response procedure.
  
  
• KPIs & reports – Data on energy use, GHG emissions, water consumption, or recycling rates – ideally from the last 24 months. Reports from platforms like CDP also qualify.
  
  
• Third-party audits – Environmental audits or ISO 14064 verification showing how well your system performs in practice.

Tip: Focus on what’s material. If your footprint is largely energy-related, emphasize energy performance and carbon data. Quality beats quantity.

Labor & human rights

This theme evaluates how your company protects employee well-being, upholds labor standards, and embeds human rights into daily operations.

Common documents:

• Human rights or labor policy – A signed policy covering non-discrimination, fair wages, working hours, health and safety, and freedom of association. It should reference international standards like the ILO or UN Guiding Principles.
  
  
• Health & safety procedures – Manuals, protocols, and emergency plans that demonstrate a structured approach to occupational health and safety. ISO 45001 certificates count here.
  
  
• Training records – Evidence of employee training on health and safety, anti-harassment, diversity, or labor rights. This might include attendance logs, slide decks, or screenshots from internal learning platforms.
  
  
• Labor performance metrics – Data on injuries, absenteeism, turnover, or workplace satisfaction. Include the most recent two years if available.
  
  
• Audits & agreements – Third-party audits (e.g. SMETA, SA8000), ISO certifications, or collective bargaining agreements that validate your practices.
  
  

Tip: Policies are just the starting point. Include documents that show your labor practices are active and measured – like safety KPIs, audit outcomes, or proof of ongoing training. That’s what EcoVadis is really looking for.

Ethics

This theme focuses on business integrity – how your company prevents corruption, promotes fair practices, and protects sensitive information.

Common documents:

• Code of conduct or ethics – A formal document that outlines expectations on topics like bribery, gifts, conflicts of interest, antitrust, and data privacy. Should be signed, dated, and approved by leadership.
  
  
• Implementation procedures – Documents that put your ethics policy into action. Examples include whistleblower procedures, third-party due diligence processes, or internal corruption risk assessments. ISO 37001 certification or compliance audit reports also fit here.
  
  
• Training evidence – Records of employee training on topics like anti-corruption, data protection, or compliance. This could be attendance logs, course materials, or LMS screenshots with completion data.
  
  
• Monitoring and enforcement – Internal audit results, investigation summaries (appropriately anonymized), or KPIs like the percentage of staff trained. External assessments (e.g. 360° reviews or integrity audits) can strengthen your evidence.
  
  
• Ethics-related endorsements – Participation in initiatives like the UN Global Compact or ethics pledges. These count as supporting evidence – but only when paired with proof of internal follow-through.

Tip: EcoVadis looks for more than written values. To score well, show how those values are embedded through procedures, monitored in practice, and reinforced through training.

Sustainable procurement

This theme assesses how well your company manages sustainability risks and expectations across its supply chain. It’s about ensuring suppliers align with your environmental, social, and ethical standards – not just your internal operations.

Common documents:

• Supplier code of conduct or procurement policy – A document that outlines the expectations you place on suppliers, including environmental compliance, labor rights, anti-corruption, and human rights. This can be a standalone code or embedded in your purchasing policy.
  
  
• Assessment procedures – Evidence of how you evaluate and monitor supplier practices. Examples include ESG risk screening workflows, onboarding questionnaires, or internal guidelines for auditing suppliers.
  
  
• Supplier audits & certifications – Third-party social or environmental audits (e.g. SMETA), or a list of supplier certifications like ISO 14001 or SA8000. Summary reports or compliance reviews (with sensitive data removed) are useful here.
  
  
• Supply chain KPIs – Metrics showing how your suppliers perform on sustainability – such as the percentage of suppliers who’ve signed your code, or the number of audits conducted in the last 12–24 months.
  
  
• Engagement initiatives – Documents that show how you collaborate with suppliers, like training materials, meeting agendas, or shared tools (e.g. carbon calculators or ESG reporting templates).

Tip: Make sure all documents clearly relate to your assessed entity and supply chain – not just your internal team. A signed supplier code is a good start, but to score higher, back it up with real-world proof of how you implement, track, and follow up.

What counts (and what doesn’t): Strong vs. weak EcoVadis evidence

EcoVadis only scores what it can verify. Here’s how to spot the difference between documentation that earns points – and what gets ignored. The table below provides an overview of examples per EcoVadis theme:

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Bottom line:
Use real, recent documents that reflect how your business works in practice. Skip anything generic, outdated, or unverifiable. If the document wouldn’t pass internal scrutiny, it probably won’t pass EcoVadis’s either.

Formatting and submission rules for EcoVadis documents

Uploading documents to EcoVadis isn’t just about what you submit – it’s also about how. Even well-prepared evidence can be rejected if it’s submitted incorrectly. These are the key rules and best practices every company should follow.

