How to Prepare for Your First EcoVadis Assessment (Step-by-Step Guide)
Aug 20, 2025
Preparing for your first EcoVadis assessment can feel overwhelming. Receiving an unexpected request from a key customer to complete an EcoVadis assessment can feel like a high-stakes pop quiz. But it doesn't have to be. To start your EcoVadis assessment, you need to take four essential first steps: 1) Register on the platform, preferably using the invitation link from your customer. 2) Carefully complete your Company Profile to define your assessment scope and industry. 3) Assemble a cross-functional internal team with members from HR, Operations, and Legal. 4) Conduct a simple gap analysis to understand what documents you already have and what you need to create. Following these ecovadis first steps will provide a clear path from the initial request to your final scorecard.
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.
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Just received an EcoVadis request from a customer? Don't panic. It can feel overwhelming, but starting is simpler than you think. The process is manageable when broken down into a clear plan. Using a methodical approach towards higher scores can help you win and retain business. Here are the first four steps that will take you from registration to scoring.
Step 1: Register and Define Your Scope
The ecovadis registration process officially kicks off your journey. If a customer invited you, make sure you use the specific link in their email, as this automatically connects your assessment to their account.
During registration, you'll complete your EcoVadis account setup and Company Profile. The information you enter here is critical because it determines what questions you'll get. Pay close attention to:
- Assessment Scope: Clearly define what is being assessed—the entire company, a specific subsidiary, or a single site.
- Company Size: This is based on your total number of employees and scales the questionnaire's difficulty.
- Industry (ISIC Code): EcoVadis uses the United Nations' International Standard Industrial Classification (ISIC) system to identify your biggest sustainability risks. If you have multiple business activities, EcoVadis will classify you under the industry with the highest risk, so review this carefully. If you get your scope wrong, you risk weeks of back-and-forth with EcoVadis.
It can take up to six business days for EcoVadis to verify this information and generate your customised questionnaire.
Want a structured roadmap from the very beginning? Start with our EcoVadis Starter Pack.
Step 2: Assemble Your Cross-Functional Team
The EcoVadis assessment cannot be completed by one person alone. It requires input from across your organisation, so your first action should be to form a dedicated team with clear roles and responsibilities.
Step 3: Gather Your Initial Documents
EcoVadis is an evidence-based assessment. The most important rule for beginners to understand is: if it's not written down, it effectively didn't happen. Every "yes" you answer in the questionnaire must be backed up by a formal, credible document that proves your claim.
Your next step is to begin an internal "document hunt". Focus on three types of documents: policies (formal commitments like an Environmental Policy), procedures/actions (such as Health & Safety training records), and reporting (annual CSR or sustainability reports). For a detailed breakdown of what to look for, see our essential checklist: What Documents Do I Need for EcoVadis?
Remember that you have a limit of 55 new documents per submission, so the goal is to find high-quality, comprehensive evidence.
Step 4: From Submission to Certificate
Many beginners ask how to get ecovadis certificate. EcoVadis does not issue a ‘certificate’ in the legal sense; instead, you receive a scorecard and, if eligible, a badge or medal. Many companies refer to this as their EcoVadis certificate. Here’s the process after you submit your questionnaire:
- Expert Analysis: Once you submit, your questionnaire enters a 6 to 8-week analysis phase. During this time, EcoVadis experts review your answers and evidence.
- Scorecard Publication: You will receive an email when your scorecard is published. This scorecard is valid for 12 months and includes your scores, benchmarking against peers, and a list of strengths and improvement areas.
- Medals & Badges: Medals (Platinum, Gold, Silver, Bronze) are awarded based on your percentile rank compared to all other companies assessed. To be eligible for any medal, you must score at least 30/100 in all four themes.
đź“ť Key Takeaways
- Use the Invitation Link: If a customer sent you a link, use it to register. This ensures they get your scorecard.
- Define your profile carefully: The Assessment Scope and Industry (ISIC Code) you select in your company profile will define your entire questionnaire.
- Assemble your team early: You cannot complete the assessment alone. Assemble a cross-functional team with an executive sponsor from the very beginning.
- Understand that the certificate = medal: The official recognition from EcoVadis is a medal (or badge), which is awarded based on your score after a 6-8 week analysis period.
The Clearest Path to the Result You Want
The EcoVadis Starter Pack is designed to ensure you start your EcoVadis journey with confidence. You will be provided a customised plan and hands-on support to help you prepare your evidence and navigate the submission process successfully.
Frequently Asked Questions
How do I prepare for my first EcoVadis assessment?
Start by confirming your assessment scope and industry (ISIC) in the Company Profile, assembling a cross-functional team (Project Lead, Executive Sponsor, HR, EHS/Operations, Procurement, Legal), and gathering evidence across Policies, Actions, and Results. Fill obvious gaps before you open the questionnaire to avoid rework.
What documents do I need to upload to EcoVadis?
Prioritise Policies (e.g., Code of Conduct, Environmental, Labour & Human Rights, Supplier Code), implementation evidence (procedures, training logs, ISO certificates), and Results (KPIs such as energy, emissions, H&S). Use comprehensive reports (e.g., Sustainability/CSR report) to cover multiple questions within the 55-document limit.
Is the EcoVadis assessment mandatory?
For many companies, it is a commercial requirement. While not mandated by law in most regions, large corporations increasingly require their suppliers to have a valid EcoVadis rating to win or retain business, making it essential for market access.
Can I change my company's industry (ISIC code) if it's wrong?
Yes, but you must provide official documentation to support the change. If you believe your assigned ISIC code is incorrect, you can challenge it by submitting a business registration certificate or a quality certification (like ISO 9001, ISO 14001, ISO45001, etc) that clearly defines your company's primary activities.
What happens if I don't use my customer's invitation link to register?
If you register independently, your assessment will not be automatically shared with the customer who requested it. You will need to manually share your scorecard with them through the platform after it is published. Using their link is the most direct way to ensure they receive your results promptly.
How long does it take to get an EcoVadis certificate?
From start to finish, most companies need 2-3 months. Plan for 4-6 weeks to prepare documents and submit, plus 6-8 weeks for EcoVadis to review and publish your scorecard and medal.
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.
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