How to Fill Your Client’s ESG / Sustainability Vendor Form

A Practical 10-Minute Guide for Indian SMEs (No Consultant Needed)

“Sir, customer ne ESG / sustainability form bheja hai… kya karna hota hai?”

This is a very common situation for EHS professionals today.

You are working in a factory or SME.
Your client sends an email with an attachment or a portal link.

The subject line looks like:

• Vendor Sustainability Questionnaire
• ESG Information Required
• Ecovadis / Sedex / Green Vendor Form

Your internal team starts asking:

“Form kab submit hoga?”
“Order release ho jayega na?”

You open the form and suddenly see questions like:

• Scope 1 emissions
• Scope 2 emissions
• Scope 3 emissions
• Carbon footprint
• Social compliance

And the natural reaction is:

“Yeh sab toh large companies ke liye hota hai.
Hum factory level pe yeh kaise calculate karein?”

If you are confused at this stage, you are not alone - and you are not wrong.

Scope 1, Scope 2 and Scope 3 definitions

First thing to understand: these forms are not ESG exams

Most EHS professionals panic because they assume:

• ESG forms = Net Zero planning
• Sustainability = international reporting
• One wrong answer = client rejection

For most Indian SMEs, this is not the reality.

In practice, vendor sustainability / ESG forms are mainly:

• Basic risk-screening tools
• Supplier due-diligence checks
• A way for large companies to satisfy their own audit requirements

They are not expecting SME-level factories to produce perfect ESG reports.

What they usually expect is:

• Honest, reasonable information
• Basic understanding of environmental impact
• No obvious red flags

Once this is clear, the pressure reduces immediately.

ESG, Ecovadis, Sedex, CDP – different names, same work for SMEs

Sometimes the client portal times out or rejects uploads-keep your files under 2–5 MB and rename them clearly (ElectricityBills_FY25.pdf).

On the ground, EHS professionals hear different terms:

• “Ecovadis fill karna hai”
• “Sedex SMETA ka questionnaire aaya hai”
• “Customer portal pe sustainability data daalna hai”

Important point to remember:

Whether the client sends an Excel sheet,
or asks you to upload data on Ecovadis, Sedex (SMETA), CDP,
or their internal vendor portal -
the core information expected from SMEs is largely the same.

The platform changes.
The format changes.
But the logic does not change.

That is why this guide focuses on what to fill and how, not on any one portal.

What vendor sustainability forms usually check (for Indian SMEs)

If you break these forms down, most of them focus on just four things:

1. Basic environmental numbers

Mainly:

• Fuel usage (diesel)
• Electricity consumption

2. A response to Scope 3

Even if the answer is:

• “Not Applicable”
• Or “Data not available at SME level”

3. Social compliance declarations

Such as:

• Minimum wages
• No child labour
• Statutory compliance

4. Supporting documents

Uploads like:

• Bills
• Licences
• Declarations

You usually do not need:

• Advanced carbon accounting tools
• ESG consultants
• International certifications

You mostly need:

• Information you already have
• Clear understanding of what is acceptable
• Consistency in answers

• Don’t forget your other bills: Water & Waste (Most forms ask this too)

• Many vendor ESG forms don’t stop at carbon. They also ask:
• Water consumption (KL/year)
• Waste generation (Hazardous + Non-hazardous, usually in MT/year)
• You don’t need a fancy system for this. You just need your existing bills + records.
• A) Water (KL/year) – where to take from
  Use any ONE source consistently:
• MIDC / Municipal water bills (best)
• Borewell abstraction / tanker inward register (if applicable)
• Water meter reading summary (if you maintain)
• What to fill: Total KL for last FY or last 12 months (same period as electricity/diesel).
• B) Waste (MT/year) – the most accepted SME method
  For Hazardous Waste:
• Use Form 3 / inventory and your Form 10 manifests (dispatch records)
• Sum the annual quantity waste category-wise (e.g., used oil, sludge etc.)
• For Non-hazardous waste:
• Use scrap sale records / housekeeping records / vendor bills
• Even a simple annual estimate is acceptable if supported by basic records
• One-line methodology you can write in forms:

Water consumption is based on annual utility bills/meter totals. Waste quantities are based on annual dispatch/records including hazardous waste manifests.

Learn How EHSSaral can help industries, environmental consultants and ESG consultants to get structured data and fast-track esg reporting

Why these forms feel difficult for EHS professionals

From practical factory experience, the difficulty is not compliance - it is communication.

