Last updated: June 9, 2026. By Will Tygart, author of the Commercial Restoration Carbon Protocol (CRCP). Part of the CRCP property manager guide.
Below is the complete vendor carbon report template for building restoration and trade jobs — one page per job, twelve data fields plus a header block, each field mapped to its GHG Protocol Scope 3 category, with a primary-or-estimated flag on every value. Copy it into your vendor onboarding packet as-is. A formatted, fillable version is available from the RCP template library; the machine-readable JSON Schema (RCP-JCR-1.0) for platform integration lives in the RCP knowledge base.
Unlike the generic supplier questionnaires circulating in corporate supply-chain programs, this template is built for the way building trades actually work: reactive engagements, insurance-grade documentation habits, and crews who know their equipment hours and dumpster counts but have never been asked for them in a carbon-shaped container.
The template
Job header
| Vendor / contractor | Company, contact, license number |
| Client / requesting organization | The occupier or owner whose inventory this feeds |
| Property | Address; for NYC covered buildings, the BBL/BIN helps your compliance team |
| Job ID / claim number | Ties the carbon record to the insurance and invoice trail |
| Report prepared by / date | Name and date — the accountability line |
The twelve data fields
| # | Field | What to record | GHG category | Primary or estimated? |
|---|---|---|---|---|
| 1 | Vehicle log | Crew trips and approximate round-trip mileage, by vehicle type | Cat 4 | ☐ P ☐ E |
| 2 | Waste transport | Hauling trips to disposal/transfer facilities, mileage and vehicle type | Cat 4 | ☐ P ☐ E |
| 3 | Equipment power & generator runtime | Unit-days or runtime hours per equipment class (air movers, dehumidifiers, scrubbers, generators), with power source — building power, generator fuel type and gallons | Cat 1 / 4 | ☐ P ☐ E |
| 4 | Chemicals & consumables | Antimicrobials, cleaners, sealants — product and approximate quantity | Cat 1 | ☐ P ☐ E |
| 5 | PPE | Suits, respirator cartridges, gloves consumed | Cat 1 | ☐ P ☐ E |
| 6 | Containment materials | Poly sheeting, tape, zip walls — approximate quantity | Cat 1 | ☐ P ☐ E |
| 7 | Debris by waste stream | Volume or weight per stream: drywall, flooring, structural wood, contaminated contents | Cat 5 | ☐ P ☐ E |
| 8 | Disposal method & facility | Landfill, recycling, incineration — and the receiving facility name (it is on the manifest) | Cat 5 | ☐ P ☐ E |
| 9 | Demolished materials | What was removed from the structure, by material and approximate quantity | Cat 12 / 5 | ☐ P ☐ E |
| 10 | Replacement materials installed | What went back in — material and quantity; flag capital equipment (it shifts to Cat 2) | Cat 1 / 2 | ☐ P ☐ E |
| 11 | Job classification | Water (and category/class), fire/smoke, mold, abatement, biohazard, capital improvement | context | — |
| 12 | Job timeline | Start date, end date, days on site | context | — |
P = primary (read from a log, manifest, meter, or invoice). E = estimated (professional judgment). Estimates are fine — unmarked estimates are not. The flag is what lets a reporting team weigh data quality at a glance, and it is what assurance providers increasingly expect to see.
How each field becomes carbon
The vendor’s job ends at the data. The requesting organization (or its platform) applies published emission factors:
| Data | Factor source |
|---|---|
| Vehicle and hauling mileage | EPA Emission Factors Hub (vehicle class factors) |
| Generator fuel gallons | EPA Emission Factors Hub (stationary/mobile combustion) |
| Equipment on building power (kWh) | EPA eGRID regional grid factors |
| Debris by stream and disposal method | EPA WARM waste model |
| Materials and consumables | DEFRA 2024 / supplier EPDs where available |
Document the factor source and vintage you use — that provenance line is the difference between a number an auditor accepts and a number they ask you to defend.
Putting the template into circulation
- Attach it to the MSA with the one-sentence clause: “Vendor shall provide per-job emissions data in the requesting organization’s specified format as a condition of final invoice approval.”
- Set the threshold — every reactive engagement and capital project above a dollar or duration floor you pick. Uniformity across trades is the point.
- Route the output — decide once which Category 1 / 2 / 5 bucket each field feeds in your (or your tenant’s) Scope 3 inventory, and what proxy fills a blank field.
For the full request playbook — the 80/20 vendor prioritization, the objection handling, the green-lease tie-in — see How to Request Scope 3 Supplier Data From Your Building Vendors.
Why this template instead of a generic supplier questionnaire
Corporate supplier surveys ask a restoration contractor for its company-wide carbon footprint — a number a 30-person firm cannot produce and would have to invent. This template asks for job-level activity data the crew already generates: runtime, loads, manifests, materials. That difference is why generic questionnaires get a sub-50% response rate (per CDP) while invoice-condition job records get filled in. It is also what the GHG Protocol’s revision direction rewards: supplier-specific primary data over company-level allocation — a restoration firm’s smoke job and water loss can bill identically and emit completely differently, which is exactly the variance a job-level record preserves and a spend-based average destroys.
Frequently asked questions
What should a vendor carbon report include?
A job header (vendor, client, property, job ID) plus twelve activity fields: vehicle and waste-transport mileage, equipment and generator runtime with fuel type, chemicals, PPE, containment materials, debris by waste stream, disposal method and facility, demolished and replacement materials, job classification, and timeline — each value flagged primary or estimated, each field mapped to its GHG Protocol category.
Is there a downloadable or fillable version?
Yes — the formatted job carbon report template is free in the RCP template library, and the machine-readable JSON Schema (RCP-JCR-1.0) is published for platforms that want to ingest records directly.
Does the contractor calculate the emissions?
No. The contractor records activity data; the requesting organization applies emission factors (EPA Emission Factors Hub, eGRID, WARM, DEFRA). Separating data capture from carbon math is what keeps the vendor ask reasonable.
What if a vendor can only estimate a field?
Mark it E and move on. Flagged estimates are legitimate Scope 3 practice; unflagged ones are how inventories fail review. Over time, vendors convert estimates to primary data as the habit forms.
Is this required by any law?
No law requires per-job contractor carbon data today — NYC’s LL97 covers only building operating emissions. The drivers are GRESB supplier-monitoring scoring, California SB 253 (Scope 3 from 2027, with purchased goods and waste in the first wave), CSRD, and corporate tenant requests.