Design a supplier emissions-data request people can answer

Supplier data collection often begins with an ambitious spreadsheet. The more useful starting point is a clear question: what information does the inventory team need, and can the supplier understand how to provide it?

Define the requested information

State whether the request concerns a company, facility, product or activity. Specify the reporting period and units. Where information must be allocated to the goods or services purchased, ask the supplier to explain the basis used rather than assuming every response follows the same approach.

ClimateCred recommends including a short illustrative example. Mark it clearly so a respondent does not mistake sample values for information about their own business. Keep the instructions close to the relevant fields.

Ask for an explanation with the number

A response is easier to assess when it identifies the method, source records and important limitations. Give suppliers a way to distinguish measured information from estimates and to describe gaps.

Avoid treating an empty field as zero. Follow up on ambiguous answers before incorporating them into a calculation. If an estimate is used, record the assumption and the review decision so a later improvement can be understood.

Pilot the form with a small group

Choose suppliers with different levels of data maturity. Ask them which questions were unclear, what information was readily available and where they needed support. Use that feedback to revise the request before distributing it widely.

Measure success by usability as well as response count. Can the reporting team interpret the answers? Are boundaries consistent with the request? Can a reviewer trace the result to supporting information?

Prioritize improvements

GHG Protocol’s Scope 3 FAQ describes data-quality improvement as iterative and identifies high-emissions activities with relatively weak data as priorities. A first collection cycle should therefore produce an improvement plan as well as an inventory input.

ClimateCred recommends a register containing the activity, key uncertainty, better data required, owner and due date. Separate missing evidence from a limitation in the calculation approach because each needs a different response.

Keep the relationship practical

Explain why the information is requested and provide a contact for clarification. Coordinate internally so suppliers receive a consistent request. Where confidentiality or access restrictions arise, work through an appropriate agreed process.

Your next step is small: test the form with one supplier and one internal reviewer. Resolve their questions before scaling the campaign. ClimateCred can help teams connect collection design with inventory review and ongoing improvement.

Source: GHG Protocol Scope 3 detailed FAQ. Suggested collection practices are ClimateCred recommendations.

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