Common reasons SMEs struggle:

• ESG language feels too corporate
• Forms are written for large companies, not factories
• Nobody clearly says what level is “good enough”
• Fear of giving a “wrong” or “incomplete” answer

This guide is written to remove exactly this confusion.

What this guide will help you do

This is not a theory article.

In the next sections, you will learn:

• How to calculate Scope 1 and Scope 2 emissions using:
  • Electricity bills
• Diesel purchase records
• What to safely write for Scope 3
• How to answer Social (S) questions using simple declarations
• What documents to keep ready before clicking Submit
• Common mistakes EHS professionals should avoid

All explanations are:

• Practical
• India-specific
• Suitable for junior and mid-level EHS officers

Important boundary (please read once)

This guide:

• ✔ Helps you fill vendor ESG / sustainability forms
• ✔ Is suitable for customer disclosure
• ✔ Matches realistic SME expectations different from large industries

This guide does not:

• ❌ Create a Net Zero strategy
• ❌ Replace a statutory carbon audit
• ❌ Generate ESG ratings

And for most Indian SMEs, that is completely acceptable.

Scope 1 and Scope 2: The Only Numbers Most SMEs Actually Need

When you open a vendor ESG or sustainability form, this is the section that creates maximum confusion.

But for most Indian SMEs, Scope 1 and Scope 2 are much simpler than they sound.

Let’s remove the jargon and look at this the way a factory actually operates.

What is Scope 1 (in simple factory language)

Scope 1 = Fuel you burn inside your factory boundary

If fuel is purchased by your company and burned by your equipment, it usually comes under Scope 1.

For most SMEs, this means:

• Diesel used in DG sets
• Diesel used in forklifts or internal vehicles
• Furnace or boiler fuel (if applicable)

If you already track diesel for:

• DG running hours
• Fuel purchase invoices
  then you already have Scope 1 data.

No new system is required.

Note: The formula below covers the most common energy sources (Diesel & Electricity). If you use Coal, PNG, or Briquettes for your boiler, the multiplication factor changes slightly, but the logic remains the same.

What is Scope 2 (again, very simple)

Scope 2 = Electricity you buy from the grid

If you receive an electricity bill from:

• MSEDCL
• Torrent
• BESCOM
• Any DISCOM

Then that electricity consumption is your Scope 2 emission source.

It does not matter whether:

• Power cuts are frequent
• Voltage fluctuates
• You are a small consumer

If you consume electricity, Scope 2 applies.

What is NOT Scope 1 or Scope 2 (important clarity)

The following usually do not come under Scope 1 or 2 for SMEs:

• Transport arranged by customers
• Raw material supplier emissions
• Courier or third-party logistics emissions

These usually fall under Scope 3, which we will handle separately.

For now, focus only on:

• Diesel you burn
• Electricity you consume

Where to find the numbers (no new data needed)

Before calculating anything, collect these two things:

For Scope 1 (Diesel)

• Diesel purchase invoices, or
• DG logbook summary (monthly or yearly)

If DG logbook is missing, use diesel invoices as primary evidence.

You can take:

• Last 12 months data
  OR
• Last financial year data

Be consistent. Consistency matters more than perfection.

For Scope 2 (Electricity)

• Electricity bills (monthly)
• Units are already mentioned as:
  • kWh
  • Units

Just add up the total units for the selected period.

Most EHS professionals already do this for:

• Energy tracking
• Cost reviews

The 5-Minute “Napkin Calculator” for SMEs

Now comes the most important part.

Most vendor forms do not require complex carbon accounting.
They accept reasonable estimation based on standard emission factors.

Use this simple formula:

(Diesel consumed in litres × 2.68) + (Electricity consumed in units × 0.82) = Approximate CO₂ emissions (in kg)

For most vendor forms, this simple estimation is enough.

Example (typical SME scenario)

Let’s say your factory data for one year is:

• Diesel consumption: 4,000 litres
• Electricity consumption: 1,20,000 units

Step 1: Diesel emissions (Scope 1)

4,000 × 2.68 = 10,720 kg CO₂

Step 2: Electricity emissions (Scope 2)

1,20,000 × 0.82 = 98,400 kg CO₂

Step 3: Total emissions (Scope 1 + 2)

10,720 + 98,400 = 1,09,120 kg CO₂

This is the number you usually mention in:

• ESG forms
• Sustainability questionnaires
• Vendor portals
• This is usually acceptable for vendor questionnaires.

Why these numbers are accepted by clients

Many EHS professionals worry:

“Client reject toh nahi karega?”

