One of the most common questions we hear from construction MSMEs across Europe is: "What policies do we actually need?"
The honest answer is that it depends on your clients, your sector and the tenders you are pursuing. But there is a solid baseline — a minimum set of policies and documents that will satisfy most large contractor requirements, pass EcoVadis assessments at the Bronze and Silver level, and hold up in CSRD-aligned supply chain audits.
This checklist is designed to give you that baseline in plain language. Tick off what you already have. Identify what is missing. Then you will know exactly what to prioritise.
How to use this checklist: Work through each category and tick the items you already have in place. The progress bar at the top will show your current compliance level. Items marked Essential are the minimum required by most clients. Recommended items significantly improve your EcoVadis and tender scores. Advanced items put you ahead of most competitors.
Your compliance progress
0 / 30 completed
Essential — minimum required by most clients
Recommended — improves EcoVadis & tender score significantly
Advanced — puts you ahead of competitors
1. Environmental policies
These are the most commonly requested by large contractors and public sector clients. They form the backbone of any EcoVadis assessment.
✓
Environmental policy statementEssential
A signed, dated document stating your company's commitment to reducing environmental impact. One page is sufficient. Must be reviewed annually and signed by a director.
✓
Carbon footprint measurement (Scope 1 & 2)Essential
A record of your direct emissions (fuel, gas, owned vehicles) and indirect emissions from purchased electricity. Even a basic annual figure is sufficient to start.
✓
Waste management policy and recordsEssential
A written procedure for how your company manages waste — segregation, disposal routes, hazardous materials. Waste transfer notes or contractor records as evidence.
✓
Energy consumption trackingEssential
Annual records of electricity, gas and fuel consumption. Utility bills or meter readings are sufficient. Used to calculate Scope 1 and 2 emissions.
✓
Scope 3 emissions awarenessRecommended
An initial assessment of your value chain emissions — purchased goods, business travel, waste disposal, product use. A qualitative description is acceptable at MSME level.
✓
Environmental targets and improvement planRecommended
At least one measurable environmental target — such as reducing carbon emissions by 10% over 3 years — with an action plan. Demonstrates commitment beyond policy.
2. Social and labour policies
Social criteria now account for a significant portion of EcoVadis scores and public sector tender evaluations. These policies protect your workers and demonstrate responsible employment.
✓
Health & safety policyEssential
A formal written H&S policy signed by a director. Required by law in most EU countries for companies with more than 5 employees. Also required in virtually every tender pre-qualification.
✓
Equal opportunities and non-discrimination policyEssential
A written commitment to equal treatment in recruitment, pay and promotion regardless of gender, age, race, religion or disability. Required for public sector contracts across the EU.
✓
Anti-bribery and anti-corruption policyEssential
A statement prohibiting bribery, kickbacks and corrupt practices. Particularly important for public sector contracts. Must name a responsible person and include a reporting mechanism.
✓
Modern slavery and human trafficking statementEssential
A short statement confirming your company does not engage in or tolerate forced labour, child labour or human trafficking in its operations or supply chain. Required by UK and EU clients.
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Employee training recordsRecommended
Records showing what training employees have received — H&S, environmental awareness, skills development. Demonstrates investment in your workforce.
✓
Whistleblowing / grievance procedureRecommended
A documented way for employees to raise concerns without fear of retaliation. Required in EU under the Whistleblower Protection Directive for companies with 50+ employees — recommended for all.
✓
Social value strategyAdvanced
A documented approach to creating community benefit — local hiring, apprenticeships, charitable giving, community engagement. Increasingly weighted in public sector tenders in UK and Ireland.
3. Governance and ethics policies
Governance policies demonstrate that your company is managed responsibly and transparently. These are increasingly scrutinised by large contractors doing supply chain due diligence.
✓
Sustainability / ESG policyEssential
An overarching document that states your company's sustainability commitments across environment, social and governance. Acts as the umbrella policy under which all others sit.
✓
Code of conductEssential
A document setting out expected standards of behaviour for employees, management and suppliers. Covers ethics, conflicts of interest, gifts and hospitality, and professional conduct.
✓
Data protection policy (GDPR)Essential
A policy covering how your company collects, stores and uses personal data. Legally required across the EU under GDPR. Must include a privacy notice for clients and employees.
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Supply chain sustainability requirementsRecommended
A statement or questionnaire used to assess your own suppliers' sustainability performance. Shows that your ESG commitment extends beyond your own operations.
✓
Sustainability governance structureRecommended
A clear definition of who in your company is responsible for sustainability — even if it is the director. Includes how decisions are made, reviewed and communicated internally.
✓
Annual sustainability reviewRecommended
A documented annual review of all sustainability policies, targets and performance data. Shows continuous improvement — one of the highest-weighted criteria in EcoVadis assessments.
4. Reporting and transparency
You don't need to publish a full sustainability report to start. But having structured data ready to share with clients is increasingly expected — and increasingly differentiating.
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Sustainability data summary sheetEssential
A one or two page summary of your key sustainability metrics — carbon emissions, waste figures, training hours, accident rate. Ready to attach to tenders and questionnaires.
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Sustainability questionnaire responses (SQ)Essential
Pre-prepared answers to the most common supplier sustainability questionnaires used by large contractors — Achilles, Constructionline, client-specific portals.
✓
EcoVadis profile and supporting evidence packRecommended
An organised folder of all supporting documents for EcoVadis — policies, certificates, data records, training logs. Having this ready cuts assessment time significantly.
✓
GRI or CSRD aligned sustainability reportAdvanced
A structured annual sustainability report aligned to GRI Standards or the CSRD double materiality framework. Increasingly required by large clients passing down their own CSRD obligations.
✓
Double materiality assessment (DMA)Advanced
A formal assessment of what sustainability topics are material to your stakeholders and to your business — the foundation of CSRD reporting. Required for companies within CSRD scope.
5. Certifications and accreditations
Certifications are not always mandatory but they provide third-party validation that significantly strengthens your position in tenders and with large clients.
✓
ISO 45001 or equivalent H&S accreditationRecommended
Formal H&S management system certification. Alternatively, CHAS or SafeContractor accreditation for UK clients. Demonstrates structured health and safety management.
✓
ISO 14001 environmental management systemRecommended
International standard for environmental management. Highly valued in EcoVadis assessments and public sector tenders. Demonstrates systematic approach to environmental performance.
✓
EcoVadis registration and active ratingRecommended
An active EcoVadis scorecard — even Bronze — demonstrates third-party assessed sustainability performance. Increasingly required to remain on large contractor approved supplier lists.
✓
BREEAM or LEED project involvementAdvanced
Evidence of working on BREEAM or LEED certified projects, or understanding of the requirements. Particularly relevant for construction contractors, fit-out companies and M&E specialists.
The bottom line: You do not need all 30 items to start winning contracts. Focus on the Essential items first — these are the baseline that most large clients require. Then build towards Recommended items to significantly improve your EcoVadis score and tender performance. Advanced items set you apart from the competition entirely.
Not sure where to start?
GreenScope helps construction MSMEs build their sustainability policy framework from scratch — or identifies exactly what is missing from what you already have. We create the documents, set up the governance structure, and review everything once a year so you are always ready when the next questionnaire or tender arrives.
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📩 info@greenscope.build · 📞 +40 771 946 059