Sustainability Questionnaire Questions Buyers Actually Ask

After reviewing hundreds of supplier sustainability questionnaires sent to UK SMEs, the same questions appear over and over. The wording varies -- every buyer phrases things slightly differently -- but the underlying data requests are remarkably consistent. Thirty sustainability questionnaire questions cover approximately 80% of what you will be asked.

This reference lists those 30 questions, grouped across five categories, with guidance on what a strong answer looks like versus a weak one. Bookmark it. When the next questionnaire arrives, you will recognise almost everything on it.

For a walkthrough of the full response process, see the step-by-step guide to responding to supplier ESG questionnaires. For a structured starter template, use our free ESG response template generator.

Environment (Questions 1-8)

1. Do you have a written environmental policy?

Strong: "Yes. Our environmental policy was last reviewed in January 2026 and is approved by [named director]. It covers energy management, waste reduction, emissions monitoring, and supplier environmental expectations. See attached." Weak: "We care about the environment and try to reduce our impact."

The difference is specificity and evidence. Name the policy, state when it was reviewed, and attach it.

2. Do you hold ISO 14001 certification or operate an environmental management system?

Strong: "We are ISO 14001:2026 certified. Certificate number [X], issued by [certification body], valid until [date]. See attached." (ISO 14001:2026 was published in April 2026 and supersedes the 2015 edition; certificates issued to ISO 14001:2015 must transition within the 36-month transition period — state the edition your certificate actually carries.) Or if uncertified: "We do not hold ISO 14001 but operate an environmental management system that includes quarterly energy reviews, waste audits, and annual policy review. We are evaluating formal certification for 2027." Weak: "No."

If you do not have the certification, describe what you do have. A bare "no" scores zero. A description of equivalent practices scores partial credit.

3. Report your Scope 1 and Scope 2 greenhouse gas emissions for the most recent reporting period.

Strong: "FY2024/25: Scope 1 emissions were 35.7 tCO2e (natural gas heating: 15.6 tCO2e; company vehicles: 20.1 tCO2e). Scope 2 emissions were 24.8 tCO2e (purchased electricity, location-based). Total: 60.5 tCO2e. Calculated using DEFRA 2025 conversion factors, operational control boundary. Supporting calculation attached." Weak: "We don't measure emissions" or "Approximately 100 tonnes."

Provide the methodology, the reporting period, and the breakdown. Unsupported round numbers undermine credibility.

4. What is your total annual energy consumption?

Strong: "FY2024/25 total energy consumption: 205,000 kWh. Breakdown: electricity 120,000 kWh, natural gas 85,000 kWh. Source: utility billing data." Weak: "We use a reasonable amount of energy for a business our size."

Buyers want numbers in kWh. Pull them from your utility bills.

5. Do you have a greenhouse gas emissions reduction target?

Strong: "We aim to reduce combined Scope 1 and 2 emissions by 30% by 2030 from a FY2022/23 baseline of 74 tCO2e. Progress to date: 18% reduction achieved through fleet electrification and renewable electricity tariff." Weak: "We are committed to reducing emissions."

A target needs a baseline year, a target year, and a percentage. Progress data shows you are tracking it.

6. How do you manage waste and what is your recycling rate?

Strong: "In FY2024/25 we generated 12.3 tonnes of waste, of which 8.9 tonnes (72%) was recycled or recovered. We operate segregated waste streams for paper/card, plastics, metals, and WEEE. Waste transfer notes available on request." Weak: "We recycle where possible."

Quantify. Tonnes of waste, percentage recycled, waste streams separated.

7. Do you use renewable energy?

Strong: "100% of our purchased electricity is supplied on a REGO-backed renewable tariff from [supplier], contract effective since April 2024. Gas heating remains fossil-fuelled; we are evaluating heat pump options for 2027." Weak: "Yes, we have a green energy tariff."