Here is the reality:

• Large companies know SMEs don’t have perfect data
• They look for:
  • Logical calculation
  • Standard factors
  • Honest disclosure
• They compare year-on-year, not against MNCs

Using standard factors with clear explanation is better than guessing or hiding data.

About the electricity factor (0.82) – a small technical note

You may read online that:

• India’s grid emission factor changes every year
• It may be slightly lower in recent data

That is correct.

However:

• 0.82 kg CO₂/unit is a widely accepted, conservative rule-of-thumb
• It is safe for vendor disclosure
• Exact state-wise factors are not required for most SME forms

Using 0.82:

• Will not get your form rejected
• Will not be questioned at SME level

If a client specifically asks for a different factor, you can always clarify later.

Optional accuracy note (only if a client asks)

0.82 kg CO₂/unit is a conservative, commonly accepted average used for quick vendor disclosures.

If a client demands precision (rare for SMEs), you can refer to the latest CEA CO₂ Baseline Database for the Indian power sector and use the updated grid emission factor for that year.

But for most vendor questionnaires: 0.82 with clear explanation is accepted.

Very important: do not overthink accuracy

For vendor ESG forms:

• ±10–15% variation is usually acceptable
• Consistency matters more than precision
• Using the same method every year is critical

Do not:

• Change formulas every year
• Use random online calculators
• Mix different units

Use one method consistently so your year-on-year numbers don’t look random.

What to write in the form (practical tip)

When the form asks:

“Please explain the methodology used”

If your client asks for ‘methodology’, one line explanation is enough-don’t paste definitions.

You can safely write something like:

“Scope 1 and Scope 2 emissions have been estimated based on annual diesel consumption and electricity usage using standard emission factors suitable for SME-level disclosure.”

The “Upload” Button Reality: What Proof Clients Actually Expect

After you calculate the numbers, most ESG / sustainability forms ask one more thing:

“Please upload supporting documents.”

This is where many EHS professionals panic again.

Let’s be very clear:
Clients are not expecting a carbon audit report from SMEs.
They want basic evidence that your numbers are not imaginary.

What documents you should keep ready (simple checklist)

Before you click “Submit”, keep a small folder ready (digital or physical) with the following:

For Scope 1 (Diesel)

• Diesel purchase invoices or
• DG set diesel logbook (monthly summary is enough)

You do not need:

• Equipment-wise fuel breakup
• Hour-by-hour DG logs

For Scope 2 (Electricity)

• Electricity bills for the selected period (usually last 12 months)

You do not need:

• Meter calibration certificates
• Energy audit reports

For Water

• MIDC/Municipal water bills (12 months) OR meter summary

For Waste

• Hazardous waste: Form 10 manifests / annual summary
• Non-hazardous: scrap sale invoices / waste vendor bills

For Social proofs

• Salary sheet / PF challan / ESIC challan (latest)
• Attendance summary / overtime record (if asked)

Other commonly asked uploads

Depending on the client, they may also ask for:

• Factory License copy
• Fire NOC
• Pollution Control Board Consent
• Self-declaration on labour compliance

These are standard documents most factories already have.

A practical tip for EHS professionals

It helps to keep one folder for these documents something like:

“Vendor Sustainability Documents – 2024–25”

Keep:

• Electricity bills
• Diesel records
• Licences
• Declarations

This will save you time when:

• Another client sends a similar form
• The same client asks again next year

When this is ready, your next vendor form becomes a 10-minute job.

If electricity bill is in landlord’s name (rented unit), mention it in comments and use the same bills.
If diesel invoices are with purchase team (or in WhatsApp photos), that’s fine-just total them month-wise.

Now the biggest confusion: Scope 3

After Scope 1 and 2, almost every form has a section called:

• Scope 3 emissions
• Indirect emissions
• Value chain emissions

And most EHS professionals honestly don’t know what to do here.

Most SMEs don’t track Scope 3 data today - and clients know that.

What Scope 3 actually means (without theory)

Scope 3 includes emissions that you do not directly control, such as:

• Supplier manufacturing emissions
• Third-party transport
• Customer usage of your product
• Employee commuting

For large companies, this is important.
For SMEs, this data is usually:

• Not available
• Not tracked
• Not realistically calculable

Clients know this.

Can SMEs write “Not Applicable” for Scope 3?

In most vendor ESG forms, yes - if written correctly.

SMEs are generally:

• Not mandated to calculate full Scope 3
• Not expected to run value-chain carbon studies

What matters is how you explain it.

