How to Improve Response Rates for Sustainability Data Requests

Engaging stakeholders to provide sustainability data can be challenging, but a few strategic steps can help improve response rates. By focusing on high-quality contacts and clear communication, you can significantly boost the chances of receiving timely, detailed answers. Remember, for a large number of contacts, prioritize the top 10% of suppliers or portfolio companies contributing the most to your Scope 3 emissions.

1. Use Specific Contact Names Where Possible

Check the Contact Name column: When filling in the upload template, make sure the "contact name" field is accurate, as this is how the invite will be personalised (e.g., “Hi Hannah…” rather than “Hi Transport Pty Ltd”). This small touch can make a big difference in response rates.

Avoid generic emails: Whenever possible, avoid sending forms to general addresses like receipts@business.com. Instead, try to find a specific contact, even if they aren’t directly responsible. Sumday allows contacts to easily forward the invite, increasing the likelihood your request will reach the right person.

2. Prioritise Key Suppliers and Find Sustainability Contacts

Focus on top suppliers: For effective supply chain engagement, prioritise large or public companies with sustainability teams. These are likely to have resources dedicated to GHG reporting.

Identify the right contacts: Use platforms like LinkedIn to find people with roles like Sustainability Manager or Environmental Officer. Connecting with the right person increases the chance of a timely, accurate response.

3. Send a Personal Heads-Up Email

Personal communication: Before sending the formal request via Sumday, consider sending a quick, personalised email to introduce the request. A brief heads-up lets contacts know what to expect and prepares them to respond promptly. Below is a customizable draft email template to get you started.

Draft Email Template

Hi [Contact Name],

I hope you’re well. We’re working to improve how we understand and report our environmental impact, and as a valued supplier, your data is key.

Instead of relying on industry averages, we’d like to invite you to share your actual data with us. To make this process easier, we’re offering you free access to Sumday’s education and support resources.

With Sumday, you’ll get:

Free Support and Tools

• An invitation with instructions to share your data
• 60 days of free access to training, a carbon accounting help desk, and tools for setting a baseline or improving reporting

Please aim to provide a response by [X date]. If you have any questions, feel free to reach out.

Looking forward to your response.

Kind regards,

[Your Name]

Taking these steps can help ensure that your data requests are met with higher engagement and a faster turnaround, paving the way for accurate, meaningful sustainability reporting.

By implementing these steps and using the provided template, you can improve your response rates and gather the data you need more efficiently.