Got an LkSG Email from Your German Client? Here's What to Do

You just received an email from your German client. It mentions the "Lieferkettensorgfaltspflichtengesetz" (good luck pronouncing that) and asks you to provide documents you've never heard of. Maybe a "Human Rights Policy Statement." Maybe a "Supplier Code of Conduct." Maybe a full "Self-Declaration" covering everything from child labor to environmental practices.

Don't panic. You're not in trouble. Let me explain what's happening and what you need to do.

What is the LkSG, and why did you get this email?

The LkSG (Supply Chain Due Diligence Act) is a German law that went into effect in 2023. It requires large German companies — those with 1,000 or more employees — to ensure that human rights and environmental standards are respected across their supply chains.

Your German client isn't sending you this email because they suspect you of anything. They're legally required to collect this information from all their suppliers. It's a checkbox exercise for them — but they still need you to fill it out.

What they're actually asking for

The specific documents vary, but most LkSG questionnaires cover these areas:

1. Company information

Your company name, address, industry, and number of employees. This part is straightforward.

2. Human rights policies

They want to know:

• Do you verify worker ages? (Child labor prevention)
• Do your employees work reasonable hours? (Fair working conditions)
• Do you pay at least minimum wage? (Fair compensation)
• Is employment voluntary? (No forced labor)
• Do you allow workers to organize? (Freedom of association)
• Is your workplace safe? (Occupational health & safety)

3. Environmental practices

• How do you handle waste?
• Do you use any hazardous substances?
• What are your emissions like?
• Do you have environmental policies?

4. Grievance mechanisms

Do your workers have a way to report problems anonymously? This is often the question that trips people up. If you don't have a formal process, that's okay — we'll cover what to do about it below.

5. Supply chain management

Do you check your own suppliers for similar practices? How do you evaluate them?

How to respond: step by step

Step 1: Don't ignore the deadline

The worst thing you can do is nothing. If your client doesn't receive a response, they may classify you as "high risk" — which could mean more scrutiny, contract adjustments, or in extreme cases, losing the business relationship.

If you need more time, just reply to the email and ask for an extension. Most procurement teams are reasonable about this.

Step 2: Be honest, not perfect

You don't need to have formal, written policies for everything. Many small companies don't. What matters is that you can describe what you actually do.

For example, if they ask about your "age verification process," you don't need a 10-page policy. You can say: "We verify government-issued identification for all employees during the hiring process to confirm they meet the minimum working age."

The key is to describe your actual practices in a professional way.

Step 3: Know what to do when you don't have an answer

Some questions won't apply to you. Others might describe practices you haven't formalized yet. Here's how to handle common situations:

"We don't have a formal policy for this" That's okay. Describe what you actually do in practice. Most small companies have informal processes that cover the intent of these policies. You just need to articulate them.

"This doesn't apply to our business" If you're a software company, questions about hazardous waste probably don't apply. Simply state: "Not applicable — our business operations do not involve [manufacturing/chemical processing/etc.]."

"I genuinely don't know what they're asking" For jargon-heavy questions, look up the specific terms. "Grievance mechanism" just means "a way for workers to report problems." "Due diligence" just means "checking that things are done properly."

Step 4: Write in professional (but not stiff) language

Your client's compliance team needs to file your response. It helps if your answers sound professional — but you don't need a lawyer.

Here's the difference:

Too casual: "Yeah we don't use child labor, obviously"

Too stiff: "The Organization herewith affirms its categorical and unwavering commitment to the absolute prohibition of child labor in all operational facets..."

Just right: "Our company enforces a strict age-verification process during recruitment. All employees must provide government-issued identification confirming they meet the legal minimum working age."

Step 5: Provide it in the format they need

Most German clients want:

• A PDF document (looks professional, easy to file)
• Ideally in German (since the law is German, and their compliance officers read German)
• With your company letterhead or logo (shows it's an official statement)

This is where it gets tricky for most small suppliers. Translating your responses into formal German business language is not something Google Translate can handle well.

The documents you might need to produce

Depending on what your client asks for, you may need one or more of these:

1. Self-Declaration (Selbstauskunft) — A comprehensive document covering all the areas above. This is the most common request.

2. Human Rights Policy Statement — A shorter document specifically about your commitment to human rights standards.

3. Supplier Code of Conduct — Your expectations for your own suppliers (yes, they want to know that you're checking your suppliers too).

4. Environmental Policy — Your environmental commitments and practices.

This is what KettenKlar is for

I built KettenKlar specifically for this situation. Instead of spending days trying to figure out what to write, you answer simple questions about your company — in plain English — and our AI transforms your answers into a professional dual-language (EN/DE) self-declaration.

No legal expertise needed. No German required. No consultant fees.

If you're a supplier dealing with this right now, create your document now →

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Have a specific question about responding to an LkSG questionnaire? Reach out — I'm happy to help.