Pro Tip: Scope 3 is not always “N/A” (logistics is the common exception)

Many SMEs mark Scope 3 as “Not Applicable” and it works.

But some mature clients may ask a follow-up if your company handles logistics.

Use this simple rule:

• If you own/operate your own delivery vehicles (your trucks): the fuel is Scope 1 (because you burn the fuel).
• If you hire a transporter / courier / 3rd-party logistics: the transport emissions are usually Scope 3 (because it’s outsourced).

What to write (SME-safe, future-proof):
“Scope 3 is currently not fully quantified. Outbound logistics is managed via third-party transporters; emissions data is not available at present.”

If your form forces a checkbox, choose:

• “Data not available” / “In progress” (better than “N/A”) where available.

Safe and acceptable ways to answer Scope 3

If the form allows free text, you can write something like:

Scope 3 emissions are not fully quantified due to limited data availability at SME level. The organization currently reports Scope 1 (onsite fuel) and Scope 2 (purchased electricity). Where logistics is outsourced to third-party transporters, emissions data is not available at present; Scope 3 applicability will be reviewed as data systems mature.

This shows:

• Awareness
• Honesty
• No false commitments

If the form has dropdown options

Choose:

• “Not Applicable”
  or
• “Data not available”

If required, add a short justification in comments.

What NOT to do for Scope 3 (very important)

Do not:

• Guess numbers
• Copy Scope 3 values from Google
• Use random online calculators
• Claim “zero Scope 3 emissions”

These mistakes can:

• Create credibility issues
• Cause problems in future audits
• Trap you in commitments you cannot maintain

Remember:

It is safer to say “not available”
than to say something incorrect.

Why clients usually accept this from SMEs

Large companies understand that:

• SMEs operate with limited data systems
• Scope 3 is complex even for corporates
• Their primary concern is major risk exposure, not perfect numbers

What they look for is:

• Transparency
• Logical responses
• Consistency year-on-year

One more practical reality (from experience)

Many vendor forms are copied from corporate templates.

That means:

• Some questions are not relevant for SMEs
• Some sections are included “just in case”

As an EHS professional, your job is not to overperform -
it is to respond responsibly.

The “Social” Section: How SMEs Should Answer It Calmly

After Environment (E), most vendor forms move to Social (S) questions.

This section usually looks scary, but in reality, it is much simpler than it appears.

Most SMEs already comply with these requirements - they just don’t know how to write it properly.

What the Social section usually asks

Common questions include:

• Do you comply with minimum wages?
• Is child labour strictly prohibited?
• Are statutory labour laws followed?
• Are health and safety practices in place?

These are basic compliance confirmations, not audits.

How to answer Social questions (safe SME approach)

If the form allows text responses, simple and honest wording is best.

Example: Minimum wages

You can write:

“The organization complies with applicable minimum wage requirements as per local labour laws.”

Example: Child labour

You can write:

“The organization strictly prohibits child labour and follows applicable labour laws.”

Example: Health & safety

You can write:

“Basic occupational health and safety practices are implemented at the workplace in line with statutory requirements.”

This level of response is:

• Honest
• Acceptable
• Non-risky

Avoid:

• Big promises
• Corporate buzzwords
• Targets you cannot track

When self-declarations are required

Some forms ask you to:

• Upload a declaration
• Tick a checkbox confirming compliance

In such cases:

• Use simple self-declaration
• Sign on company letterhead if required
• Do not over-draft legal language

Clients are looking for intent and compliance, not legal perfection.

Reality check: Many portals ask proof uploads immediately (keep these ready)

Declarations help you tick “Yes”, but many portals (Sedex/SMETA style) often ask for proof uploads.

Here are practical proofs you can keep ready (even as PDFs/screenshots):

Minimum wages / salary payment

• Latest salary sheet OR bank transfer proof (summary)
• PF/ESIC challans (latest)

No child labour

• Age proof process: sample KYC record format (Aadhaar/PAN)
• HR policy / undertaking (simple 1-page)

Working hours / overtime

• Attendance register summary OR payroll overtime summary

Health & Safety

• Safety training record (one-page register)
• Fire extinguisher inspection checklist (latest)
• Accident/near-miss register (even if “Nil”)

Governance / ethics (if asked)

• Simple Code of Conduct / Anti-bribery declaration (1 page)
• POSH policy (if applicable to your headcount/location)

Pro tip: Rename files clearly for portal uploads:
“PFChallan_Oct2025.pdf”, “SalarySheet_Nov2025.pdf”, “FireNOC_ValidTill2027.pdf”

Common mistakes that cause trouble later

From real vendor interactions, these are mistakes EHS professionals should avoid:

1. Writing “zero emissions” to look good

If you consume electricity or diesel, emissions are never zero.