Name the tariff type (REGO-backed matters), the supplier, and the date. Acknowledge areas not yet addressed.

8. How do you manage water consumption?

Strong: "Annual water consumption: 850 m3 (metered). We operate low-flow fixtures and monitor consumption quarterly. Water is sourced from mains supply only; we generate no trade effluent." Weak: "We try to conserve water."

For office-based businesses, water is often a low-risk area. A brief, factual answer with metered data is sufficient.

Social (Questions 9-16)

9. Describe your health and safety management approach.

Strong: "Our H&S management follows the Health and Safety at Work etc. Act 1974 and associated regulations. We have a written H&S policy (attached), conduct annual risk assessments across all operational areas, and maintain an incident reporting system. Our H&S lead is [name/role]. We hold ISO 45001 certification / operate a documented H&S management system." Weak: "We comply with health and safety laws."

Reference the specific legislation. Name the responsible person. Describe the system.

10. Report your lost-time injury rate (LTIR) and any workplace fatalities for the past 12 months.

Strong: "FY2024/25 LTIR: 0.8 per 100,000 hours worked (1 lost-time incident from 125,000 hours). Zero fatalities. All incidents investigated with corrective actions documented." Weak: "We have a good safety record."

LTIR has a standard formula. Use it. Report the number even if it is zero -- especially if it is zero.

11. Do you have a modern slavery statement or policy?

Strong (above threshold): "Our Modern Slavery Act statement is published on the government registry and our website. It covers the six areas specified in Section 54(5) of the Modern Slavery Act 2015. See attached." Strong (below threshold): "We are below the £36M reporting threshold. We have a voluntary modern slavery policy (attached) covering our commitment, supply chain due diligence approach, and reporting procedure. Reviewed January 2026." Weak: "N/A -- we are too small."

Even below the threshold, a policy demonstrates awareness. "Too small" is not an answer buyers accept.

12. What is the gender diversity breakdown of your workforce and senior leadership?

Strong: "Total workforce: 58% male, 42% female (46 employees). Senior leadership team (6 people): 50% male, 50% female. Board (3 directors): 67% male, 33% female." Weak: "We are an equal opportunities employer."

Provide the numbers. Buyers are looking for data, not statements of intent.

13. Do you provide modern slavery and human rights training to staff?

Strong: "All procurement and HR staff complete annual modern slavery awareness training. Last delivered November 2025, covering indicators of forced labour, reporting obligations, and our internal escalation procedure. 100% completion rate." Weak: "We train our staff on various compliance topics."

State who receives the training, how often, what it covers, and the completion rate.

14. Do you pay the Real Living Wage?

Strong: "All employees are paid at or above the Real Living Wage as set by the Living Wage Foundation (currently £12.60/hour, £13.85 London). We are an accredited Living Wage Employer, reference [number]." Or: "All employees are paid above the National Living Wage. Our lowest hourly rate is £[X], which exceeds the Real Living Wage threshold." Weak: "We pay competitive salaries."

Distinguish between the Real Living Wage (Living Wage Foundation, voluntary) and the National Living Wage (government minimum, statutory). Buyers know the difference.

15. What is your employee turnover rate?

Strong: "FY2024/25 voluntary turnover: 12%. Total turnover (including redundancy and retirement): 15%. We conduct exit interviews for all leavers." Weak: "Normal levels for our sector."

Turnover signals workforce stability. Provide the percentage and clarify whether it is voluntary or total.

16. Do you have an employee wellbeing programme?

Strong: "We provide access to a confidential employee assistance programme through [provider], offer flexible working arrangements, and conduct an annual staff wellbeing survey (most recent response rate: 78%). Mental health first aiders: 3 trained staff across the business." Weak: "We value our people."

Specific provisions with numbers. Not sentiment.

