EcoVadis Required Documents Checklist (What to Upload and Why)
Aug 20, 2025
Starting your EcoVadis journey can feel like you're back at school, preparing for an exam. You're probably wondering: What documents do we need for EcoVadis? This EcoVadis required documents checklist shows you exactly what to upload to EcoVadis. A successful submission needs three types of evidence: 1) formal Policies that state your commitments, 2) Actions that prove implementation, and 3) Results (KPI data) that show outcomes. The EcoVadis assessment is an evidence-based audit, so every claim must be backed by a credible, recent, and relevant document.
For a complete walkthrough of the assessment process, see our First-Timer's Guide to the EcoVadis Questionnaire.
About 'The Answer' Series
The Answer is a series that provides no-fluff answers and solutions to your most pressing EcoVadis questions. We tackle one topic head-on to give you the clarity you need to move forward.
Who is this for? SMEs and first-time submitters who need a practical EcoVadis documentation checklist to avoid the 55-document trap and maximise credit.
Quick Navigation
Starting your EcoVadis preparation can feel overwhelming. The biggest question most companies ask is: what documents do we actually need? Clarity forms when you understand one core principle: the questionnaire is not a survey; it is a documented audit of your sustainability management system. Your goal is to provide proof.
Understanding the Three Types of Evidence (P-A-R)
EcoVadis analysts use the Policies-Actions-Results (P-A-R) framework to score your submission. Understanding this is key to organising your documents:
- Policies (P) - The "Plan" (25% of score): These are your formal, signed commitment documents. They answer, "What does your company promise to do?".
- Actions (A) - The "Do" (40% of score): This is proof of implementation, like procedures, training logs, or certificates. They answer, "How do you actually do it?".
- Results (R) - The "Check & Act" (35% of score): This is your KPI data showing the outcomes of your actions. It answers, "What was the result?".
Part 1: Foundational Documents Every Company Needs
While every questionnaire is customised, a core set of documents forms the bedrock of nearly every successful submission. These are the baseline answers to what policies for EcoVadis every company needs. Start by gathering these:
- Code of Conduct / Business Ethics: The master document that establishes the ethical tone for the entire organisation, endorsed by the CEO.
- Overarching Environmental Policy: A formal policy, signed by senior management, that includes specific commitments and ideally quantitative targets for issues like GHG emissions or waste reduction.
- Overarching Labour & Human Rights (L&HR) Policy: A policy that commits your company to international standards (like the ILO's Core Conventions) and covers topics like workplace safety, fair working conditions, and non-discrimination.
- Supplier Code of Conduct: An outward-facing document that defines the minimum ESG standards you expect from your suppliers.
Strategic Multiplier Documents: To manage the 55-document limit, prioritise comprehensive documents like an annual Sustainability Report (especially one following GRI standards), a detailed Employee Handbook, or ISO Certificates (e.g., ISO 14001, ISO 45001). A single report can provide evidence for dozens of questions.
Unsure where to begin? The EcoVadis Starter Pack takes the guesswork out of your first submission.
Part 2: The Thematic Evidence Checklist (Table)
Beyond the foundational documents, you'll need specific proof for each of the four EcoVadis themes. Use this table as your guide.
π Commonly Overlooked but Valuable Documents
Policies like a Biodiversity Policy, Social Dialogue agreements, or a Data Protection / Privacy Policy may seem optional, but EcoVadis analysts often look for them as signs of a mature sustainability system. Including these can help boost your score.
π Key Takeaways
- It's an Audit, Not a Survey: The most important thing to remember is that you must provide documentary proof for every claim you make.
- Think P-A-R: Organise your evidence into Policies (your plan), Actions (your implementation), and Results (your KPIs).
- Start with the Foundation: Before diving into details, ensure your four cornerstone policies are in place: Code of Conduct, Environmental Policy, L&HR Policy, and Supplier Code of Conduct.
- Quality over Quantity: Focus on credible, formal, and recent documents. An undated, unsigned document will likely not be credited.
- Check expiry dates: Policies and Actions are valid for 8 years, but Results only for 2 years. Outdated evidence won't count.
Need step-by-step preparation instead of the document list? Read How to Prepare for Your First EcoVadis Assessment.
Feeling Overwhelmed?
The EcoVadis Starter Pack is designed to help you start with confidence. You’ll know exactly how to prepare, what to submit, and how to avoid the most common mistakes.
Frequently Asked Questions
What documents are required for EcoVadis?
Focus on three categories: Policies (Code of Conduct, Environmental, Labour & Human Rights, Supplier Code), Actions (procedures, training logs, ISO certificates, due-diligence), and Results (KPI spreadsheets, sustainability reports, audits).
How many documents can I upload to EcoVadis?
You can upload up to 55 supporting documents per assessment. Use comprehensive evidence (e.g., a GRI-aligned Sustainability Report) to cover multiple questions efficiently.
What if our company doesn't have a formal, written policy for a certain topic?
If a policy is informal or unwritten, it will not be credited by EcoVadis. The assessment process is a great opportunity to formalise these practices. The first step is to draft a policy that reflects your current operations, get it signed by senior management, and date it. This transforms an informal practice into a credible piece of evidence.
How recent do my documents need to be?
EcoVadis has strict validity periods. Policies and evidence of Actions are valid for 8 years from their last review date. However, Results (KPIs) and audit reports are only valid for 2 years. Your overall scorecard is valid for 12 months from publication.
Are internal documents like spreadsheets accepted as proof for KPIs?
Yes, absolutely. A formal, well-organised spreadsheet is a perfectly acceptable way to present your KPI data (Results). To ensure it's seen as credible, it should be formatted professionally with your company name/logo, a clear title, defined metrics and units, and the exact reporting period (e.g., "Annual GHG Emissions Report 2023-2024").
Why are overlooked documents like a Biodiversity Policy or Data Protection Policy so important?
These less-obvious documents often signal maturity in your sustainability management system. For example, a Biodiversity Policy shows that you are looking beyond energy and waste into broader environmental impacts. A Social Dialogue agreement proves you support employee voice and collective bargaining. A Data Protection / Privacy Policy demonstrates accountability in information ethics.
Because they go beyond the basics, EcoVadis analysts often look for them as differentiators — companies that include these documents tend to score higher than those that don’t.
About the Author
Rutger founded Double Your Sustainability to answer one key question: how can companies navigate the complexities of the EcoVadis assessment with confidence? He draws on 15 years of corporate sustainability experience and the direct lessons learned from achieving EcoVadis Platinum medals and supporting companies to provide clear, actionable roadmaps that demystify the process.
As a certified EcoVadis Solutions Practitioner with an MSc. in Strategic Sustainable Development, his focus is on turning your sustainability efforts into a scorecard you can be proud of.
Related Reading & Resources
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