How to Request CSRD Data from Your Suppliers

Introduction

For many small and growing businesses (SMEs), one of the biggest challenges in CSRD implementation is collecting data from suppliers. Large companies now have to report on their full value chain, which includes your business if you supply goods or services to them. This makes supplier data requests a new normal — not just a formality, but a key step in transparent, comparable reporting.

Whether you’re responding to a client’s data request or sending one yourself, understanding how to ask for CSRD-related information clearly and proportionately will save time and strengthen business relationships. The good news: the VSME Standard (Voluntary Standard for SMEs) provides a simple way to structure and share sustainability data across the value chain.

Learn more about the VSME Standard →

Why Supplier Data Matters Under CSRD

The Corporate Sustainability Reporting Directive (CSRD) expands sustainability disclosure to cover the entire value chain. Large undertakings must include data on Scope 3 emissions, resource use, and social impacts linked to their suppliers. For small and growing businesses (SMEs), this means customers may ask for figures such as:

• Energy consumption or GHG emissions from your operations
• Waste or resource use data
• Workforce metrics (e.g., number of employees, health and safety data)

Article 19a of the CSRD Directive highlights that business partners and customers rely on sustainability information to understand and report on their own risks and impacts. In short, even if you’re not directly in scope, your data is essential for your clients’ compliance.

See how Scope 3 affects small and growing businesses →

Step-by-Step: How to Request CSRD Data from Suppliers

1. Identify What Data You Actually Need

Start by reviewing your own CSRD reporting requirements or client requests. Focus on material topics — the areas where your suppliers have the greatest environmental or social impact. Common examples include:

• GHG emissions (Scope 1 and 2) from energy use
• Waste volumes and recycling rates
• Labour standards or workforce safety practices

Explore data collection best practices →

2. Use the VSME Template

EFRAG’s VSME Basic Module (B1–B11) aligns with the ESRS for large companies but uses simplified metrics suitable for SMEs. When requesting data, reference these standard disclosures. For instance:

• B3: Energy and GHG emissions
• B7: Resource use and waste
• B8–B10: Workforce data

This ensures suppliers can respond consistently — even across different countries or sectors.

3. Keep It Proportionate and Practical

Not every supplier can provide detailed carbon footprints or water-use figures. Make your request realistic:

• Offer clear definitions (e.g., specify whether energy data should include offices and vehicles).
• Allow estimates or ranges where precise data is unavailable.
• Set reasonable deadlines aligned with your reporting cycle.

For small and growing business (SME) suppliers, provide an Excel template or reference the VSME Basic Module PDF to guide them.

4. Encourage Transparency, Not Perfection

The CSRD encourages progressive improvement — accuracy will evolve over time. Encourage your suppliers to share what they have, even if incomplete. Document data sources and assumptions transparently.

This collaborative approach builds trust and ensures you can demonstrate due diligence in your reporting.

5. Store and Reuse Supplier Data

Centralise collected information in a shared register or digital tool. Note the data’s origin, date, and level of confidence. This helps streamline future reporting and reduces repeated requests.

See data management tips for SMEs →

Frequently Asked Questions

What should I include in a CSRD data request to suppliers?

Keep it concise. Include who you are, why you’re requesting the data, the specific indicators you need (e.g., energy use, waste, workforce size), and the reporting period. Attach a simple VSME-based template so suppliers understand the format.

Download the VSME Basic Module →

How do I handle suppliers who can’t provide the data?

Use reasonable estimates or industry averages for missing data. Document your assumptions clearly. Over time, help suppliers understand the benefits — many will start tracking data once they see it’s becoming a client expectation.

Learn how to estimate missing Scope 3 data →

Do small suppliers need to follow the CSRD?

No — but they’re encouraged to use the VSME Standard to respond to data requests. This voluntary standard is specifically designed for small and growing businesses (SMEs) supplying larger companies. It keeps reporting light while staying consistent with CSRD requirements.

Can I automate supplier data collection?

Yes. Many SMEs now use shared digital platforms or tools like CSRD Pro to automate supplier questionnaires and reminders. This saves time and ensures consistent data formats across your value chain.

Explore digital data collection tools →

Key Terms

• CSRD (Corporate Sustainability Reporting Directive): EU law requiring large companies to report sustainability information, including their value chains.
• VSME (Voluntary Standard for SMEs): Simplified EU framework to help small and medium enterprises share sustainability data.
• ESRS (European Sustainability Reporting Standards): Detailed reporting rules under CSRD.
• Scope 3 Emissions: Indirect emissions occurring in a company’s value chain (e.g., suppliers, logistics, waste).
• Value Chain: The network of suppliers, partners, and customers involved in producing and delivering a product or service.

Conclusion

Requesting CSRD data from suppliers doesn’t have to be a bureaucratic exercise. With clear communication, proportionate expectations, and use of the VSME framework, SMEs can collect reliable data that meets client needs while improving their own sustainability performance. Start small, stay consistent, and make collaboration your default approach — it’s the most effective way to strengthen both compliance and relationships across your supply chain.

Before requesting data from suppliers, identify which Scope 3 categories are most relevant to your supply chain:

This tool will help you determine which supplier-related emissions categories you should focus on, making it easier to request the right data.