What to Do When a Customer Requests PCF?

Many companies in supplier positions encounter product carbon footprint (PCF) requests from customers one day. This request may be the result of supply chain sustainability programs, regulations, or the customer's own reporting requirements. Proper management of the request both increases customer trust and develops the company's carbon data management capacity.

Types of customer requests

PCF requests from customers can come in different formats. Understanding this format determines the project scope and workload.

Single value request

The simplest format is a single CO2e value per product. For example: "X kg CO2e per 1 kg of product" or "Y kg CO2e per 1 piece of product." This format is usually used to provide input for the customer's own Scope 3 calculation.

Detailed report request

Some customers request a detailed report including calculation methodology, boundaries, emission factors, and assumptions. This report is required for the customer's own verification processes or internal assessments.

EPD (Environmental Product Declaration) request

The most comprehensive request is preparing an Environmental Product Declaration (EPD) compliant with ISO 14025. EPD includes multiple environmental impact categories beyond PCF and requires third-party verification. It is prepared according to program operator (EPD International, IBU, etc.) rules.

Scope clarification questions

Critical questions that should be asked to the customer before starting the project:

System boundary: Is cradle-to-gate (from cradle to factory gate) or cradle-to-grave (from cradle to grave) requested? Cradle-to-gate covers stages from raw material extraction to when the product leaves the facility. Cradle-to-grave also includes use and end-of-life stages.

Functional unit: On what unit will the calculation be based? 1 kg, 1 piece, 1 m², 1 pallet? The functional unit affects comparability of results.

Product variations: Are there different sizes, colors, or configurations of the same product? Is a separate PCF requested for each variation, or is a representative value sufficient?

Reference standard: According to which standard does the customer expect calculation? Could be ISO 14067, GHG Protocol Product Standard, PAS 2050, or a sector-specific guide.

Data quality expectation: Is primary data (actual measurement) expected, or is secondary data (industry averages) acceptable?

Internal data readiness assessment

Before starting a PCF project, the internal data situation should be assessed.

Existing data inventory

The following data categories should be reviewed:

Energy data: Electricity consumption (kWh), natural gas (m³ or kWh), other fuels (liters, tons). Are bills and meter readings available?

Raw material data: Weights of input materials (kg, tons), supplier information, countries of origin. Can it be extracted from ERP or purchasing records?

Production data: Production quantities, scrap rates, recycling rates. Can it be obtained from production tracking systems?

Waste data: Waste types, quantities, disposal methods. Are waste management records available?

Logistics data: Transportation distances, modes (road, sea, air), fuel consumption. Can it be obtained from logistics department or shipment records?

Identifying data gaps

Alternative sources should be planned for data that is not available or is low quality. Secondary data sources (Ecoinvent, GaBi, DEFRA) or industry averages can be used but this should be documented.

Calculation methodology options

Different methodological approaches can be used in PCF calculation.

Activity-based calculation

Calculation method based on actual physical flows. Activity data such as energy consumption, material quantities, transportation distances are used. Gives the most accurate result but data collection burden is high.

Formula: Emission = Activity data × Emission factor

Example: 100 kWh electricity × 0.4 kg CO2e/kWh = 40 kg CO2e

Spend-based calculation

Calculation method based on financial data. Purchase expenditures are multiplied by economic input-output (EEIO) emission factors. Gives faster results but uncertainty is high.

Formula: Emission = Expenditure amount × EEIO emission factor

Example: 10,000 TL material expenditure × 0.5 kg CO2e/TL = 5,000 kg CO2e

Hybrid approach

Activity-based calculation can be done for critical items, spend-based for smaller items. This approach balances accuracy and efficiency.

Timeline expectations for PCF projects

Creating a realistic project timeline is important for managing customer expectations.

Simple PCF (single product, existing data): 4-6 weeks

Data collection: 2 weeks
Calculation and analysis: 1-2 weeks
Report preparation: 1 week

Medium complexity PCF (multiple products or processes): 8-12 weeks

Data mapping and collection: 4-6 weeks
Calculation and quality control: 2-3 weeks
Report and internal approval: 2-3 weeks

Comprehensive LCA/EPD project: 16-24 weeks

Project planning and PCR review: 2-4 weeks
Data collection and verification: 6-8 weeks
LCA modeling: 4-6 weeks
Report and third-party verification: 4-6 weeks

Format and presentation recommendations

PCF result should not be sent alone. Context and explanation are critical.

Minimum content

The following information should be included in PCF presentation:

Product description and functional unit
System boundary (e.g., cradle-to-gate)
Reference standard (e.g., ISO 14067)
Result value and unit (kg CO2e/functional unit)
Data year or period
Key assumptions
Data quality note

Optional details

Can be added depending on customer request or relationship level:

Breakdown by life cycle stage
Emission sources (energy, material, logistics)
Uncertainty range
Improvement potential areas

Confidentiality considerations

PCF data may contain competitively sensitive information.

Which information may be sensitive?

Specific supplier names
Detailed production process information
Cost data
Energy efficiency indicators

Protection methods

Non-disclosure agreement (NDA): Mutual NDA can be signed before data sharing.

Aggregated data: Categorical information can be shared instead of specific details.

Third-party verification: Detailed data is shared with verifier, only verified result is communicated to customer.

Managing follow-up questions

Customers may ask additional questions after the initial PCF result.

Frequently asked questions

"How can we reduce this value?": Hotspot analysis can be shared. Which stage or material contributes the most?

"How does this compare to industry average?": Industry benchmark data can be shared if available, but comparability conditions (same boundary, functional unit) should be stated.

"Can the methodology be changed?": There may be flexibility within standard requirements but how changes affect the result should be explained.

"Need new value for next year": Periodic update timeline can be established. Annual or post-significant process change updates can be planned.

Building long-term carbon data capacity

Customer request is an opportunity to develop carbon data management capacity.

Data infrastructure

Data collection processes created during PCF project can be made continuous. Annual data update timeline, standard templates, and department responsibilities can be defined.

Product portfolio expansion

Methodology developed for the first product can be applied to other products. Representative PCF values can be created for product groups.

Supplier integration

Getting primary data from raw material suppliers improves PCF accuracy. Supplier data collection program can be initiated.

Continuous improvement

PCF results can be used in product development and process improvement decisions. Carbon reduction targets can be set.

Conclusion

PCF requests from customers should be handled with a proactive rather than reactive approach. Understanding the request type, assessing internal data status, selecting appropriate methodology, and presenting results with context form the foundation of a successful process.

It should be considered not as a one-time project but as an opportunity to build long-term carbon data management capacity. This approach both increases customer trust and prepares the company for future regulation and market demands.

What to Do When a Customer Requests PCF?