Document limit: 55 files max
EcoVadis assessments allow up to 55 supporting documents. That applies to all companies, regardless of size or sector. Prioritize quality over quantity. A single, well-structured document – like a sustainability report – can support multiple questionnaire answers. 

Avoid bundling unrelated documents into one file to bypass the limit. Merged PDFs without a clear link between contents will be rejected. The only exception is grouped evidence like site-level certificates or consolidated KPI files, which EcoVadis explicitly allows.

Accepted formats and file sizes

PDF is preferred, but Word, Excel, PowerPoint, text, and image files are also accepted. Each file must be under 30 MB. Avoid password-protected or corrupted files – analysts won’t be able to open them. If you submit a URL instead of a file, the platform will convert that page into a static PDF. Double-check that the link is stable, doesn’t require login, and points directly to the relevant content.

Language and readability

Documents can be submitted in any language. However, for languages outside English, French, Spanish, German, Chinese, and Japanese, avoid scanned or image-based files – analysts may not be able to extract the text. If you're submitting in less common languages, include an English summary or translation for key files. And always check that your scans are legible; blurry photos or dark copies may be disregarded.

Recency matters‍

Documents must reflect current practices.

• Policies and procedures: acceptable if issued within the last 8 years and still in use
• KPI data and audit reports: ideally from the past 2 years
• Certifications: valid until the expiration date (or 3 years if no date is listed)

Outdated or undated documents may be discounted. If needed, add a cover page to clarify when a document was issued or last reviewed.

Scope alignment

Your evidence must match the scope of your assessment – whether that’s a group, a business unit, or a specific site. If you’re submitting a global policy for a local assessment, explain how the policy applies at the local level (e.g. via a short note or cover page). Documents from unrelated subsidiaries or business units may be ignored.

Link every document to a questionnaire answer

Simply uploading a file isn’t enough – it must be attached to at least one specific answer. You can link one document to multiple questions and vice versa. Use clear file names (e.g., “ABC Corp_2024_Env Policy.pdf”) so analysts can identify content quickly. Before submitting, confirm that every uploaded file is linked to a response. Unlinked documents are not reviewed.

Confidentiality and sharing settings

Uploaded documents are confidential by default and are only seen by EcoVadis analysts. You can also choose to share specific files with clients who request your scorecard. If you’re submitting sensitive internal documents, you may redact details (e.g. employee names in audit logs) – just ensure the evidence remains clear. Never submit fake or doctored documents. EcoVadis has verification processes in place, and dishonesty could damage your score and relationships with trading partners.

Where companies go wrong – and how to avoid it

Even sustainability leaders can lose points on EcoVadis assessments due to avoidable documentation mistakes. Here are the most common missteps – and how to sidestep them.

1. Bundling unrelated documents into one file
Merging your environmental policy, training photos, and supplier invoice into a single PDF might save space – but EcoVadis won’t credit it. Analysts want one file per piece of evidence.

Avoid it: Upload standalone, clearly scoped documents. Only group content if it naturally belongs together (e.g. site certificates or multi-site KPIs). Use reports that cover multiple themes coherently, like a CSR or integrated annual report.

2. Submitting outdated or irrelevant material

A 2017 energy chart or an expired certification won’t reflect current performance. Similarly, uploading a document that doesn’t match the question topic is a missed opportunity.

Avoid it: Stick to recent evidence – preferably from the last 2 years for data, and within 8 years for policies if they’re still in effect. Make sure each document directly supports the answer it’s linked to.

3. Claiming actions without evidence

Saying you do something isn’t enough. If you can’t prove it, you won’t get credit.

Avoid it: Every “yes” answer in the questionnaire should link to at least one document showing proof – like a log, report, or result. If there’s no evidence, adjust the answer or explain the gap in the comment box.

4. Submitting only policies, with no follow-through

Policies alone don’t demonstrate implementation. A Code of Conduct isn’t proof that employees are trained on ethics.

Avoid it: Include a balance of policies (commitments), procedures (actions), and data (results). EcoVadis scores across all three pillars – neglecting one will hurt your score.

5. Uploading documents that don’t match your assessment scope

Submitting evidence from a different region, business unit, or unrelated site can confuse analysts and lead to penalties.

Avoid it: Make sure every document clearly relates to the assessed entity. If using a global policy, explain how it applies to the entity in scope.

6. Disorganized or last-minute uploads

Rushed submissions often include unlinked documents, draft versions, or misnamed files. That means evidence gets missed.

Avoid it: Start early. Finish uploading a week before the deadline. Name files clearly, attach each to the right answer, and review your submission with a second set of eyes.

