A first response you can adapt
Acknowledge the request and ask about anything unclear. Replace the bracketed details below, including the proposed report and date, with what your company can offer.
Thank you for your sustainability information request. We are gathering information for [company], covering [start date] to [end date].
Would a VSME Basic report cover the information you need, or are there specific questions we should answer separately? Please also confirm whether you would like a PDF or need us to use your questionnaire or portal.
We expect to respond by [date]. We will let you know if we need more time to obtain any of the records.
A VSME report brings company sustainability information into a common structure. If the term is new to you, the completed example shows what you could send.
Agree what you need to provide
Read the whole request and check these four things before asking colleagues for figures:
- Company, sites and dates. Does the request cover your whole business, one site or a product you supply? Which year should you use?
- Questions to answer. Will a VSME Basic report cover them? If they ask for Comprehensive reporting, use the module comparison to see the extra information involved.
- How to submit. Should you email a report, complete a form or enter answers in a portal?
- Supporting records. Do they need the figures alone or documents such as certificates and policies?
Agree a realistic deadline with the people who have the records. Finding a missing invoice may take longer than entering the final answer.
Match the question to information you already have
The wording may be unfamiliar even when the underlying records are familiar. Here are examples of company-level questions and where to start:
Scroll sideways to see where each answer appears in a Basic report.
| They ask about | Where to look | In a Basic report |
|---|---|---|
| “How much energy did you use?” | Electricity and fuel bills for the requested sites and year. | Energy use. Emissions calculations use these quantities as a starting point. |
| “How many employees do you have?” | Payroll, using the requested date and method of counting. | Company details and employee breakdowns. |
| “How do you handle waste?” | Waste collection statements and the person managing the site. | Waste quantities and descriptions of reuse or recycling practices. |
| “Do you have sustainability policies?” | Approved policies and management records. | Existing practices, policies and planned activities. |
Keep the customer’s original question beside your answer while you work. The preparation checklist has more record examples and a message you can send to colleagues.
What if you cannot answer a question yet?
Identify the missing record and who might have it. For a shared office, that may be the landlord; for waste quantities, the collection company. Tell your recipient what is still being checked and when you expect an answer.
Use zero only when you have established there was none. If you estimate a figure, explain how you worked it out. If a policy is still being drafted, describe its current status.
Some requests need additional work. A product carbon footprint or a full assessment of supply-chain emissions goes beyond this tool’s Basic questionnaire. Agree how those questions will be answered rather than assuming the company report includes them.
The VSME recommendation sets out a common structure for responding to business partners’ information needs. The steps and sample messages here are practical guidance from VSME Reporting.
Prepare the report your recipient needs.
Answer questions about your company and download a VSME Basic Module report to share with banks and customers. You can start with what you know and return as you gather the remaining information.
Start your reportFree during early access. No account needed.