2. Copy-pasting ESG definitions from the internet

This creates confusion and raises unnecessary questions.

3. Overcommitting to future targets

Avoid statements like:

• “We will become carbon neutral by 2026”
• “We will reduce emissions by 50%”

Unless management has approved and planned this, do not promise it.

4. Changing calculation methods every year

Clients track:

• Year-on-year numbers
• Consistency

Changing formulas creates red flags.

A small but important future-proofing tip

Many EHS professionals focus only on getting approval today.

But remember:

• Clients may ask again next year
• They may compare numbers
• They may ask for improvement plans later

So:

• Don’t underreport to look good
• Don’t exaggerate reductions
• Don’t hide real consumption

Honest numbers today give you flexibility tomorrow.

What this guide does NOT do (reconfirming boundaries)

This guide helps you:

• Fill vendor ESG / sustainability forms
• Respond confidently to client questionnaires
• Avoid common SME-level mistakes

This guide does not:

• Replace ESG consultants for large corporates
• Create Net Zero strategies
• Fulfil statutory carbon audit requirements

And that is perfectly fine for most Indian SMEs.

Final reassurance for EHS professionals

If you remember just three things, remember these:

1. Vendor ESG forms are screening tools, not exams
2. Honest, simple answers are better than complex guesses
3. Consistency matters more than perfection

You do not need to fear these forms.
You just need to understand what is being asked.

Once you do that, filling them becomes routine - not stressful.

Frequently Asked Questions (FAQs)

1. Is ESG or sustainability reporting mandatory for Indian SMEs?

No.
For most Indian SMEs, ESG reporting is not legally mandatory.
However, customers and large corporates may require ESG or sustainability information as part of vendor onboarding or renewal.

2. Will my client reject the form if my emissions numbers are approximate?

In most cases, no.

Clients understand that SMEs:

• Do not have advanced carbon accounting systems
• Use estimation methods

What they expect is:

• Logical calculation
• Standard emission factors
• Honest disclosure

Approximate numbers are acceptable if they are consistent and explained clearly.

3. Can I use last year’s electricity and diesel data?

Yes.

Most vendor forms accept:

• Last financial year data
  or
• Last 12 months data

Important:

• Use the same time period for electricity and diesel
• Use the same method every year

Consistency matters more than the exact year.

4. What if my factory does not use diesel at all?

Then your Scope 1 emissions may be zero or very low.

In that case:

• Mention electricity consumption under Scope 2
• Clearly state that no diesel or fuel is used onsite

Zero Scope 1 is acceptable only if it is true.

5. Is it compulsory to calculate Scope 3 emissions for SMEs?

In most vendor sustainability forms, no.

SMEs are generally allowed to:

• Mark Scope 3 as “Not Applicable”
  or
• State “Data not available at SME level”

What is important:

• Do not guess
• Do not copy random numbers
• Add a short justification if required

6. What if the form forces me to enter a number for Scope 3?

If the form does not allow “Not Applicable”:

• Choose the closest available option
• Add a clarification in the comments section
• Mention that Scope 3 data is currently not tracked

Never enter guessed values just to complete the form.

7. Do I need a consultant to fill Ecovadis or Sedex forms?

For basic SME-level submissions, usually no.

Most SMEs can complete:

• Environmental data
• Social declarations
• Basic uploads

without a consultant, as long as they understand:

• What is expected
• What level of detail is sufficient

Consultants are usually needed only for advanced ratings or large enterprises.

8. What documents should I always keep ready for vendor ESG forms?

At minimum:

• Electricity bills (12 months)
• Diesel purchase records (if applicable)
• Factory licence
• Fire NOC
• Pollution Control Board consent
• Simple self-declarations (labour compliance)

Keeping these ready saves time and avoids last-minute panic.

9. Will giving higher emissions numbers affect my business negatively?

Usually, no.

Clients look for:

• Transparency
• Improvement over time
• No hidden risks

Claiming unrealistically low numbers can create future credibility issues.
Honest data is safer in the long run.

10. How often do clients ask for these ESG forms?

Increasingly:

• During new vendor onboarding
• During annual vendor renewal
• When clients face audits themselves

This is becoming a routine compliance activity, not a one-time event.