Supplier data request
The request that actually gets answered. Most supplier data chases fail because they arrive as an unexplained spreadsheet to a production manager with no compliance function behind them.
1Why you are receiving this
Name the regulation and the product group. A supplier responds faster to "Regulation (EU) 2024/1781 covers this fabric" than to an internal policy reference.
2What we need, field by field
One row per attribute, with units and an acceptable example answer. Ambiguity here becomes a plausible-looking wrong number later.
3Where this data ends up
State that it will appear in a published passport and who will be able to read it. Suppliers over-share when they do not know, and under-share when they suspect.
4If you do not measure this
Give an explicit route to say so. Without one you receive an estimate presented as a measurement, which is worse than a gap.
5Who asserted it, and when
Ask for a named person and a date. This becomes the provenance recorded against the value.
6Deadline and escalation
Set a date that allows for the supplier’s own upstream chase, and say what happens if it passes.
Ask and we will send the editable version, pre-filled with your product group’s attribute set. Ask for it.
Passport data specification
The internal document that stops three teams building three different definitions of "recycled content". Write it before selecting a platform, not after.
1Product group and instrument
Name the group and the delegated act or regulation fixing its data set. Everything below inherits scope from this line.
2Attribute register
One row per attribute: name, definition, unit, mandatory or optional, and the instrument requiring it.
3Source system per attribute
Where the value comes from today — ERP, PLM, a supplier, a laboratory, or nowhere yet. "Nowhere yet" is the useful answer.
4Visibility per audience
Which of consumer, retailer, recycler, regulator and brand may read each attribute. Decide here, once, rather than per passport.
5Evidence and issuer
For each attribute, whether it is self-declared or third-party verified, and who signs it.
6Update trigger
What event makes this attribute stale — a new supplier, a reformulation, a candidate list update.
We will send the version we use, with the twelve product-group attribute sets already populated. Ask for it.
Access policy matrix
One page that decides who reads what. Retrofitting access control to a passport that has already been published is not possible, so this is a pre-launch document.
1Audiences
List the roles you actually serve. Five is normal: consumer, retailer or service, recycler, regulator, brand and supplier.
2Attribute groups
Group attributes as a reader would experience them — identity, composition, origin, environment, chemistry, care, end of life, commercial.
3The grid
Mark each group against each audience. Anything commercial should reach exactly one audience, and you should be able to say why for every cell.
4Authentication per audience
How each role proves it is that role. Consumer is anonymous by design; recycler and regulator are not.
5Withheld, not hidden
Confirm restricted attributes are excluded at the resolver rather than filtered in the page, and record how that was tested.
Send us your attribute list and we will return a filled matrix to argue with. Ask for it.
Passport platform RFP skeleton
Written so it can be used against us. The sections that matter are the ones vendors would rather answer last: export, access control and what happens when the contract ends.
1Scope
Product groups, markets, volumes and issuance level. Not SKU counts — the data set drives the work, not the catalogue.
2Standards conformance
Ask for GTIN and GLN identifiers, EPCIS 2.0 events with CBV terms, and W3C Verifiable Credentials. Ask to see a raw event and a raw credential.
3Access control
Require a demonstration of attribute-level scoping, served as an anonymous consumer request. A public page plus a private database is not this.
4Portability and exit
Require a full export in standard formats during evaluation, and state what happens to published passports if the contract ends.
5Regulatory tracking
Ask how newly in-scope products are flagged when a delegated act is adopted, and who is accountable for noticing.
6Commercials
Ask explicitly whether any token, wallet or customer-held asset is required. The correct answer is no.
Ask for the scoring sheet as well — the weightings matter more than the questions. Ask for it.
Attribute gap register
The document that turns "we are 68 % ready" into something a steering committee can act on. A percentage is not a plan; a named gap with an owner and a date is.
1Attribute
The specific field, named as the data set names it. Not "sustainability data".
2Instrument requiring it
The regulation or standard, by legal identifier. This is what creates urgency in a room that has other priorities.
3Who holds it
The supplier and tier, or the internal function. Most gaps sit at tier 2 or 3 where you have no direct contract.
4Internal owner
A named team accountable for closing it. Defaulting every row to compliance is why programmes stall.
5Date needed by
Driven by the obligation, working backwards through supplier lead time and verification.
6Status and blocker
Requested, in progress, returned, or blocked — and if blocked, by what specifically.
