It’s one of the most frustrating moments in the EcoVadis journey. You’ve spent weeks, maybe even months, chasing down documents, filling out the questionnaire, and hitting ‘submit’, only to receive a score that doesn’t reflect your effort. Worse, the feedback is vague, and you’re left wondering, "But I already sent them everything! Why wasn't my proof accepted?"*

A rejected document, while frustrating, isn't a dead end. It's a piece of feedback telling you that there's a gap between what you submitted and what analysts need to see. This guide breaks down the five most common reasons your proof gets rejected and provides a clear, scannable framework to address them.

Quick Nav

• Understanding the Analyst's Mindset
• Reason #1: The Relevance Mismatch
• Reason #2: The Outdated Evidence Trap
• Reason #3: The Credibility Gap
• Reason #4: The Scope Mismatch
• Reason #5: The Clarity Problem
• The Analyst's Mindset: A Final Checklist
• From Frustration to a Higher Score
• Frequently Asked Questions

Understanding the Analyst's Mindset

Before diving into the fixes, it's crucial to understand how an EcoVadis analyst thinks. They are guided by four core principles:

• They Assess a Management System (SMS): Analysts aren't just checking documents; they're evaluating the maturity of your entire Sustainability Management System.
• The P-A-R Scoring Weights Matter: Your score is heavily weighted towards Actions (40%) and Results (35%). Policies (25%) are foundational but won't get you a high score on their own.
• The 55-Document Limit is Real: You can only upload a maximum of 55 new documents per assessment. This forces you to be strategic.
• The 360° Watch Adds Outside Scrutiny: Analysts cross-reference your submission with public information from news, NGOs, and government bodies.

A Closer Look at the P-A-R Model

That second point about Policies, Actions, and Results (P-A-R) is the blueprint for all EcoVadis proof. Here is a visual model of the logical flow an analyst looks for:

• Policies: The broad base – setting expectations, targets, and guidelines.
• Actions/Measures: The middle section – concrete steps taken to achieve policy targets.
• Results/Reporting: The narrow tip – tracking performance indicators (KPIs) to monitor progress and drive improvement.

The Bottom Line: EcoVadis seeks authentic, documented systems. If a piece of this logical P-A-R flow is missing or poorly evidenced, it will be flagged and will cost you points.

So, where does this system usually break down? Here are five common reasons your proof gets rejected.

Reason #1: The Relevance Mismatch

The Problem: You uploaded a document that, while related to the theme (e.g., an environmental report), didn't specifically answer the question EcoVadis was asking (e.g., about water management KPIs).

An analyst can’t give you points if your evidence doesn’t directly address the criterion being evaluated. General documents often get ignored if the specific proof isn't immediately obvious.

How to Fix It:

• Deconstruct the Question: Before you upload a file, re-read the EcoVadis question. Are they asking for a Policy (your official stance), a Measure (a specific action you took), or a Result (a KPI or metric)?
• Match Proof to Question: For a 'Result' question, an analyst needs data. For example, Gerresheimer provides its Lost Time Incident Rate (LTIR) performance over several years in its Non-financial Report, showing a clear trend.
• Use the Comment Box: Make the analyst's job easy. If your proof is on page 42 of a 100-page sustainability report, use the comment box to write: "See page 42, Table 5.1, for our 2024 water consumption data."

Reason #2: The Outdated Evidence Trap

The Problem: Your proof was excellent, but it was from several years ago and was rejected.

EcoVadis wants to see what you are doing now. Their methodology uses strict validity periods to ensure the assessment reflects current practices.

How to Fix It:

• Know the Rules: Policies and Actions documents are generally valid for 8 years. However, Reporting and KPI documents are only valid for 2 years.
• Check the Date: Before uploading, verify the document's publication or effective date. If it's too old, it won't count.
• Create a "Current Documents" Library: As you prepare, create a dedicated folder only for documents created or updated within the valid time frame. This prevents accidental uploads of old files.

Reason #3: The Credibility Gap

The Problem: You provided a screenshot from your internal system or an exported Excel spreadsheet, and it was deemed insufficient proof.

"Why does ecovadis not accept workday extraction as proof...?" An analyst has no way to verify the authenticity of an easily editable or informal document. They need to trust that the information is official and hasn't been altered. EcoVadis even uses plagiarism detection software to guard against non-authentic documents.

How to Fix It: Use the Hierarchy of Evidence

Think of your proof in tiers of credibility. Aim as high as you can.

To dispel a common myth: internal reporting on KPIs like accident frequencies or whistleblowing data is 100% valid evidence if it is properly documented and official. Also, don't assume all certifications are helpful. While a certificate like ISO 9001 shows your company strives for high standards in quality, it will not be accepted as proof for environmental or social themes.

Reason #4: The Scope Mismatch

The Problem: Your company is being assessed at the Group level, but you uploaded a health and safety certificate that only applies to a single factory in another country.

The evidence must cover the specific legal entity that is registered for the assessment. Proof from a parent company or a sister company will be rejected if the assessment scope is for a different entity unless its applicability is explicitly stated.

How to Fix It:

• Confirm Your Scope: The first step is to check your EcoVadis dashboard to confirm which entity is being assessed.
• Match the Names: The company name and address on the proof document must precisely match the name and address of the entity under assessment.
• Prioritise Group-Level Documents: Whenever possible, use policies and reports issued from the corporate or group level. Global companies like Konica Minolta do this well, supporting group policies with evidence of site-specific certifications to show broad implementation.

Think of it this way: coverage is a multiplying factor in your score. Proving that your strong group-level policies are actively implemented at the local level is one of the fastest ways to see a significant score improvement.

Reason #5: The Clarity Problem

The Problem: Your document contained the correct proof, but the analyst couldn't find it because it was buried in a 150-page technical manual or was not in English.

Analysts review thousands of documents. If your proof isn't immediately obvious, it's likely to be missed. Your job is to be the perfect guide. EcoVadis accepts documents in many languages; however, English will still be the most convenient for analysts.

How to Fix It:

• Provide Searchable PDFs: Upload searchable PDFs instead of flat images or poor-quality scans. Analysts need to be able to search for keywords and copy-paste text. If they can't, they might miss the evidence you want them to see.
• Highlight and Annotate: Use a PDF editor to draw a bright yellow box around the specific paragraph, chart, or data point that answers the question.
• Translate Key Information: You only need to translate the key information. If a policy is in German, copy the single relevant paragraph and paste an English translation into the comment box.
• Do Not Depend On Hyperlinks: Analysts will not click on hyperlinks embedded in your documents to find proof. All evidence must be contained within the uploaded file itself.

The Analyst's Mindset: A Final Checklist

Before you upload any document, ask yourself these questions as if you were the analyst:

• [ ] Does this document directly answer the specific question being asked?
• [ ] Is this document within the correct validity period (8 years for policies, 2 years for results)?
• [ ] Is this an official, credible document, or does it look informal?
• [ ] Does the company name on this document match the exact scope of the assessment?
• [ ] Have I made it painfully obvious where the specific piece of proof is located?

From Frustration to a Higher Score

Mastering the art of submitting evidence is about shifting your mindset from "providing files" to "presenting undeniable proof." The best way to do that is to focus your effort on tinkering and improving your sustainability management systems, taking authentic action, monitoring progress, and reporting performance. This will automatically lead to the creation of documentation and evidence that is relevant, current, credible, correctly scoped, and clear. Which, in turn, removes doubt and makes it easy for an analyst to award you the points you deserve. This is the single most effective way to turn a frustrating score into a result that truly reflects your company's sustainability efforts.

Frequently Asked Questions

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