Low-Carbon IT Procurement Requirements: A Supplier’s Guide
Whether you supply IT equipment, managed services, or infrastructure support, low-carbon procurement is becoming a standard requirement from corporate buyers. Some of your customers report under CSRD directly; others apply similar criteria voluntarily across their value chains.
Either way, buyers increasingly expect clear, credible evidence that IT products and services are energy-efficient, responsibly sourced, and aligned with circular economy principles. This guide explains what IT suppliers are typically asked for, and how to respond proportionately without enterprise-level systems.
Why Low-Carbon Procurement Matters Under CSRD
Under CSRD, large companies must understand and manage climate impacts across their value chains, including purchased goods and services. IT is a priority area because:
- Hardware manufacturing is carbon-intensive
- Data centres and devices consume ongoing energy
- Refresh cycles create significant e-waste
As a result, procurement teams increasingly include low-carbon criteria in RFPs, renewals, and supplier onboarding. Many suppliers first encounter these expectations through customer questionnaires, as outlined in CSRD supplier requirements: what small businesses should expect in 2025.
Typical Low-Carbon Criteria Buyers Apply to IT Suppliers
Product Carbon Footprints (PCFs)
Buyers may ask for:
- Product-level carbon footprints (where available)
- High-level lifecycle stages covered (manufacturing, transport, use, end-of-life)
- Methodology or standard used
You are not always expected to provide a full, verified PCF. For many suppliers, acceptable responses include:
- Manufacturer-provided footprint data
- Industry averages with clear assumptions
- A statement explaining why product-level data is not yet available
Transparency matters more than completeness.
Energy-Efficient Hardware and Services
Energy efficiency is often assessed through:
- Device energy ratings or certifications
- Server or infrastructure efficiency claims
- Power management or optimisation features
Good practice is to document:
- Which standards or labels apply
- Which product lines are covered
- Any limitations or exclusions
This information often feeds into broader energy and emissions disclosures, as described in the energy & GHG emissions topic hub.
Circular Economy Practices Buyers Expect to See
Refurbishment and Reuse
Circular IT practices are increasingly valued, especially in EU procurement.
Examples include:
- Refurbished or remanufactured equipment offerings
- Extended product lifespans through upgrades
- Repair services or spare-parts availability
Even if refurbishment is offered through partners, suppliers should explain:
- Which products are eligible
- How quality and data security are managed
Take-Back and End-of-Life Management
Buyers may ask how equipment is handled at end of life.
Proportionate disclosures include:
- Participation in take-back schemes
- Compliance with WEEE or national e-waste rules
- Partnerships with certified recyclers
If no formal programme exists, stating this clearly and outlining future intentions is acceptable under CSRD.
Value-Chain Workers and Responsible Practices
Low-carbon procurement is often linked with social and governance expectations.
Typical questions cover:
- Working conditions in manufacturing or assembly
- Supplier codes of conduct
- Health and safety practices
IT suppliers are not expected to audit entire global supply chains, but they should be able to explain:
- What standards are required of direct suppliers
- How risks are identified and addressed
This aligns with broader value-chain expectations under CSRD and VSME.
Providing Sustainability Documentation to Corporate Buyers
Most buyers expect clear, reusable documentation, not bespoke reports each time.
Common documents include:
- A short sustainability or ESG overview
- Product specification sheets with energy or footprint data
- Statements on circular economy and take-back practices
Keeping these documents up to date annually reduces repeated effort and improves procurement outcomes.
Aligning with CSRD or VSME Without Over-Engineering
Most IT suppliers are not required to report under CSRD themselves. However, aligning responses with CSRD or VSME language helps buyers integrate your data.
Practical alignment includes:
- Using consistent terms (energy, lifecycle, circularity)
- Explaining assumptions clearly
- Stating what is out of scope
A broader explanation of this approach is available in CSRD for SMEs: the complete 2025 guide.
Frequently Asked Questions
Do we need verified product carbon footprints?
Not always. Many buyers accept estimates or manufacturer data, provided methods and limitations are explained transparently.
Are refurbished products viewed positively in procurement?
Yes. Refurbishment and reuse are often seen as strong circular economy measures, especially for EU buyers with waste reduction targets.
How detailed do take-back schemes need to be?
Basic clarity is usually sufficient: what products are covered, how they are collected, and who handles recycling. Volumes can be added over time.
Can small IT suppliers manage this without consultants?
Yes. Most suppliers manage low-carbon procurement responses using internal documentation and spreadsheets. Consistency and honesty matter more than complexity.
Key Terms
- CSRD – Corporate Sustainability Reporting Directive
- Low-carbon procurement – Purchasing practices that prioritise reduced emissions
- Product carbon footprint – Emissions associated with a product’s lifecycle
- Circular economy – Reuse, repair, refurbishment, and recycling
- Value-chain workers – People involved in producing supplied goods or services
Next Steps for IT Suppliers
Start by listing your main products and services and identifying what low-carbon information already exists. Gather energy ratings, manufacturer data, and details of any circular practices. Then create a small, standardised documentation pack aligned with CSRD language.
With a structured and proportionate approach, low-carbon procurement requirements become a commercial opportunity—supporting stronger customer relationships and long-term supplier credibility across the EU.