We will populate the first version from your product groups so you are arguing with a draft, not a blank sheet. Ask for it.
Recycler information sheet
What a treatment facility needs, written for a treatment facility. Most manufacturer-authored end-of-life documentation answers questions recyclers do not have and omits the two they do.
1Disassembly sequence
Ordered steps with the tools required. Time to separate to material fractions matters more than a parts diagram.
2Fixings and joins
Screws, clips, adhesive, welds — and which of them make a component non-separable in practice.
3Hazardous content and location
Which substance, what concentration, and which component it is in. A material declaration without a location is not actionable on a line.
4Components to isolate before shredding
Batteries, capacitors, mercury lamps, anything that becomes a fire or contamination risk downstream.
5Material fractions and expected yield
What comes out and roughly how much, so the facility can decide whether processing is economic.
We will review yours with a recycler and tell you what they cannot use. Ask for it.
Attribute-to-source-system map
The single most useful artefact on a passport programme, and the one most teams skip because it is not technical work. Filling it in reveals the real scope before anybody builds an integration against an attribute that cannot be supplied.
1Attribute
Name it as the delegated act or data model does, not as your internal system calls it.
2Authoritative system
One system, named. Where several hold a value, record the decision and who made it — this is the point of the exercise.
3Granularity held
Per product, per batch, per material group or per supplier. A mismatch here cannot be fixed by any integration.
4Addressable
Whether the system can return it as a typed value, or whether it is a number inside a document that nothing can read.
5Provenance
Measured, supplier-declared, calculated or estimated. This determines what may honestly be published about it.
6Owner
A named person accountable for the value being accurate and current, not a function.
7Refresh interval
How often the value should be re-established before it is treated as stale.
Send us a completed map for one product family and we will mark up where the gaps will bite first. Ask for it.
Green claim substantiation record
One record per claim, completed before the claim is published rather than when it is challenged. If any section cannot be filled in, the claim is not substantiated and should not appear on a pack or a page.
1The claim as it appears
Exact wording, and every surface it appears on including artwork, site and advertising.
2Scope
What the claim covers — the product, the pack, one component — stated explicitly rather than implied.
3Method
The recognised method behind the figure, named with its version. A self-defined calculation is not substantiation.
4Evidence
Where the underlying data is held, who produced it and when. A challenge arrives with a deadline.
5Comparative basis
For any comparison, confirmation that both sides were assessed on equivalent boundaries and methods.
6Currency
The date the supporting data was established, and when it must be refreshed.
7Owner
Who signs off the claim and who defends it if questioned.
We will review a completed record and tell you whether the claim would survive a substantiation challenge. Ask for it.
Passport data specification skeleton
A specification a supplier or platform can build against, structured so it survives the second delegated act. The structural sections matter more than the attribute list, because the attributes change and the structure should not.
1Identity
Identifier scheme, issuance level and how the identifier is marked so it survives the product’s working life.
2Attribute definitions
Each attribute with a type, unit, permitted values and the definition it references. New requirements become new definitions, not new columns.
3Level of attachment
Whether each attribute attaches to a class, a batch or an item, with resolution falling back from the most specific available.
4Provenance model
How source, method, evidence and validity period are carried alongside every value.
5Versioning
How a change creates a version, how corrections differ from updates, and how a record is read as at a past date.
6Access scope
Which audience may read which attribute, enforced when the record is assembled rather than in a rendering layer.
7Retention and export
How long records persist, and how they are exported in full including history.
We will review your specification against the CIRPASS model and flag where it will need rework. Ask for it.
End-of-life handover sheet
What a recycler actually needs, written for somebody handling the product rather than for a regulator reading a file. Everything here is decided at design and costs nothing to record while the design is still fresh.
1Hazards to remove first
Battery, capacitors, mercury-containing components, refrigerant — with their locations, not just their presence.
2Separation sequence
Which components to remove in what order, with which tools, to reach the parts worth recovering. Not an exploded diagram.
3Joining methods
Per interface: reversible, snap, adhesive, welded or over-moulded. This lets a recycler triage before handling the product.
4Material by component
Polymer or alloy per part, at the granularity sorting actually uses.
5Substances of concern
Which are present, at what concentration, in which component.
6Worth recovering
Which components carry enough value to justify extraction, so triage is not guesswork.
Send us a bill of materials and we will draft the handover sheet a recycler would want for it. Ask for it.