In circular procurement, the buyer focuses on products or materials that contain as few primary raw materials as possible and can be reused after their first use. The goal is to avoid further depletion of the earth’s resources and to extend the lifespan of materials. A circular procurement process is an important tool in achieving a circular economy.
According to the Circularity Gap Report, 70% of global emissions come from processing and using materials: from extraction and production to use and disposal.
At the same time, we consume more resources than the earth can regenerate. That pressure keeps growing, as innovations follow each other at high speed and demand more and more materials. This constant depletion of the planet is simply unsustainable.
Many of these resources are also processed in a linear system of producing, using, and then discarding. Think of the fast fashion or fast furniture industries: products made as cheaply and quickly as possible, with low quality, meaning they break easily and are often beyond repair.
In Europe alone 11 billion kilos of furniture are thrown away every year. Only 10% of this is recycled, the rest is burned or dumped in landfill. This can and must change. By consciously procuring, using, and reusing products and services, we give the earth time to recover.
The shift from linear to a circular economy (produce, use, reuse) is essential, and it requires a change. We’ve grown accustomed to the convenience of throwaway behaviour and the mindset of “oh, I’ll just buy a new one”, without seeing the bigger picture.
Reuse calls for a different mindset: from producers, businesses, and consumers alike. At your next purchase, take a closer look at the origin and quality of the product. Does it align with the principles of a circular economy? And instead of buying a piece of furniture, could you perhaps rent it next time?
To apply circular procurement in your organisation, you can use different models. These models help you make choices that reduce waste, make smarter use of materials, and extend product lifespans.
The right approach depends on your organisation’s internal possibilities and on how open suppliers and partners are to change. Based on these factors, you may apply one or more models. The three circular procurement models are:
Where your organisation starts is up to you. If you’re new to circular procurement, it’s often best to begin at product level, learn from there, and then expand into the other models.
To make circular procurement more concrete, we describe six practical steps below to help your organisation get started.
Integrating circularity into your procurement process requires a significant policy shift, and an open mindset. Circular procurement starts with asking the right questions. Where you might once have focused mainly on price, lead times, and quality, you now also ask: Where does this product come from? Under what conditions was it produced? Is it designed for reuse?
A circular procurement process consists of the following six steps:
Start by formulating a clear vision of how procurement will contribute to your organisation’s sustainability goals. Do you want to reduce CO₂ emissions, save raw materials, or prevent waste? A clear vision creates direction and ensures stronger support across the organisation.
To make improvements, you first need insight into what you currently purchase. Which products have a short lifespan, create large amounts of waste, or are difficult, or even impossible, to recycle? These are the key focus areas for your circular procurement strategy. They also present quick wins, allowing you to learn and then expand your efforts further.
Circular procurement is a collaborative effort. Look for suppliers who offer circular products and services, and who truly prioritise circularity. Examples include renting circular furniture instead of buying, using recycled materials, or providing repair services. Be cautious of companies that use circularity only as a marketing term without real action.
As mentioned, you’ll need to ask different questions when purchasing products. This also applies to the criteria you set for them. Require durability, the ability to dismantle and repair, use of secondary materials, and the presence of a material passport, for example.
To safeguard circular procurement, make sure to record sustainability agreements in contracts. This could include agreements on product take-back after use, maintenance during the lifecycle, and the availability of spare parts. This ensures your commitments don’t fade over time and provides a solid framework for circular procurement.
It’s essential to measure the results of your efforts. How much waste has been avoided? How much CO₂ has been saved? How many products have been reused? Measuring these outcomes enables accountability and helps shape future improvements. It also makes the results tangible for your whole organisation, increasing involvement and motivation.
A valuable tool for tracking circular efforts is an Environmental Aspects Register (MAR), a clear document or system where you record, monitor, and evaluate all environmental aspects of your activities. At KeyPro, we also use this tool to stay on course and make timely adjustments where needed.
For companies, circular procurement is not (yet) mandatory. However, the government increasingly expects organisations to take responsibility, especially in tenders. The public sector itself is required to purchase sustainably and circularly, while also encouraging businesses to follow suit.
Examples include guidelines such as MEAT (Most Economically Advantageous Tender), where sustainability and reuse influence the selection of suppliers. In addition, European legislation such as the CSRD (Corporate Sustainability Reporting Directive) will soon require companies to report more thoroughly on their impact.
To be well prepared, it’s smart for organisations to start focusing on a more circular way of doing business now.
Circulair procurement isn’t just good for the planet. It’s good for your organisation too:
Lower long-term costs: Smarter purchasing saves on replacement, waste processing, and raw materials.
Less dependence on scarce resources: By focusing on reuse and recycled materials, you become less vulnerable to price increases or supply issues.
Stronger sustainable reputation: Demonstrating social responsibility makes you more attractive to customers, partners, and employees.
Better preparation for future legislation: You’ll be ahead of new sustainability requirements, such as CSRD reporting obligations.
Innovation and collaboration in the supply chain: Circular procurement encourages new partnerships and smarter product or service models.
Tangible contribution to climate goals: By reducing CO₂ emissions and waste, you actively support the transition to a circular economy.
Furniture plays an important role in circular procurement policies. Producing new furniture requires large amounts of raw materials (wood, metal, plastics) and energy. By procuring furniture circularly, this environmental burden can be reduced. High-quality circular furniture also has a long lifespan, making it highly suitable for reuse, refurbishing, and repair, and giving it strong residual value.
According to research by Royal HaskoningDHV, commissioned by the Netherlands Environmental Assessment Agency (PBL), there has been growth in sustainable procurement for buildings. However, the facilities category, including furniture, still lags behind.
While many municipalities focus on circular procurement in sectors such as construction and infrastructure, furniture is often overlooked. This is a missed opportunity, since furniture has a significant environmental impact and is a relatively easy category in which to apply circular principles. At KeyPro, we believe furniture deserves not just a second, but also a third and fourth life.
That’s why we rent out furniture instead of selling it outright. This reduces the need for new production and prevents unnecessary strain on the planet. We also consciously choose strong, timeless furniture built to last. Everything we do is centred around reuse and making the most of what already exists.
The diagram shows a schematic representation of KeyPro’s circular furniture chain.
Circularity means that raw materials, products, and materials are reused for as long as possible, without creating waste.
A circular product is designed to last as long as possible, is reusable, easy to repair or recycle, and generates minimal waste.
100% circular means that all materials used in a product are fully reused or recycled, with no residual waste. For example, furniture that is rented out again and again.
Linear means products are made, used, and then thrown away. Circular means products are made, used, and reused.
Refuse, Rethink, Reduce, Reuse, Repair, Refurbish, Remanufacture, Repurpose, Recycle, Recover. These ten principles help minimise waste and ensure maximum reuse of materials.
After inspection, furniture returns to our stock. If an item is damaged, it is repaired or refurbished. Once restored, it is as good as new and ready to be used in new projects. After several ‘lives,’ when a piece can truly no longer be used, its parts are harvested to repair similar items. Any remaining material is then recycled.
Absolutely. By renting furniture instead of buying, you help prevent the use of new raw materials.
These pieces often get yet another life through social projects or donations. When that’s not possible, we ensure the materials are responsibly recycled.
Yes. We work exclusively with furniture that is suitable for reuse and refurbishment. This means every piece is strong, repairable, and made from durable materials.
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