Tips for building a smoother EcoVadis prep workflow

Preparing for EcoVadis doesn’t need to be a last-minute scramble. With a few smart habits and tools, you can build a repeatable process that saves time – and improves results.

Start early and assign ownership

Treat EcoVadis like a project. Form a small taskforce as soon as you know the deadline – typically involving sustainability, HR, procurement, compliance, and EHS teams. Map each EcoVadis theme to an internal owner (e.g. labor to HR, ethics to legal). Set deadlines and hold people accountable. Export the question set from EcoVadis to Excel and use it as a checklist for assigning responsibilities.

Reuse what already exists

Most evidence already lives in your company – from CSRD reports and ISO systems to internal audit logs and training records. Don’t start from scratch. Create a central “ESG library” where teams can store key policies, KPIs, certifications, and reports. Tools like Coolset’s CSRD Data Library make this easier by organizing documents in one place, ready to use across frameworks.

Track policies and review cycles

Keep a live list of your policies, with version dates, owners, and next review deadlines. This helps you avoid submitting outdated documents – and reminds you when updates are due. Even a spreadsheet works, but automated tools (like Coolset’s Policy Tracker) can flag review dates and ensure documents stay current.

Automate what you can

If you’re reporting to multiple frameworks, automation saves time. Software like Coolset can centralize your ESG KPIs, link data across assessments, and surface existing evidence that maps to EcoVadis. It also avoids version control issues by keeping a single source of truth for key files.

Stay connected across departments

Don’t wait for the EcoVadis deadline to gather input. Hold quarterly check-ins with key departments to track what’s happening – new supplier audits, updated handbooks, or new training initiatives. Use shared drives or project management tools where teams can drop documents as they’re created.

Run a dry run

Before you submit, do a mock assessment. Go through the question set and check if you have evidence for each answer. Gaps show where you may need new processes – or just better documentation. Some companies bring in consultants or auditors to help strengthen their evidence ahead of time.

FAQ: EcoVadis supporting documents

Q: Can we reuse documents from a previous assessment?
Yes. If a document is still valid, reuse it. EcoVadis lets you link previously uploaded files to your new questionnaire without re-uploading them. These reused files don’t count toward the 55-document limit. Just check that each reused document is still relevant and up to date – especially for KPIs or policies that may have changed. And make sure each file is linked to the right questions in your new submission.

Q: We have more than 55 relevant documents. What should we do? 

Prioritize quality and breadth. Choose documents that are comprehensive (like sustainability reports or ISO manuals) and cover multiple areas. Focus on high-weight topics based on your industry (e.g., emissions or labor rights). You can merge related content – such as a training deck and attendance log – but avoid bundling unrelated documents just to save space. If you genuinely need to share more than 55, note in the questionnaire comments that additional evidence is available on request.

Q: Do we need to translate our documents to English?

Not always. EcoVadis accepts documents in many languages, including English, French, German, Spanish, Chinese, and Japanese – even if scanned. For other languages, either submit editable text (like Word or searchable PDFs) so analysts can use translation tools, or provide a short English summary. Avoid submitting non-editable scans in unsupported languages – if analysts can’t read it, it won’t count.

Q: Are uploaded documents visible to our customers?

By default, no. Documents are confidential between you and EcoVadis unless you explicitly choose to share them. You can control sharing settings per file. Many companies share public-facing documents (like sustainability reports) and keep internal audits private. Redact sensitive info if needed – but don’t overdo it. If you’re unsure, check EcoVadis’s confidentiality policy in the Help Center.

Q: What if we don’t have a document for something EcoVadis asks about?

Don’t fake it. If you don’t have a document, say so. Submitting placeholders or last-minute files created just for the assessment can hurt your credibility. Instead, explain the gap in a comment (e.g. “Policy under development, expected by Q4”). You won’t earn points for that question now, but you’ll show intent – and avoid the risk of being flagged for invalid evidence.

Q: Can one document be used for multiple questions?

Yes – and you should use this to your advantage. A single file (like your sustainability report) can be linked to several questionnaire answers. Just make sure the content supports each answer clearly. Use file names and internal headings that help analysts find what they need. You can also attach multiple documents to the same question if needed.

Getting started

By following the guidance above, sustainability, procurement, and compliance teams – especially in office-based industries – can significantly improve the quality and impact of their EcoVadis submissions. Preparing EcoVadis supporting documents isn’t just a checkbox exercise. It’s a chance to demonstrate your company’s sustainability maturity, operational discipline, and readiness to meet growing stakeholder expectations.

Focus on what EcoVadis values most: relevance, recency, and credibility. Avoid common pitfalls, structure your workflows early, and use internal tools – like policy trackers, ESG libraries, or Coolset’s automation features – to stay ahead. With the right evidence and a clear process, your documentation becomes more than proof. It becomes a story of progress – and a driver of trust.