Preferred Data Formats for Global Retailer ESG Portals: A Supplier’s Guide

Whether you’re a small business, supplier, or subsidiary selling into large retail groups, ESG data requests have become part of everyday operations. Some organisations report under CSRD directly; others use the VSME standard voluntarily to respond to customer questionnaires and portals.

Either way, the challenge is often not what to report, but how to submit data in the formats global retailers expect. Understanding preferred file types, data structures, and automation options can save significant time and reduce rework across multiple customer platforms.

This guide focuses on the most common ESG portals used by major retailers and explains how to prepare data once and reuse it confidently.

Why Retailers Standardise ESG Data Formats

Large retailers face strict CSRD and ESRS obligations and rely heavily on supplier data to meet Scope 3 and value-chain disclosures. Standardised formats allow them to:

• Compare suppliers consistently
• Validate and audit data more easily
• Import responses directly into reporting systems

For suppliers, this means structured data is increasingly preferred over narrative PDFs or free-text responses. If you want broader context on why these requests are increasing, see CSRD supplier requirements: what small businesses should expect in 2025.

Common ESG Portals Used by Global Retailers

EcoVadis

EcoVadis is widely used across consumer goods and retail supply chains.

Preferred formats:

• Web-based questionnaires (primary)
• PDF uploads for policies and certifications
• Excel templates for quantitative data (energy, emissions, workforce)

Practical tip: EcoVadis favours consistency over perfection. Using the same annual figures across customers reduces clarification requests later.

Sedex (SMETA)

Sedex focuses strongly on social, labour, and ethical data.

Preferred formats:

• Structured online fields
• CSV or Excel uploads for workforce data
• Audit reports in PDF format

Practical tip: Sedex data is often reused by multiple customers. Aligning your internal HR and health & safety records early reduces duplication.

Proprietary Retailer Portals

Many large retailers operate their own ESG or supplier sustainability platforms.

Common characteristics:

• Mandatory Excel or CSV templates
• Fixed column names and units
• Limited tolerance for manual formatting changes

Practical tip: Always keep a “master” version of your ESG dataset and map it to each retailer’s template, rather than rebuilding files from scratch. This approach mirrors good practice described in ESG requirements from retailers: questionnaire examples.

Preferred File Formats (What Works Best)

Retailers rarely accept scanned documents or unstructured text files. Even when PDFs are required, they usually complement structured numeric uploads.

Aligning One Dataset with Multiple Retailers

To reduce effort across platforms, many suppliers align their core dataset with VSME or ESRS logic, even if reporting is voluntary.

Benefits include:

• One consistent source of truth
• Easier updates year-on-year
• Faster responses to new customer portals

If you’re starting from scratch, the VSME structure is often the most practical baseline. See VSME for manufacturing SMEs: simplified sustainability reporting for an example of how smaller organisations structure reusable data.

Automating ESG Data Submissions

Automation does not require enterprise software.

Common approaches include:

• Spreadsheet templates with locked formulas
• CSV exports from accounting or energy tools
• Simple ESG platforms that map data once and export to multiple formats

Automation is especially valuable when retailers request quarterly or semi-annual updates. For a broader view of tooling options, see the tools & software solutions hub.

Data Quality Checks Retailers Expect

Before submission, most portals apply automated checks such as:

• Unit consistency (kWh vs MWh)
• Year-on-year variance thresholds
• Mandatory field completion

Running your own basic checks avoids portal rejections and follow-up emails.

Frequently Asked Questions

Do retailers require the same ESG data formats from all suppliers?

Not exactly. While Excel and CSV are widely accepted, each retailer applies its own templates and validation rules. Maintaining a central dataset and mapping it to each format is usually the most efficient approach.

Can VSME-based data be used in retailer portals?

Yes. Many VSME datapoints align well with retailer ESG requests, particularly for energy, emissions, workforce, and governance. This is one reason suppliers adopt VSME even when CSRD is not mandatory.

Is manual spreadsheet reporting acceptable?

It is acceptable, especially for small and growing businesses. The key expectation is consistency and traceability, not advanced software. Over time, automation mainly saves internal effort rather than improving acceptance rates.

How often should ESG data be updated for retailer portals?

Most retailers expect annual updates, with some requesting interim figures for emissions or workforce changes. Keeping your core dataset current makes these updates straightforward.

Key Terms

• CSRD – Corporate Sustainability Reporting Directive
• VSME – Voluntary Sustainability Reporting Standard for SMEs
• ESRS – European Sustainability Reporting Standards
• Scope 3 – Indirect value-chain emissions
• Supplier portal – Retailer-managed ESG data collection system

Next Steps for Suppliers

Start by identifying which ESG portals your key customers use and list their required formats. Build a single, structured dataset aligned with VSME or ESRS logic, then map it to each portal’s template.

With a clear structure and consistent effort, managing multiple retailer ESG portals becomes predictable and manageable—supporting compliance, customer trust, and long-term supplier relationships.