Governance (Questions 17-22)

17. Describe your anti-bribery and corruption policy.

Strong: "Our anti-bribery policy (attached) is aligned with the Bribery Act 2010. It covers gifts and hospitality (threshold: £50), facilitation payments (prohibited), and political donations (prohibited). All staff acknowledge the policy annually. Named compliance owner: [role]." Weak: "We don't tolerate bribery."

Reference the Bribery Act. State specific thresholds and prohibitions. Name the owner.

18. Who in your organisation is responsible for ESG or sustainability matters?

Strong: "ESG matters are the responsibility of [Name], [Title], who reports to the Managing Director. ESG performance is reviewed at quarterly board meetings. Specific areas are delegated: environmental compliance to [role], H&S to [role], governance to [role]." Weak: "Everyone in the company is responsible for sustainability."

Buyers want a named person with a defined role. Shared responsibility without a clear owner reads as no ownership.

19. Have you been subject to any material regulatory fines, sanctions, or legal proceedings in the past 3 years?

Strong: "No material fines, sanctions, or legal proceedings in the past 3 years relating to environmental, social, or governance matters." Or if applicable: "In March 2024, we received a [fine/notice] from [regulator] relating to [issue]. Corrective actions taken: [description]. No repeat incidents since." Weak: Leaving this blank.

Answer directly even if the answer is zero. Blanks create suspicion. Buyers will check public records.

20. Do you have a data protection policy and are you registered with the ICO?

Strong: "Yes. Our data protection policy (attached) is aligned with UK GDPR and the Data Protection Act 2018. ICO registration number: [X]. Our data protection lead is [name/role]." Weak: "We comply with GDPR."

Provide the ICO registration number. It takes 10 seconds to verify on ico.org.uk and immediately evidences your claim.

21. Do you hold Cyber Essentials certification?

Strong: "Cyber Essentials Plus certified. Certificate number [X], issued [date], valid until [date]. See attached." Or: "We are not currently Cyber Essentials certified. We have engaged [provider] to complete assessment by Q3 2026." Weak: "We take cybersecurity seriously."

Binary question. If yes, provide the certificate. If no, state your plan and timeline.

22. Do you have a whistleblowing or speak-up procedure?

Strong: "Yes. Our whistleblowing policy (attached) provides a confidential reporting channel via [method -- e.g. dedicated email, external hotline]. It covers fraud, bribery, H&S concerns, discrimination, and environmental non-compliance. Reports are investigated by [role]. Zero reports received in FY2024/25." Weak: "Staff can raise concerns with their manager."

A formal procedure with a documented channel is different from an informal open-door culture. Buyers want the former.

Supply Chain (Questions 23-26)

23. Do you have a supplier code of conduct?

Strong: "Yes (attached). Our supplier code covers environmental standards, labour rights, anti-bribery, health and safety, and data protection. Issued to all suppliers above £10,000 annual spend. Current version: v2, reviewed January 2026." Weak: "We expect our suppliers to behave ethically."

The code should exist as a document. State who receives it and when it was last reviewed.

24. Do you assess your suppliers on ESG criteria?

Strong: "We assess all suppliers above £25,000 annual spend using a risk-based approach. Assessment includes an ESG questionnaire covering environmental, labour, and governance criteria. 68% of suppliers by spend were assessed in FY2024/25." Weak: "We are looking into supplier assessments."

Provide the methodology, the scope (by spend or count), and the percentage assessed.

25. How do you manage ESG risks in your supply chain?

Strong: "We categorise suppliers into high, medium, and low ESG risk based on sector, geography, and spend value. High-risk suppliers (currently 12% of our base) receive annual assessments and on-site reviews where feasible. All new suppliers complete an ESG screening questionnaire before onboarding." Weak: "We monitor our suppliers."

Describe the risk framework, the categorisation method, and the actions taken for each risk level.

