Draft sustainability questionnaire answers from approved evidence
Prepare responses using current policies and reports. Keep unsupported questions visible for the responsible owner.
How this works
Prepare responses using current policies and reports. Keep unsupported questions visible for the responsible owner.
Prepare answers to each requested sustainability claim from approved company evidence. Preserve the distinction between a documented policy, an achieved result and a planned initiative so the questionnaire does not overstate current practice.
Before you start
Defined operating scope
Enterprise customers regularly request evidence about your sustainability practices.
Required source material
Obtain Customer questionnaire; Approved sustainability documents. If connectors are unavailable, use authorized files with the same fields.
Decision and exception rules
The only evidence describes a future target. Label it as a target and do not claim current achievement.
Prepare the inputs
- questionnaire
- Required
Rows with question ID and answer format
Preserve mandatory fields and response choices.
- evidence_documents
- Required
Versioned policies and reports
Record approval date, reporting period and scope.
- entity_scope
- Required
Organization unit and geography
Answers must apply to the requested entity.
- claim_owner
- Required
Role and review route
Assign unresolved claims to a responsible owner.
Implementation, step by step
Establish the working record
- Confirm the selected records, effective versions and responsible owner.
- Check questionnaire, evidence_documents, entity_scope, claim_owner before beginning. Record the source version and the selected scope; an unavailable value stays unknown rather than becoming an inferred fact.
Checkpoint: The input record identifies the selected questionnaire and any missing required fields.
Separate the questionnaire into individual requests for evidence
- Break compound questions into individual claims and identify whether the buyer asks about policy, performance or certification.
- Check each affirmative answer against evidence for the same entity, period and requested breadth.
Checkpoint: A saved intermediate result for: Separate the questionnaire into individual requests for evidence.
Retrieve relevant passages and record their document dates
- Retrieve evidence matching the entity and reporting period; attach the exact passage or table to each answer.
- Preserve required response options and separate explanatory notes from selected answers.
Checkpoint: A saved intermediate result for: Retrieve relevant passages and record their document dates.
Draft supported answers and flag missing information
- Draft within the requested field format and mark unsupported components as evidence requested rather than answering yes.
- Check each affirmative answer against evidence for the same entity, period and requested breadth.
Checkpoint: A saved intermediate result for: Draft supported answers and flag missing information.
Collect approval and update the response task’s status
- Assemble the response and an owner queue; verify that approved changes have not broken spreadsheet validation or required answer formats.
- Preserve required response options and separate explanatory notes from selected answers.
Checkpoint: A saved intermediate result for: Collect approval and update the response task’s status.
Package the result and unresolved work
- The responsible owner verifies every external claim before release.
- Do not invent certification, performance totals or compliance assertions.
Checkpoint: A reviewed questionnaire and unresolved evidence requests. Unresolved items remain visible in the review record.
Decisions along the way
The only evidence describes a future target.
Label it as a target and do not claim current achievement.
A certificate covers another entity.
Request applicable evidence or state the scope mismatch.
A required claim has no approved evidence.
Keep the answer unresolved and obtain the owner’s wording before external release.
What you will produce
sustainability-questionnaire-response-result.json
JSONA reviewed questionnaire and unresolved evidence requests. Label proposed and completed states separately.
Include: question_id · answer_draft · claim_scope · evidence_reference · evidence_date · approval_status · status · evidence_reference · review_note
sustainability-questionnaire-response-review.md
MarkdownKeep the evidence and unresolved decisions needed to apply this result, including exceptions involving claim_owner.
Include: source_reference · question · owner · next_action
Check the result
- Check each affirmative answer against evidence for the same entity, period and requested breadth.
- Preserve required response options and separate explanatory notes from selected answers.
- Inspect questionnaire and evidence_documents in both the original and output; confirm that record identity and interpretation survived the transformation.
- The responsible owner verifies every external claim before release.
When something goes wrong
The only evidence describes a future target.
Label it as a target and do not claim current achievement. Retain the affected evidence and recovery status.
A certificate covers another entity.
Request applicable evidence or state the scope mismatch. Retain the affected evidence and recovery status.
A required claim has no approved evidence.
Keep the answer unresolved and obtain the owner’s wording before external release. Retain the affected evidence and recovery status.
A worked example
SYNTHETIC EXAMPLE · NOT A REPORTED BUSINESS RESULT
Request
Draft sustainability questionnaire answers from approved evidence for the following bounded example; prepare the result for review.
Inputs
Synthetic example: Q-3 asks whether all locations use renewable electricity. A report covers two of five locations; no records cover the other three.
Expected result
Synthetic expected result: Answer is not an unqualified yes. Draft: evidence covers two locations; remaining coverage unknown. Queue the three missing location records.
Run a small pilot
Start small
Trial a representative batch containing the ordinary case and the exception demonstrated above.
Record the baseline
Record current preparation time, review effort and correction types for the same records.
Agree success criteria
Agree acceptable review and error limits; measure preparation time; answers lacking valid supporting evidence.
Stop or revise
A required claim has no approved evidence. Pause affected records and apply this recovery: Keep the answer unresolved and obtain the owner’s wording before external release.
Keep the scope clear
- Do not invent certification, performance totals or compliance assertions.
- Prepare drafts and review requests; external submission requires the responsible owner’s authorization.
Check before using
The responsible owner verifies every external claim before release.
Business activities
- Deliver recurring client work
- Maintain shared company knowledge
FROM A RECIPE TO YOUR WORKFLOW
Bring the company context together.
This workflow needs reliable inputs before it needs a better prompt. Moat8 Vault brings working information into a readable archive for the AI tools you use.
For this recipe: Customer questionnaire · Approved sustainability documents
Start with one recurring task, agree which sources to use, and review the first result with your team.
Discuss this workflow