Introduction

Small and mid-sized companies that supply furniture, office equipment, cleaning, or maintenance services are now facing new sustainability expectations. Under the Corporate Sustainability Reporting Directive (CSRD), large companies must disclose the social and environmental impacts of their entire value chain — including suppliers of everyday office and facilities services. Understand the pressure behind those requests in How SMEs handle sustainability data demands from large clients.

If your business provides cleaning, catering, or furnishings, clients may soon ask for data on eco-friendly products, energy use, and fair labour practices. This guide explains how SMEs in the office and facilities sector can prepare simple, verifiable sustainability data that meets those client requests and strengthens long-term relationships.

1. Why Clients Are Asking for ESG Data

Large corporations and public bodies are aligning procurement with CSRD and EU Green Public Procurement rules. They now expect suppliers to:

• Use sustainable materials and certified products (e.g. EU Ecolabel, FSC, or recycled content).
• Demonstrate responsible labour and safety practices for cleaning or maintenance staff.
• Track and reduce fuel and energy use linked to their services.

Being ready with this information can make your business stand out in tenders and supplier reviews, especially as clients integrate sustainability scoring into contract renewals.

2. What Data Office & Facilities Suppliers Should Track

The good news is that most SMEs already have the necessary data — it just needs to be organised. Start with these core topics:

Collecting this data once a year helps you answer client questionnaires efficiently and consistently.

3. Environmental Reporting for Everyday Operations

Even small service providers can demonstrate environmental responsibility with a few practical steps:

For Cleaning and Maintenance Companies

• Record fuel use for service vehicles and aim to switch gradually to low-emission or electric options.
• Use eco-certified cleaning products and provide proof (e.g. EU Ecolabel).
• Track and report waste generation and recycling, especially for packaging or chemical containers.

For Furniture and Office Equipment Suppliers

• Document the origin and composition of materials (wood, metal, textiles, plastics).
• Highlight FSC or PEFC certifications for timber and recycled or upcycled materials.
• Estimate carbon footprint per unit if possible — e.g., CO₂ per desk or chair produced.

These steps support your clients’ CSRD disclosures under ESRS E5 (Resource Use and Circular Economy) and E2 (Pollution), and they feed directly into CSRD Scope 3 reporting for SMEs.

4. Social and Workforce Data: Fair Labour in Focus

Labour practices are a major part of CSRD reporting. Large clients must show that their suppliers uphold fair treatment of workers.

Track and disclose:

• Employee numbers, distinguishing permanent and temporary roles.
• Working hours and pay conditions (especially for cleaning or security staff).
• Training and safety measures (e.g. handling chemicals or heavy equipment).
• Gender equality and inclusion initiatives, where relevant. If you need templates, review CSRD workforce reporting for HR managers.

Example: A cleaning SME in Belgium documented staff safety training and improved PPE standards. Their client later cited the company as a model supplier in its CSRD report.

5. Ethical Business Conduct and Compliance

Under ESRS G1 (Business Conduct), clients expect evidence of ethical and transparent operations. Simple documentation can go a long way:

• A short Code of Conduct describing your stance on corruption, fair pay, and supplier ethics.
• GDPR compliance for any staff or client data you handle.
• Confirmation that your subcontractors meet legal labour and environmental standards.

If you already have ISO 9001 (quality) or ISO 14001 (environment) certification, mention it — these align with CSRD principles.

6. How to Report Your Data

You don’t need complex systems. Create a one-page sustainability summary using the VSME Basic Module (the voluntary EU standard for small businesses) and, when needed, graduate to the steps in VSME Basic vs Comprehensive Module. Include:

• Key figures (energy, fuel, waste, workforce).
• Notes on eco-products or certifications.
• A short section on business ethics.

Update this summary once a year, and you’ll have ready-to-use data for tenders, audits, and client requests.

Frequently Asked Questions

Do small facilities suppliers fall under CSRD?

No. Only large and listed companies are directly covered, but SMEs must increasingly provide data to help their clients comply. Being proactive saves time and builds trust.

What’s the easiest environmental metric to start with?

Start by tracking fuel use for vehicles and electricity bills for offices or workshops. These are easy to measure and align with clients’ Scope 3 emission reporting.

How can cleaning or catering companies prove sustainability?

Use eco-certified products, track waste and recycling rates, and ensure safe working conditions. Documenting these steps is usually enough for clients’ value-chain disclosures.

Do we need a sustainability consultant?

Not at first. Most SMEs can create a simple, reliable report using invoices, staff records, and free templates based on the VSME Basic Module.

Key Terms

• CSRD: Corporate Sustainability Reporting Directive — EU regulation for large companies’ sustainability disclosures.
• VSME: Voluntary Sustainability Reporting Standard for SMEs — simplified reporting framework by EFRAG.
• ESRS E5: Standard on resource use and circular economy.
• ESRS S1: Standard on own workforce (employment, health, and safety).
• ESRS G1: Standard on business conduct (ethics, anti-corruption).
• Green Procurement: Purchasing that prioritises environmental and social responsibility.

Conclusion

For office and facilities suppliers, sustainability reporting isn’t about paperwork — it’s about staying competitive in a market driven by responsible procurement. By tracking a few key indicators — energy, materials, workforce, and ethics — your business can meet client expectations, win contracts, and show leadership in the new era of sustainable services.

With clear data and credible practices, your company becomes a trusted part of your clients’ CSRD journey.