26. Have you identified any supply chain incidents (environmental, labour, or ethical) in the past 3 years?

Strong: "No significant supply chain incidents identified in the past 3 years. Our monitoring process includes annual supplier self-assessments and review of publicly reported incidents for key suppliers." Or if applicable: "In [date], we identified [description] at [supplier/category]. Response: [actions taken, e.g. remediation plan, contract review]. Outcome: [resolution]." Weak: Blank or a bare "No."

A bare "No" is acceptable but adding a sentence about your monitoring approach strengthens the answer considerably.

Climate and Targets (Questions 27-30)

27. Have you set a net-zero or science-based emissions reduction target?

Strong: "We have set a target to reduce Scope 1 and 2 emissions by 50% by 2030 from a 2022 baseline. We have not submitted for SBTi validation but our target is consistent with a 1.5C pathway. Progress: 22% reduction achieved through [specific actions]." Weak: "We aim to be net-zero eventually."

Specificity is everything. Baseline, target year, percentage, progress. SBTi validation is a bonus, not a requirement for SMEs.

28. Do you report to CDP or participate in any voluntary climate disclosure programme?

Strong: "We have not been requested to report via CDP's supply chain programme. We voluntarily disclose emissions data to customers on request and maintain a structured fact library of climate data aligned to the VSME Basic Module." Weak: "No."

If you do not participate in CDP, explain what you do instead. The question is really asking whether you track and share climate data, not whether you use a specific platform.

29. Have you conducted a climate risk assessment?

Strong: "We have conducted a qualitative climate risk assessment covering physical risks (flooding at our [location] site, heat stress impacts on operations) and transition risks (carbon pricing, customer decarbonisation requirements, regulatory changes). Key risks and mitigations are documented in our business continuity plan." Weak: "Climate change is a concern for us."

Even an informal assessment documented in a few paragraphs counts. Name the specific risks you have identified and how you are managing them.

30. What proportion of your revenue comes from products or services that contribute to climate change mitigation or adaptation?

Strong: "Approximately 15% of FY2024/25 revenue (£750,000) is attributable to [product/service] that directly supports customers' decarbonisation or adaptation efforts. We define this based on [criteria, e.g. EU Taxonomy alignment, internal classification]." Or: "We do not currently classify revenue by climate contribution. Our core products are [description], which are climate-neutral in application. We are exploring alignment with the UK Green Taxonomy once finalised." Weak: "All our products are sustainable."

If you cannot classify revenue this way, say so honestly. Unsupported claims of universal sustainability damage credibility more than a straightforward "not applicable."

How to use this reference

These 30 sustainability questionnaire questions cover the majority of what UK suppliers face. For each one, draft your company-specific answer and store it in a reusable fact library. When the next questionnaire arrives, match questions to prepared answers rather than composing from scratch.

A practical approach:

Score yourself. For each question, mark green (can answer fully with evidence), amber (partial answer, needs work), or red (cannot answer).
Prioritise the reds. These are your gaps. Focus on questions you cannot answer at all -- those cost you the most marks in scored procurement assessments.
Draft reusable answers. Write each answer as a standalone paragraph that can be copied into any questionnaire format. Include specific data, dates, and evidence references.
Link evidence to answers. For every factual claim, note the supporting document -- the policy PDF, the certificate, the utility bill, the incident log.
Review quarterly. Data changes. Policies get updated. Certificates expire. Set a calendar reminder to refresh your answers at minimum once per year -- quarterly for data-dependent facts.

AnswerVault stores your answers to all 30 of these questions as structured, keyword-tagged facts and matches them automatically when new questionnaires arrive — regardless of how the buyer phrases the question. Try AnswerVault free to get started.

The example "strong answer" wording in this article is illustrative only — it is not legal or regulatory advice. Statements that reference specific Acts (Modern Slavery Act 2015, Bribery Act 2010, Health and Safety at Work Act 1974, UK GDPR / Data Protection Act 2018) and statutory thresholds need to reflect your actual practices and may need review by your solicitor or compliance lead before being submitted to a buyer. legislation.gov.uk is the definitive reference for the underlying obligations.