A Guide to Finding and Fixing Evidence Gaps in Your EcoVadis Submission

You've spent weeks gathering documents for your EcoVadis submission, and your document library is full. But a nagging question remains: Is this good enough?

This is the single biggest reason for a disappointing EcoVadis score: it's not a lack of commitment, but a gap between your actions and how you prove them. These EcoVadis evidence gaps are specific weaknesses that prevent an analyst from awarding you points. The most common EcoVadis submission mistakes include policies without proof of implementation or outdated documents. This guide gives you a process to find and fix these gaps before you submit.

New to EcoVadis or stuck on rejections? Start with the full breakdown: Why Was My EcoVadis Proof Rejected? 5 Common Reasons & Fixes.

The key to a good score is to understand that EcoVadis doesn’t reward good intentions; it rewards verifiable, credible proof.

Think Like an Analyst: The P-A-R Framework

To find and fix EcoVadis evidence gaps, you need to understand how analysts evaluate your submission. They use a simple but powerful logic called the Policies, Actions, Results (P-A-R) framework, which mirrors the Plan-Do-Check-Act cycle found in ISO standards like ISO 14001.

Here’s how it breaks down by weight:

• Policies (P) - The "Plan" (25% Weighting): This is your formal commitment. It’s a signed policy or a stated objective.
• Actions (A) - The "Do" (40% Weighting): This is proof of implementation. It includes procedures, training logs, and risk assessments that show you’re operationalising your policies.
• Results (R) - The "Check & Act" (35% Weighting): This is quantitative proof of performance. It’s KPI data, trended over time, that shows your actions are effective.

With 75% of the score coming from Actions and Results, it’s clear that a great policy alone is not enough to achieve a high score.

The 5 Most Common EcoVadis Evidence Gaps (& How to Fix Them)

When ecovadis proof is rejected, it is usually because of one or more of the five reasons below. Here’s how to perform an ecovadis document review to find and fix your evidence gaps before you hit the submit button.

1. The Relevance Mismatch

• The Gap: This gap occurs when a document is on the right topic but is the wrong type of evidence. For example, the questionnaire asks for GHG emissions data (a Result), but the evidence provided is an Environmental Policy (a Policy).
• How to Bridge the Gap: Before uploading, ask: "Is this question asking for a Policy, an Action, or a Result?" Match the document type directly to the question type.

2. The Implementation Void

• The Gap: This is the classic "paper policy" gap. It happens when a well-written policy exists, but there is no corresponding proof that it’s actually being implemented in practice. A policy only proves intent, not action.
• How to Bridge the Gap: For every policy you submit, ensure you also upload related "Action" (e.g., a procedure) and "Result" (e.g., a KPI report) documents for the other questions to complete the P-A-R narrative.

3. The Credibility Gap

• The Gap: Your evidence appears informal, untrustworthy, or created just for the assessment. This includes unsigned Word documents, undated spreadsheets, or anything with a "DRAFT" watermark.
• How to Bridge the Gap: Ensure every document is a formal business record. It should have a company logo, issue date, and look like it would pass an internal audit. Consider external, third-party verification of your sustainability data reporting—such as assurance statements from an accredited auditor—to truly establish the credibility of your performance metrics, especially for high-impact KPIs and public disclosures.

4. The Outdated Evidence Trap

• The Gap: The document is too old. Policies and Actions must be reviewed within the last 8 years, and Results/KPIs must be from the last 2 years.
• How to Bridge the Gap: Meticulously check the issue or review date on every single document against the official validity rules before you upload it.

5. The Scope Mismatch

• The Gap: The evidence is from a parent company or a different site and doesn't explicitly name the legal entity being assessed.
• How to Bridge the Gap: If using a group-level document, create a simple, one-page adoption statement signed by local management that confirms the policy is implemented by the entity being assessed. Supplement group-level documents with localised proof such as site-specific certificates, contracts, or implementation logs.

Your Pre-Submission Self-Audit Checklist

Use this checklist on every document before you upload it to improve ecovadis evidence.

• ✔ Company Name & Logo Present? Proves the document is an authentic business record.
• ✔ Issue/Review Date Visible? Confirms the document is current and meets validity rules.
• ✔ No "Draft" Watermark? Drafts are not considered final, approved documents.
• ✔ Scope is Clearly Defined? The document must apply to the specific entity being assessed.
• ✔ File is Searchable (Not a Flat Image)? This allows analysts to use CTRL+F to find keywords quickly.
• ✔ Filename is Clear & Descriptive? Rename "Scan123.pdf" to "Env_Energy-KPI-Report_2024.pdf".

Example: Transforming Weak Evidence into Strong Evidence

Here are some examples showing how to move from common but weak evidence to strong, score-driving proof.

Example: Environmental Energy & GHG Evidence

Example: Employee Health & Safety Evidence

Frequently Asked Questions

Related Reading & Resources

• The First-Timer's Guide to the EcoVadis Questionnaire
• What Documents Do I Need for EcoVadis?
• What to Do When Your Documents Are Not Accepted

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