How can I improve my response rates to supplier emissions data requests?
How to increase response rates to your requests
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 personalized (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. Prioritize Key Suppliers and Find Sustainability Contacts
Focus on top suppliers: For effective supply chain engagement, prioritize 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, personalized 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 reaching out to improve how we understand and report on our environmental impact, and as a valued supplier, your data plays a critical role.
Rather than relying on industry averages to estimate your carbon emissions, we wanted to provide an opportunity for you to share your actual data with us. We understand this may be new for many companies, so we’ve arranged for you to have free access to education and support through Sumday to make this process as smooth and beneficial as possible.
We use Sumday to manage our emissions accounting and collect data from stakeholders. Here’s how you can benefit:
Free Support and Tools
You’ll receive an invitation from Sumday with instructions to sign in and share your responses. You will also have 60 days of free access to:
- Training for your team or your accountant to help build knowledge
- A carbon accounting help desk for technical questions
- Tools to set a baseline or enhance your existing reporting
The Sumday team is here to support your sustainability or finance teams at every step.
Deadline for Responses
Please aim to provide a response by [X date].
If you have any questions, please don’t hesitate to reach out, and I’ll be happy to work with you and the Sumday team to address them.
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.