The Answer is a series that provides no-fluff answers and solutions to your most pressing EcoVadis questions, we tackle one topic head-on. The goal is to give you the clarity you need to move forward. This week's question is: "What do I do when my EcoVadis documents are not accepted?"

It’s one of the most common and frustrating parts of the EcoVadis assessment: you upload what you believe is the perfect piece of evidence, only for it to be rejected. The good news is that this is almost always a simple, fixable problem. A "document not accepted" error is rarely a judgement on your sustainability efforts, but a mismatch with the platform's strict rules.

The issue typically boils down to one of two things: a technical problem with the file itself or the platform, or an analytical problem where your evidence doesn't match what the analyst needs to see. This guide is a quick checklist to help you diagnose and fix the issue.

Quick Navigation

• 1. Part 1: Technical & Platform Rule Rejections
• 2. Part 2: Analytical Rejections (Why an Analyst Rejects Your Proof)

Part 1: Technical & Platform Rule Rejections

These errors usually prevent your document from being successfully uploaded in the first place. Before you do anything else, check your file against these non-negotiable rules.

Part 2: Analytical Rejections (Why an Analyst Rejects Your Proof)

If your document uploads successfully but is still rejected, it means it failed the analyst's review. This is usually due to one of these four reasons.

1. The Relevance Mismatch

This is the most fundamental error. It occurs when your document is on the right topic but doesn't provide the specific type of evidence the question demands. For example, you submit a policy when the question asks for a KPI or performance data.

• The Fix: Analyse the question to determine the evidence type required: is it a Policy (your stance), a Measure (your actions), or a Result (your KPIs)?. Match your document to the question type.

2. The Outdated Evidence Trap

The EcoVadis assessment is a snapshot of your current management system, so evidence must be recent.

• The Fix: Check the publication date of your document against these rules:
  • Policies and Actions are valid for eight years.
  • Reporting and KPIs are valid for two years.

3. The Credibility Gap

Your evidence must be a formal, authentic business document. Analysts are trained to reject informal proof or documents that look like they were created ad-hoc just for the assessment.

• The Fix: Ensure every document is official. It should have a company name or logo, an issue date, and no "draft" watermarks. Informal formats like unverified screenshots or plain Excel files without headers are often rejected.

4. The Scope Mismatch

This is a common pitfall for subsidiaries. The evidence must apply to the exact legal entity being assessed. A policy from a parent company is not automatically considered valid.

• The Fix: You must prove the document applies to your specific entity. The best way is with a formal adoption statement, signed by local management, that confirms you implement the group-level policy.

Want to Go Deeper?
The checklist above solves the most common rejection issues. But for a deeper analysis of the analyst's mindset and a full breakdown of all five primary rejection reasons, read our comprehensive hub article: Why Was My EcoVadis Proof Rejected? 5 Common Reasons & Fixes.

Need an Answer?

Is there a part of the EcoVadis process you're stuck on? Click here to submit your question, and it could be featured in a future edition of The Answer.