Navigating ESG Expectations with EcoVadis: A Practical Perspective

Sustainability, ethics, and governance are becoming standard requirements for doing business, especially if you’re part of a supply chain that serves multinational clients. More companies are being asked to prove their ESG credentials, and increasingly, that proof comes in the form of an EcoVadis assessment.

We’ve seen this shift firsthand in conversations with SMEs and procurement teams. What used to be a “nice to have” is now a box that must be ticked — not just for tenders, but for long-term partnerships. And EcoVadis is often the platform they’re using to make those decisions.

What EcoVadis Actually Does

EcoVadis is a global ESG rating system that evaluates how well companies perform across environmental, social, and governance criteria. It’s not just about having a sustainability policy — it’s about showing how that policy is implemented, measured, and improved over time.

Interest in EcoVadis certification and ESG scoring is growing rapidly. That trend reflects a broader reality: ESG is no longer reserved for large corporations. It’s reaching mid-sized suppliers, service providers, and even micro-businesses.

If you’ve been asked to complete an EcoVadis assessment, the first step is to take stock of what you’re already doing. Many companies have more ESG activity than they realize — it just hasn’t been documented in a way that meets audit standards.

Start by gathering evidence of:

• Ethical codes or anti-corruption policies

• Diversity and inclusion initiatives

• Environmental practices like recycling or energy-saving measures

EcoVadis doesn’t rely on declarations. They want proof — policies, training records, performance data. If you say you support human rights, you’ll need to show how that’s embedded in your operations.

Some clients will even specify the minimum score they expect, which can help you prioritize your efforts. And remember: the score isn’t permanent. You’ll need to renew it annually, and ideally, improve it each time.

Where Companies Often Struggle

One of the most common pitfalls is having well-written policies that aren’t backed by action. It’s easy to draft a sustainability statement — but harder to show how it’s being implemented.

Typical gaps include:

• No clear goals or timelines

• Unassigned responsibilities

• Lack of training or awareness among staff

Even strong policies can fall short if there’s no evidence that employees understand them or apply them in practice.

This is where external support can make a real difference. At FutureTrust, we help companies move from intention to execution — especially when preparing for EcoVadis.

Our Pro-tips:

To be considered valid, your documents should meet a few key standards:

• Clearly dated — Ideally created or updated within the last two years

• Branded and traceable — Include your company name and logo to confirm authorship

• Endorsed by leadership — Signed or formally approved by someone with decision-making authority

• Tailored to your business — Avoid generic templates that don’t reflect your actual operations

• Specific and purposeful — Promotional brochures or vague statements won’t cut it

• Uploaded in readable formats — PDF or Word documents work best

Here are a few ways to demonstrate implementation:

• Training records — Attendance sheets, e-learning screenshots, or signed acknowledgments

• Internal communications — Newsletters, onboarding materials, or intranet posts that reference the policy

• Process links — For example, showing how a whistleblowing policy is embedded in your HR procedures

• Follow-up actions — Evidence of audits, KPIs, or corrective measures tied to the policy

• Assigned responsibilities — Clarity on who owns the policy and ensures it’s followed

EcoVadis encourages companies to set both measurable and descriptive goals. Here’s how to think about each type:

Quantitative goals (numbers and deadlines):

• Cut CO₂ emissions by 15% by 2026

• Ensure all suppliers sign your Code of Conduct

• Reach 30% female representation in leadership

• Deliver anti-corruption training to all employees annually

Qualitative goals (process and culture):

• Raise awareness around diversity and inclusion

• Deepen supplier engagement on sustainability

• Create a sustainability roadmap by the end of Q4

• Build partnerships with local community groups

• Train all staff in sustainable procurement practices

If you’re not sure how to structure this, FutureTrust can help you formalize and track both qualitative and quantitative goals in a way that aligns with EcoVadis scoring.

If you’re a small business without formal policies, EcoVadis doesn’t expect small companies to operate like global corporations. You can still perform well if you show that your practices are genuine, relevant, and traceable.

Here’s how to make informal documents count:

• Use what you already have — Checklists, procedures, internal emails, or training slides can be valid evidence

• Add your branding — Put your logo and date on the document to show ownership

• Get leadership sign-off — Even a short policy gains credibility when it’s endorsed by management

• Be clear and concise — A one-page explanation of how you manage health & safety or data protection is better than a vague, generic template

• Include proof of use — Meeting notes, photos, or internal messages showing the policy in action help validate your approach