EcoVadis assessments are evidence-based. This means that every answer you provide in the questionnaire must be supported by formal, credible documents that demonstrate your sustainability policies, actions, results, and commitments.
This article provides a complete overview of the documents EcoVadis accepts, grouped by type. It will help you understand what to prepare and how each document supports your score.
Policy Documents (Commitments)
These documents show your company’s formal commitment to sustainability topics.
Code of Ethics / Code of Conduct
Supplier Code of Conduct
Environmental Policy
Health & Safety Policy
Waste Management Policy
GHG Reduction Target Statement
Diversity, Equity & Inclusion (DEI) Policy
Anti-Corruption Policy
📌 Validity: up to 8 years. Must include company name/logo and apply to at least 80% of operations.
Action Documents (Implementation)
These demonstrate the concrete measures your company has put in place.
Management system certifications:
ISO 14001 (environment)
ISO 45001 (health & safety)
ISO 27001 (information security)
ISO 37001 (anti-bribery)
Eco-labels and product certifications (e.g., Energy Star, Global Recycled Standard)
Operating procedures (e.g., waste sorting, supplier screening)
Internal training materials and attendance records
Records of equipment or technology installations (e.g., energy-efficient systems)
Grievance and whistleblowing procedures
Risk assessments (environmental, safety, corruption, information security)
📌 Validity: 8 years.
Reporting Documents (KPIs & Results)
These provide quantitative performance data and show progress.
CSR / Sustainability Reports
Integrated Annual Reports with sustainability sections
GHG inventory (spreadsheets or reports)
KPI monitoring databases (e.g., accident rates, diversity figures)
CDP Report (if applicable)
Internal KPI dashboards or reporting sheets
📌 Validity:
KPI reports: maximum 2 years old.
Broader reports (CSR/Annual Reports): valid up to 8 years, but KPIs inside must still be <2 years old.
Certificates
Recognized certifications from accredited bodies strengthen your EcoVadis score.
ISO certifications (14001, 45001, 50001, 27001, 37001, etc.)
EMAS (Eco-Management and Audit Scheme)
SA8000 (Social Accountability)
B Corp certification
Cyber Essentials
Eco-Lighthouse
📌 Validity: until expiry date; if no expiry date, valid for 3 years.
Endorsements
Membership in external sustainability initiatives is recognized by EcoVadis.
UN Global Compact (Communication on Progress)
OECD Guidelines for Multinational Enterprises
Sector initiatives (e.g., Responsible Business Alliance, RSPO, FSC)
Local/regional sustainability charters or agreements
📌 Validity: ongoing membership (checked at each assessment).
External Audits
Independent audits provide strong evidence of credibility.
Third-party supplier audits (e.g., SMETA, BSCI, WCA)
External sustainability assurance reports
Environmental or social compliance audits conducted by accredited auditors
📌 Validity: 2 years. Must be signed and dated.
Collective Agreements
Company-specific labor agreements
Collective Bargaining Agreements
📌 Validity: until expiry date (if specified).
❌ Invalid or Rejected Documents
EcoVadis will reject:
Drafts or self-attestation letters
Documents created only for EcoVadis assessment
Outdated documents (beyond validity period)
Documents without company name/logo
Third-party documents not explicitly linked to your company
Photographs or generic promotional materials
Document Management for Reassessments
Companies can upload up to 55 documents per assessmentDocuments and Proofs for Ecovad….
Broad documents (e.g., CSR Report, Employee Handbook) can support multiple answers.
During reassessment, you can reuse valid documents from the previous cycle.
Only expired documents (e.g., KPIs older than 2 years, certificates past validity) must be updated.
📌 With Greenly: All your documents are centralized in a secure library. Our system automatically flags documents that are expired, invalid, or incomplete, ensuring your next reassessment is faster and audit-proof.