CSRD Supplier Questionnaire Template: What to Ask
Introduction
As CSRD reporting becomes the new standard, many SMEs are discovering that the hardest part isn’t internal data — it’s getting accurate information from suppliers. Whether you’re reporting for your own compliance or supporting a larger client, a structured supplier questionnaire saves time, reduces confusion, and improves data quality.
This guide provides a ready-to-use questionnaire framework aligned with the VSME Standard and ESRS, so you can request only what’s necessary while keeping suppliers engaged and cooperative.
Read the practical guide to requesting CSRD data from suppliers →
Why Use a Standardised Supplier Questionnaire
A clear and consistent questionnaire helps both sides:
- Suppliers understand exactly what’s being asked, without jargon.
- Your team gets comparable, CSRD-ready data for Scope 3 reporting.
- Auditors and clients can see traceable evidence of due diligence.
Using the VSME Basic Module (B1–B11) as your structure ensures your requests align with EU expectations and match the same indicators large undertakings will use in their own reports.
Learn more about the VSME Standard →
CSRD Supplier Questionnaire Template
Below is a simplified version of a CSRD supplier questionnaire designed for SMEs. You can adapt it to your sector and risk profile.
1. General Information
| Question | Purpose |
|---|---|
| What is your company’s legal name and country of operation? | Identify reporting boundaries |
| How many employees do you have (full-time equivalents)? | Understand workforce size |
| What are your main activities (NACE code if known)? | Clarify sectoral relevance |
Tip: Always include your own company name and reporting year at the top of the form — it makes follow-up easier.
2. Environmental Data (VSME B3–B7)
| Topic | Example Questions | Notes |
|---|---|---|
| Energy and GHG | What was your total electricity and fuel consumption last year? (in kWh or litres) Have you measured or estimated your greenhouse gas emissions (Scope 1 and 2)? | Encourage estimates if exact data isn’t available. |
| Water | How much water did you use during the last financial year (m³)? | Only ask if water use is material. |
| Waste and Circularity | How much waste did you generate (tonnes)? What percentage was recycled or reused? | Reuse data from waste invoices or recycling partners. |
| Pollution | Do you report any air, water, or soil pollutants to national authorities? | Only relevant for manufacturing or logistics sectors. |
3. Social Data (VSME B8–B10)
| Topic | Example Questions | Notes |
|---|---|---|
| Workforce | How many permanent and temporary employees do you have? | Request average numbers for the year. |
| Health & Safety | How many workplace incidents were recorded last year? | Use national reporting definitions. |
| Diversity & Training | Do you track gender balance or provide sustainability training? | Optional but increasingly requested. |
4. Governance (VSME B11)
| Question | Purpose |
|---|---|
| Have you had any convictions or fines for corruption or bribery in the past 3 years? | Mandatory under governance disclosures. |
| Do you have a written code of conduct or ethics policy? | Indicates proactive governance practices. |
5. Additional Information
- Are you already using environmental or social certifications (ISO 14001, EcoVadis, etc.)?
- Are you preparing your own sustainability or VSME report?
- Would you like to receive support in calculating GHG emissions or completing this questionnaire?
Offering optional support or templates can greatly increase your response rate and build stronger supplier partnerships.
See how SMEs manage data collection efficiently →
How to Distribute and Collect Responses
- Digital forms: Use Excel, Google Forms, or a sustainability tool to track submissions.
- Clear deadlines: Provide 2–3 weeks for suppliers to respond.
- Automated reminders: Schedule polite follow-ups before the deadline.
- Central storage: Save all responses and metadata (date, version, contact person) in a shared drive.
A well-organised process demonstrates due diligence and simplifies future reporting cycles.
Frequently Asked Questions
Do all suppliers need to complete this questionnaire?
Not necessarily. Focus on suppliers that represent significant environmental or social impact — for instance, those providing materials, transport, or energy. For low-impact services (e.g. office cleaning), a shorter version may be enough.
Can I make the questionnaire sector-specific?
Yes. Tailor your questions to key sustainability topics in your sector. For example, manufacturing suppliers may add waste and emissions data, while IT service providers can focus on workforce and energy use.
See industry-specific guidance →
How should I handle incomplete or poor-quality responses?
Record what was missing and note whether it was due to lack of data or unwillingness to share. You can use estimates based on similar suppliers or past data but always disclose the limitation in your CSRD report.
Learn how to handle missing Scope 3 data →
Can this questionnaire double as a VSME sustainability report?
Yes, if the supplier fills in all sections (B1–B11) correctly. Many SMEs now use this dual-purpose format — one document serves both as client data response and internal sustainability record.
Learn how to use the VSME Basic Module →
Key Terms
- Supplier Questionnaire: A structured set of questions to collect sustainability data from supply chain partners.
- VSME Standard: Voluntary EU framework for SMEs to report sustainability data in a simplified, CSRD-aligned way.
- Scope 3 Data: Indirect emissions and impacts in a company’s value chain.
- Due Diligence: Process of assessing and managing sustainability risks in supplier relationships.
- Data Collection: The process of gathering, verifying, and storing sustainability information for reporting.
Conclusion
A CSRD-aligned supplier questionnaire transforms compliance into collaboration. By using the VSME structure and focusing on relevant, proportionate data, SMEs can meet customer requirements and strengthen their sustainability reputation. Start simple, collect consistently, and refine each year — your suppliers will appreciate clarity, and your reporting will become smoother over time.
To help you identify what data to request from suppliers, use our checklist generator:
Generate Your Supplier Data Collection Checklist
Company Profile
Tell us about your company so we can customize your data collection checklist.
Select your primary business activity
Number of employees
How many locations does your company operate?
Where are you in your CSRD reporting journey?
This tool will help you create a structured checklist of data points to request from your suppliers, ensuring you cover all necessary areas for Scope 3 reporting.