Sustainable Procurement Policy Example – Procurement Policies

Sustainable Procurement Policy Sample

In this article, we’ll look at the key elements that make up an example Sustainable Procurement Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Sustainable Procurement Policy Template

The following are the main elements that should be included in your Sustainable Procurement Policy:

1. Title Page

• Policy Title: Sustainable Procurement Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Sustainable Procurement Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Sustainable Procurement Policy aims to integrate environmentally sustainable practices into the procurement process, promoting the selection of products and services that minimize environmental impact. By prioritizing eco-friendly options, the policy seeks to significantly reduce the organization’s carbon footprint. It encourages decision-makers to consider the life cycle of products, including resource efficiency, waste reduction, and energy consumption. The policy supports the organization’s commitment to sustainability and responsible resource management, fostering a culture of environmental stewardship. Through these efforts, the organization strives to contribute positively to environmental conservation and sustainability goals

3. Scope

• A description of who the Sustainable Procurement Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all procurement activities within the organization, emphasizing the selection of environmentally sustainable products and services. It aims to integrate sustainability considerations into purchasing decisions to minimize environmental impact and reduce the organization’s carbon footprint. The policy covers all departments and requires collaboration with suppliers to ensure compliance with sustainability standards. It also includes regular assessments and reporting to track progress and effectiveness. By prioritizing eco-friendly options, the organization seeks to promote responsible consumption and support broader environmental goals

4. Definitions

• Clarify any key terms or jargon used within the Sustainable Procurement Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Sustainable Procurement Policy focuses on acquiring environmentally sustainable products and services to minimize the organization’s carbon footprint. It falls under the category of Procurement Policies, emphasizing the importance of integrating environmental considerations into purchasing decisions. The policy aims to promote sustainability by encouraging the selection of goods and services that have a reduced impact on the environment throughout their lifecycle. By prioritizing eco-friendly options, the organization seeks to contribute to broader environmental goals and demonstrate leadership in sustainable practices. This approach not only supports environmental responsibility but also aligns with the organization’s commitment to sustainability

5. Policy Statement

• A detailed outline of the Sustainable Procurement Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Sustainable Procurement Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

The Sustainable Procurement Policy outlines procedures to prioritize environmentally sustainable products and services. It mandates evaluating suppliers based on their environmental practices and encourages collaboration with vendors committed to sustainability. The policy requires regular training for procurement staff on sustainable practices and integrates sustainability criteria into the procurement process. It also involves monitoring and reporting on the environmental impact of procurement activities. The organization aims to reduce its carbon footprint by setting measurable sustainability goals and reviewing progress annually. Compliance with this policy is mandatory for all procurement activities

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Sustainable Procurement Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

The Sustainable Procurement Policy assigns roles and responsibilities to ensure environmentally sustainable purchasing. Procurement teams must prioritize eco-friendly products and services, integrating sustainability criteria into supplier evaluations. Department heads are responsible for promoting awareness and adherence to the policy within their teams. Suppliers are encouraged to provide transparent information about the environmental impact of their products. The sustainability officer monitors compliance, reports progress, and suggests improvements. All employees are expected to support sustainable practices in their purchasing decisions, contributing to the organization’s goal of reducing its carbon footprint

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Sustainable Procurement Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Sustainable Procurement Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Sustainable Procurement Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.