Mastering Supplier Engagement for Scope 3 Reporting
- Supplier engagement is the hardest part of Scope 3 reporting, with low response rates, inconsistent data and survey fatigue slowing progress.
- Regulatory and market pressure is rising, from frameworks such as the Corporate Sustainability Reporting Directive to disclosure platforms like CDP, making supply chain emissions visibility increasingly unavoidable.
- Suppliers are often overwhelmed by multiple, overlapping ESG requests, especially smaller businesses without dedicated sustainability teams.
- Engagement improves when requests are clear, focused on material topics, aligned with recognised standards such as the Global Reporting Initiative, and framed as a shared value opportunity rather than a compliance burden.
- Setting expectations early through a supplier code of conduct and using structured, standardised surveys reduces confusion and improves data quality.
- Digital platforms that guide suppliers through product carbon footprint or life cycle assessment workflows can reduce friction, improve validation and turn Scope 3 reporting into a manageable, repeatable process.
%20(15).png)
You’ve sent the email. You’ve followed up politely. You’ve even added a smiley face. And still, silence.If you’re trying to collect scope 3 data from suppliers, you’re not alone. For many sustainability, procurement and compliance teams, supplier engagement is the most challenging part of the journey.
Meanwhile, scope 3 data is crucial for the growing list of regulations and frameworks. The Corporate Sustainability Reporting Directive (CSRD) requires detailed disclosures across environmental, social and governance topics. The Packaging and Packaging Waste Regulation (PPWR) is raising the bar on packaging data and circularity. Organisations reporting to CDP are expected to disclose supply chain emissions, and platforms such as EcoVadis increasingly influence commercial relationships. Product carbon footprint and life-cycle assessment are increasingly relevant for any company that wants to be transparent or reduce its emissions.
Even if you are not directly covered by these regulations, your customers might be. And if they are, you can expect a questionnaire heading your way sooner rather than later. Transparency and emissions are increasingly tied to access to markets, investor confidence and long-term competitiveness.
Many companies have hundreds or even thousands of suppliers spread across the globe. Some are small businesses without dedicated sustainability staff. Others are manufacturers juggling multiple customer requests at once.For them, your request for emissions data might land next to five similar emails from other clients, all asking slightly different questions in slightly different formats. It is confusing, time-consuming, and overwhelmingWe have seen many organisations struggle with this exact challenge. They know they need Scope 3 emissions data. They know regulators are watching. But getting consistent, reliable information from suppliers can feel like solving a puzzle with half the pieces missing.
Collecting supplier data is not just about ticking a regulatory box. It is about understanding the environmental and social risks in your supply chain. Where are the biggest emissions hotspots? Are there exposure risks linked to water use, waste, labour practices or raw materials? A study by the World Economic Forum has highlighted how supply chain visibility is essential for resilience in the face of climate and geopolitical disruption.
.png)
To achieve reliable Scope 3 reporting, you need more than just a list of email addresses; you need a strategy that removes friction. Building supply chain transparency is a two-way street that requires clear communication, relevant data requests, and a shared vision of value.
Start by Being Clear (Really Clear)
Before sending another reminder email, pause. Are you absolutely clear about what you are asking for and why? Have you defined your company’s ESG goals? Do you fully understand the regulations you need to comply with and the specific data points required?
Keep your communication simple. Avoid jargon. Instead of writing a three-paragraph explanation about double materiality assessments and decarbonisation pathways, explain plainly what information you need, how it will be used and by when. Suppliers are far more likely to respond to a clear, focused request than to a complex document that reads like a policy paper.
Create Collective Value, Not Extra Work
If your email feels like “please fill this in for our benefit”, motivation will be low. Explain how providing ESG data can benefit them too. Better data can help suppliers identify efficiency opportunities, reduce energy costs and strengthen their own market position. Many suppliers are also facing growing ESG demands from their other customers. When you position data collection as a shared effort rather than a one-sided obligation, engagement improves. Treat suppliers as partners in your ESG journey, not as a compliance hurdle.
Focus on What Is Material
It is important that the topics you ask about are actually relevant to the supplier. If none of their products contain minerals of concern, asking them to complete an extensive conflict minerals survey will only create frustration. Irrelevant questionnaires lead to fatigue, and fatigue leads to poor quality data or no data at all. When suppliers see that your requests are thoughtful and proportionate, they are more likely to take them seriously.
Standardise Requests for Better Engagement
Using a survey can be helpful because it ensures consistency across suppliers. But not all surveys are created equal. Research has shown that when suppliers receive numerous, overlapping but slightly different ESG surveys from customers, they place less importance on answering each one accurately. Engagement improves when the survey is standardised and aligned with broader industry efforts. In other words, “home-made” ESG questionnaires can be counterproductive. Align your questions with recognised standards such as the Global Reporting Initiative or the Sustainability Accounting Standards Board. Using recognised frameworks signals credibility and reduces confusion.
Set Expectations with a Code of Conduct
A supplier code of conduct sets clear expectations around environmental, social and governance standards. It establishes that ESG reporting and data sharing are part of doing business with you.When this expectation is communicated early and consistently, suppliers are less surprised when the data request arrives.
Digital Platforms for Automated Scope 3 Data
If you are using a digital platform to calculate product carbon footprints or life cycle assessments, consider giving suppliers access. For example, if you are using a tool like Pilario to simplify your life cycle assessment process, allowing suppliers to input their product data directly can reduce their burden. Pilario can provide a structured process that allows suppliers to submit environmental and technical data in a clear, guided format. The workflow can include multiple stages of validation, integration of third-party datasets and a final client approval step. Providing guidance and structure through a shared platform can make the task far less intimidating.
.png)
Sometimes, despite your best efforts, a supplier simply refuses to engage. In today’s market, having quality data and visibility over your supply chain is a competitive advantage. It is also crucial for reducing your footprint and meeting your commitments. According to Harvard Business Review, a growing number of multinational corporations have pledged to work only with suppliers that adhere to social and environmental standards. Expectations are shifting across industries. If a supplier consistently declines to provide basic ESG information, it may be time to reconsider the relationship. This is rarely the first option, but it is sometimes the necessary one.
Chasing supplier ESG data can feel like a never-ending cycle of emails and reminders. It requires patience, clarity and a bit of strategic thinking.
At Pilario, we understand this struggle. Whether you are calculating Scope 3 emissions, designing less impactful products or communicating your progress, the challenge of supplier data collection is real. Solutions can be tailored to your situation, from uploading existing spreadsheets into a central platform, to developing practical tools for data collection, to creating simplified product carbon footprint workflows that suppliers can complete directly. The goal is simple: reduce friction, increase transparency and turn ESG data collection from a source of stress into a structured, manageable process.
And ideally, to spend less time refreshing your inbox.
