EcoVadis is 100% evidence-based: every answer in the questionnaire must be supported by credible, verifiable documentation. Failing to meet documentation requirements is the most common reason for lost points, document rejection, or a lower overall score.
This article explains exactly what EcoVadis requires, how documents are validated, and how to avoid common mistakes.
Core Documentation Rules
1. The document must be official, recent, and credible
EcoVadis only accepts documents that pre-exist the assessment and are part of your company’s CSR management system.
Accepted examples include:
CSR / Sustainability reports
Codes of conduct
Policies, procedures, operating manuals
KPIs and performance data
Certificates (ISO, SA8000…)
External audits and assessments
Supplier codes of conduct
Training materials
⚠ Not accepted: self-declarations, claims written only for EcoVadis, drafts, or generic marketing content.
2. Must contain company identity
Every document must clearly show:
Company name or logo
If applicable: evaluated entity or site
If the document is a group-level document, it is accepted only if the evaluated entity is included in the scope.
3. The document must be in a valid time period
Document type
|
Validity period
|
Policies, procedures, codes
|
Up to 8 years
|
KPI data
|
Max. 2 years old
|
Certificates
|
Until expiration date (or 3 years if no expiry date)
|
Old documents → rejected or ignored by analysts.
4. The content must cover the full assessment scope
EcoVadis requires documents to apply to at least 80% of operations (sites, employees, revenue).
Examples:
✔ A Code of Conduct covering the entire company = valid
❌ A policy valid only for one subsidiary = rejected unless that subsidiary represents ≥80% of operations
For KPI reporting, the rule is stricter:
✔ Energy & GHG emissions KPIs must cover 95% of operations
5. Group vs. Subsidiary document rules
Document type
|
Parent company accepted?
|
Subsidiary accepted?
|
Policies & Endorsements
|
✔ Only if implemented by the evaluated company
|
❌ Not valid unless ≥80% operations
|
Measures & Certificates
|
✔ Only if implemented in the evaluated company
|
✔ Valid if implemented in at least one operational site
|
Reporting
|
✔ Only if data for evaluated company is clearly separated
|
❌ Not valid unless it covers ≥80% operations
|
If a group-level document only shows global numbers with no breakdown → rejected.
6. Documents must contain detailed evidence, not vague statements
EcoVadis analysts look for details showing:
Scope of application
Responsibilities and governance
Procedures and implementation steps
Dates (reporting year, training date, certification validity)
KPI values with units (kWh, tons CO₂, L of water, etc.)
Examples of valid evidence:
✔ “ISO 14001 certificate – valid until Sept 2026 – covers 100% of production sites”
✔ “GHG inventory FY2023 – Scope 1 & 2 – covering 98% revenue”
Invalid examples:
❌ “We commit to reducing waste” with no policy or target
❌ KPI table with no reporting year
❌ Screenshot of internal tool without the company’s name
7. Format and language rules
PDF, DOCX, PPTX, XLSX, JPG, PNG accepted
Max ~50–55 documents per assessment (limit varies)
Best practice: consolidate into fewer, stronger documents
Top-performing companies often submit less than 8 documents — typically a strong CSR report containing most information.
8. External audits and certifications require proof
For certificates:
Must be issued by an accredited body
Must show issue and expiry date
Must clearly indicate the evaluated scope (site / entity / group)
Certificates listed online but not uploaded → not accepted.
9. KPI reporting must be transparent and traceable
Analysts check whether KPIs:
Are recent (≤2 years)
Include units and calculation basis
Cover ≥80% operations (≥95% for GHG)
Show trends or multiple years (best practice)
Respect reporting standards (GRI, SASB)
KPI spreadsheets with no dates or unclear units → rejected.
10. EcoVadis validates external information (360° Watch)
Even if your documents are strong, negative controversies found in:
media
NGOs
regulatory databases
sanctions lists
…can lower your score.
This reinforces the need for transparent, up-to-date documentation.
Examples of documents that do NOT meet compliance criteria
Marketing brochures
Website pages with no downloadable file
CSR claims written only for EcoVadis
Unsigned or undated policies
KPI tables with no reporting year
Certificates missing scope or expiry date
Internal slides without company name/logo
Best Practices to Ensure Compliance
Prefer broad documents (CSR report, code of conduct), covering many topics
Ensure every file has name/logo/date/scope
Use recent KPIs and certificates
Upload fewer but higher-quality documents
If group-level, add proof the policy applies to the evaluated site/entity
Always provide page references to speed up analyst review