Creating a Product Carbon Footprint (PCF) requires more than just internal coordination. For most companies, some of the most critical data, such as material emission factors or logistics routes, will come from external stakeholders such as your own suppliers, distributors, or data partners. While this can be challenging, setting up the right engagement approach makes it far more manageable.

In this section, you’ll find out how to:

• Identify and approach the right external stakeholders
• Communicate clearly to make data requests easier and more effective
• Use tips and templates to get timely, accurate responses

Why this matters: To build a high-quality PCF, you need complete and credible data. This often means requesting specific inputs from suppliers. A clear engagement strategy helps you gather better data, faster.

Who do you need to engage externally?

Different types of external partners may hold key pieces of your PCF data, for example:

• Suppliers: Your suppliers will be a primary source of emissions data for purchased goods and materials (e.g. emission factors, country of origin, manufacturing methods).
• Transport & Logistics Providers: Information on transport modes, routes, distances, and warehousing.
• Distributors: Delivery logistics.

How to make external data collection easier

Step 1: Plan your approach

Before reaching out:

• Map which stakeholders hold which data.
• Clarify exactly what you need and in what format.
• Research when they typically report or collect similar data (e.g. quarterly audits, CSR reporting).
• Prepare materials (e.g. templates, guidance) to make it easy to respond.

Step 2: Communicate clearly

When sending your request:

• Explain the purpose: 
  "We're creating a Product Carbon Footprint for [product name] as part of a customer sustainability initiative."
• Show value: 
  "Sharing this data supports our customer relationships and may help meet future reporting or compliance expectations."
• Be specific and concise: 
  Avoid vague asks. Instead of “Can you share info on materials?”, say “Can you provide the emission factor for the aluminum foil, you supply?”
• Set clear deadlines: 
  Align with your own timeline, and communicate any consequences of delay (e.g. reporting gaps, missed compliance deadlines).

Step 3: Follow up respectfully

• Set calendar reminders for follow-ups.
• Keep a tracker of who you've contacted and the status of their response.
• Acknowledge blockers and offer support where needed.
• Always thank contributors for their time and cooperation.

Email template for external stakeholders

Here's an example email you can use as a template to request data from other businesses.

Subject line: Request for Data – [Product Name]

Hi [Name],

I hope you're well. We're currently preparing a Product Carbon Footprint (PCF) for [product name] to meet sustainability and reporting requirements from [customer name / internal initiative].

As part of this, we’d like to request some information from you to ensure the footprint is complete and accurate.

What we’re requesting from you:

• [e.g. Emission factor (kg CO₂e/kg) for [material name], including production method and location]
• [e.g. Transportation mode and distance from your facility to ours]
• [e.g. Packaging weight and materials used]

Deadline for submission: [Insert Date]

We’ve attached a short template to help make the process easier. Please let me know if you have any questions or need support.

Thank you in advance for your help, it's really appreciated.

[Email signature]

Tips for success

• Be respectful of your stakeholders’ time, keep requests short and focused.
• Make it easy to respond, use templates and provide examples.
• Build relationships - be sure to thank stakeholders and keep them informed of outcomes.

Remember: The more your external partners understand the value of PCF data, the more likely they are to support your requests. With each cycle, collaboration should become smoother and more efficient.